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Membership Fees - Overview

Project: Mila - Membership Management System
Feature: Membership Fee Management
Version: 1.0
Last Updated: 2025-11-27
Status: Concept - Ready for Review

Purpose

This document provides a comprehensive overview of the Membership Fees system. It covers business logic, data model, UI/UX design, and technical architecture in a concise, bullet-point format.

For detailed implementation: See membership-fee-implementation-plan.md (created after concept iterations)

Core Principle
Terminology
Data Model
Business Logic
UI/UX Design
Edge Cases
Technical Integration
Implementation Scope

Core Principle

Maximum Simplicity:

Minimal complexity
Clear data model without redundancies
Intuitive operation
Calendar cycle-based (Month/Quarter/Half-Year/Year)

Terminology

German ↔ English

Core Entities:

Beitragsart ↔ Membership Fee Type
Beitragszyklus ↔ Membership Fee Cycle
Mitgliedsbeitrag ↔ Membership Fee

Status:

bezahlt ↔ paid
unbezahlt ↔ unpaid
ausgesetzt ↔ suspended / waived

Intervals (Frequenz / Payment Frequency):

monatlich ↔ monthly
quartalsweise ↔ quarterly
halbjährlich ↔ half-yearly / semi-annually
jährlich ↔ yearly / annually

UI Elements:

"Letzter Zyklus" ↔ "Last Cycle" (e.g., 2023 when in 2024)
"Aktueller Zyklus" ↔ "Current Cycle" (e.g., 2024)
"Als bezahlt markieren" ↔ "Mark as paid"
"Aussetzen" ↔ "Suspend" / "Waive"

Data Model

Membership Fee Type (MembershipFeeType)

- id (UUID)
- name (String) - e.g., "Regular", "Reduced", "Student"
- amount (Decimal) - Membership fee amount in Euro
- interval (Enum) - :monthly, :quarterly, :half_yearly, :yearly
- description (Text, optional)

Important:

interval is IMMUTABLE after creation!
Admin can only change name, amount, description
On change: Future unpaid cycles regenerated with new amount

Membership Fee Cycle (MembershipFeeCycle)

- id (UUID)
- member_id (FK → members.id)
- membership_fee_type_id (FK → membership_fee_types.id)
- cycle_start (Date) - Calendar cycle start (01.01., 01.04., 01.07., 01.10., etc.)
- status (Enum) - :unpaid (default), :paid, :suspended
- amount (Decimal) - Membership fee amount at generation time (history when type changes)
- notes (Text, optional) - Admin notes

Important:

NO cycle_end - calculated from cycle_start + interval
NO interval_type - read from membership_fee_type.interval
Avoids redundancy and inconsistencies!

Calendar Cycle Logic:

Monthly: 01.01. - 31.01., 01.02. - 28./29.02., etc.
Quarterly: 01.01. - 31.03., 01.04. - 30.06., 01.07. - 30.09., 01.10. - 31.12.
Half-yearly: 01.01. - 30.06., 01.07. - 31.12.
Yearly: 01.01. - 31.12.

Member (Extensions)

- membership_fee_type_id (FK → membership_fee_types.id, NOT NULL, default from settings)
- membership_fee_start_date (Date, nullable) - When to start generating membership fees
- left_at (Date, nullable) - Exit date (existing)

Logic for membership_fee_start_date:

Auto-set based on global setting include_joining_cycle
If include_joining_cycle = true: First day of joining month/quarter/year
If include_joining_cycle = false: First day of NEXT cycle after joining
Can be manually overridden by admin

NO include_joining_cycle field on Member - unnecessary due to membership_fee_start_date!

Global Settings

key: "membership_fees.include_joining_cycle" 
value: Boolean (Default: true)

key: "membership_fees.default_membership_fee_type_id"
value: UUID (Required) - Default membership fee type for new members

Meaning include_joining_cycle:

true: Joining cycle is included (member pays from joining cycle)
false: Only from next full cycle after joining

Meaning of default membership fee type setting:

Every new member automatically gets this membership fee type
Must be configured in admin settings
Prevents: Members without membership fee type

Business Logic

Cycle Generation

Triggers:

Member gets membership fee type assigned (also during member creation)
New cycle begins (Cron job daily/weekly)
Admin requests manual regeneration

Algorithm:

Lock the whole cycle table for the duration of the algorithm

Get member.membership_fee_start_date and member's membership fee type
Generate cycles until today (or left_at if present):
- If no cycle exists:
  - Generate all cycles from membership_fee_start_date
- else:
  - Generate all cycles from last existing cycle
- use the interval to generate the cycles
Set amount to current membership fee type's amount

Example (Yearly):

Joining date: 15.03.2023
include_joining_cycle: true
→ membership_fee_start_date: 01.01.2023

Generated cycles:
- 01.01.2023 - 31.12.2023 (joining cycle)
- 01.01.2024 - 31.12.2024
- 01.01.2025 - 31.12.2025 (current year)

Example (Quarterly):

Joining date: 15.03.2023
include_joining_cycle: false
→ membership_fee_start_date: 01.04.2023

Generated cycles:
- 01.04.2023 - 30.06.2023 (first full quarter)
- 01.07.2023 - 30.09.2023
- 01.10.2023 - 31.12.2023
- 01.01.2024 - 31.03.2024
- ...

