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mitgliederverwaltung/docs/membership-fee-overview.md
Moritz 59f81d8bc7
docs: change wording 
contribution -> membership fee
period -> cycle
2025-12-11 15:14:12 +01:00

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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](./membership-fee-implementation-plan.md) (created after concept iterations)
---
## Table of Contents
1. [Core Principle](#core-principle)
2. [Terminology](#terminology)
3. [Data Model](#data-model)
4. [Business Logic](#business-logic)
5. [UI/UX Design](#uiux-design)
6. [Edge Cases](#edge-cases)
7. [Technical Integration](#technical-integration)
8. [Implementation Scope](#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)
- timestamps
```
**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
- timestamps
```
**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:**
1. Get `member.membership_fee_start_date` and member's membership fee type
2. Calculate first cycle based on `membership_fee_start_date`
3. Generate all cycles from start to today (or `left_at` if present)
4. Skip existing cycles
5. 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:**
1. Check: New membership fee type has same interval
2. If yes: Set `member.membership_fee_type_id`
3. Future **unpaid** cycles: Delete and regenerate with new amount
4. 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
**Scenario:**
```
2023: Regular = 50 €
2024: Regular = 60 € (increase)
```
**Result:**
- Cycle 2023: Saved with 50 € (history)
- Cycle 2024: Generated with 60 € (current)
- Both cycles show correct historical amount
### 5. Date Boundaries
**Problem:** What if today = 01.01.2025?
**Solution:**
- Current cycle (2025) is generated
- Status: unpaid (open)
- Shown in overview
---
## Implementation Scope
### MVP (Phase 1)
**Included:**
- ✓ Membership fee types (CRUD)
- ✓ Automatic cycle generation
- ✓ Status management (paid/unpaid/suspended)
- ✓ Member overview with membership fee status
- ✓ Cycle view per member
- ✓ Quick checkbox marking
- ✓ Bulk actions
- ✓ Amount history
- ✓ Same-interval type change
- ✓ Default membership fee type
- ✓ Joining cycle configuration
**NOT Included:**
- ✗ Interval change (only same interval)
- ✗ Payment details (date, method)
- ✗ Automatic integration (vereinfacht.digital)
- ✗ Prorata calculation
- ✗ Reports/statistics
- ✗ Reminders/dunning (manual via filters)
### Future Enhancements
**Phase 2:**
- Payment details (date, amount, method)
- Interval change for future unpaid cycles
- Manual vereinfacht.digital links per member
- Extended filter options
**Phase 3:**
- Automated vereinfacht.digital integration
- Automatic payment matching
- SEPA integration
- Advanced reports
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