Status Transitions

unpaid → paid
unpaid → suspended
paid → unpaid
suspended → paid
suspended → unpaid

Permissions:

Admin + Treasurer (Kassenwart) can change status
Uses existing permission system

Membership Fee Type Change

MVP - Same Cycle Only:

Member can only choose membership fee type with same cycle
Example: From "Regular (yearly)" to "Reduced (yearly)" ✓
Example: From "Regular (yearly)" to "Reduced (monthly)" ✗

Logic on Change:

Check: New membership fee type has same interval
If yes: Set member.membership_fee_type_id
Future unpaid cycles: Delete and regenerate with new amount
Paid/suspended cycles: Remain unchanged (historical amount)

Future - Different Intervals:

Enable interval switching (e.g., yearly → monthly)
More complex logic for cycle overlaps
Needs additional validation

Member Exit

Logic:

Cycles only generated until member.left_at
Existing cycles remain visible
Unpaid exit cycle can be marked as "suspended"

Example:

Exit: 15.08.2024
Yearly cycle: 01.01.2024 - 31.12.2024

→ Cycle 2024 is shown (Status: unpaid)
→ Admin can set to "suspended"
→ No cycles for 2025+ generated

UI/UX Design

Member List View

New Column: "Membership Fee Status"

Default Display (Last Cycle):

Shows status of last completed cycle
Example in 2024: Shows membership fee for 2023
Color coding:
- Green: paid ✓
- Red: unpaid ✗
- Gray: suspended ⊘

Optional: Show Current Cycle

Toggle: "Show current cycle" (2024)
Admin decides what to display

Filters:

"Unpaid membership fees in last cycle"
"Unpaid membership fees in current cycle"

Member Detail View

Section: "Membership Fees"

Membership Fee Type Assignment:

┌─────────────────────────────────────┐
│ Membership Fee Type: [Dropdown]    │
│ ⚠ Only types with same interval   │
│   can be selected                  │
└─────────────────────────────────────┘

Cycle Table:

┌───────────────┬──────────┬────────┬──────────┬─────────┐
│ Cycle         │ Interval │ Amount │ Status   │ Action  │
├───────────────┼──────────┼────────┼──────────┼─────────┤
│ 01.01.2023-   │ Yearly   │ 50 €   │ ☑ Paid   │         │
│ 31.12.2023    │          │        │          │         │
├───────────────┼──────────┼────────┼──────────┼─────────┤
│ 01.01.2024-   │ Yearly   │ 60 €   │ ☐ Open   │ [Mark   │
│ 31.12.2024    │          │        │          │ as paid]│
├───────────────┼──────────┼────────┼──────────┼─────────┤
│ 01.01.2025-   │ Yearly   │ 60 €   │ ☐ Open   │ [Mark   │
│ 31.12.2025    │          │        │          │ as paid]│
└───────────────┴──────────┴────────┴──────────┴─────────┘

Legend: ☑ = paid | ☐ = unpaid | ⊘ = suspended

Quick Marking:

Checkbox in each row for fast marking
Button: "Mark selected as paid/unpaid/suspended"
Bulk action for multiple cycles

Admin: Membership Fee Types Management

List:

┌────────────┬──────────┬──────────┬────────────┬─────────┐
│ Name       │ Amount   │ Interval │ Members    │ Actions │
├────────────┼──────────┼──────────┼────────────┼─────────┤
│ Regular    │ 60 €     │ Yearly   │ 45         │ [Edit]  │
│ Reduced    │ 30 €     │ Yearly   │ 12         │ [Edit]  │
│ Student    │ 20 €     │ Monthly  │ 8          │ [Edit]  │
└────────────┴──────────┴──────────┴────────────┴─────────┘

Edit:

Name: ✓ editable
Amount: ✓ editable
Description: ✓ editable
Interval: ✗ NOT editable (grayed out)

Warning on Amount Change:

⚠ Change amount to 65 €?
  
Impact:
- 45 members affected
- Future unpaid cycles will be generated with 65 €
- Already paid cycles remain with old amount

[Cancel] [Confirm]

Admin: Settings

Membership Fee Configuration:

Default Membership Fee Type: [Dropdown: Membership Fee Types]

Selected: "Regular (60 €, Yearly)"

This membership fee type is automatically assigned to all new members.
Can be changed individually per member.

---

☐ Include joining cycle

When active:
Members pay from the cycle of their joining.

Example (Yearly):
Joining: 15.03.2023
→ Pays from 2023

When inactive:
Members pay from the next full cycle.

Example (Yearly):
Joining: 15.03.2023
→ Pays from 2024

Edge Cases

1. Membership Fee Type Change with Different Interval

MVP: Blocked (only same interval allowed)

UI:

Error: Interval change not possible

Current membership fee type: "Regular (Yearly)"
Selected membership fee type: "Student (Monthly)"

Changing the interval is currently not possible.
Please select a membership fee type with interval "Yearly".

[OK]

Future:

Allow interval switching
Calculate overlaps
Generate new cycles without duplicates

2. Exit with Unpaid Membership Fees

Scenario:

Member exits: 15.08.2024
Yearly cycle 2024: unpaid

UI Notice on Exit: (Low Prio)

⚠ Unpaid membership fees present

This member has 1 unpaid cycle(s):
- 2024: 60 € (unpaid)

Do you want to continue?

[ ] Mark membership fee as "suspended"
[Cancel] [Confirm Exit]

3. Multiple Unpaid Cycles

Scenario: Member hasn't paid for 2 years

Display:

┌───────────────┬──────────┬────────┬──────────┬─────────┐
│ 2023          │ Yearly   │ 50 €   │ ☐ Open   │ [✓]     │
│ 2024          │ Yearly   │ 60 €   │ ☐ Open   │ [✓]     │
│ 2025          │ Yearly   │ 60 €   │ ☐ Open   │ [ ]     │
└───────────────┴──────────┴────────┴──────────┴─────────┘

[Mark selected as paid/unpaid/suspended] (2 selected)

4. Amount Changes