---
title: "Manual Migration of Auto-Billing Memberships"
slug: "manual-migration-of-auto-billing-memberships"
description: "Step-by-step guide on manually migrating auto-billing memberships in CivicRec. Learn how to add cards on file, configure sessions, and apply structured billing for a smooth transition."
updated: 2025-08-04T15:56:44Z
published: 2025-08-04T15:56:44Z
canonical: "www.civicplus.help/manual-migration-of-auto-billing-memberships"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.civicplus.help/llms.txt
> Use this file to discover all available pages before exploring further.

# Manual Migration of Auto-Billing Memberships

This article will walk through how to manually migrate memberships that require a card on file and use auto-billing.

> [!NOTE]
> Important Notes:
> 
> - To complete these steps, you must first acquire the customer's credit, debit, or banking information. If collecting this information is not feasible, we recommend asking your customers to add a card on file while introducing them to your new Recreation Management software. The process for acquiring payment information may differ depending on the size and needs of the community.
> - If the memberships you are migrating have auto-billing applicable add-on fees, these will need to be paid through checkout to remain configured and apply toward future billing cycles. Instead of zeroing out the add-on fees, [we recommend using an alternative payment type](/recreation-management/docs/create-a-payment-type) (such as **paid in the old system**) to satisfy the purchase requirements and complete the transaction.

## Instructions

1. [Add a card on file](/recreation-management/docs/add-a-card-on-file) for all applicable accounts ![saved payment methods, add card on file button](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407459692311.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)

> [!WARNING]
> **Note**: Adding a card on file on this screen is not available for all [payment gateways](/recreation-management/docs/).
2. [Navigate to the **Membership Settings** section](/recreation-management/docs/configure-membership-settings) of the session and set **Card-on-File** to **Optional![membership settings, card on file optional toggle](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407529236503.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)**

> [!WARNING]
> **Note**: This will allow users to not opt-in to auto-billing so you may need to remove the ability for [online registrations](/recreation-management/docs/allow-online-registrations) until the migration is complete.
3. Click **Save Session![save session button](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407460040599.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)**
4. Navigate to the **Catalog** and select the **Account** you just added the Card on File for ![catalog section with account details](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407529194775.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
5. Find the membership that needs to be migrated and click **Add to Cart** ![membership account add to cart button](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4408655479703.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
6. Select **Checkout![checkout button](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407538798487.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)**
7. On the Payment screen, create a new **Member Number**, or if the customer has multiple memberships, pick the applicable member number ![payment screen member number](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407510214935.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
8. Change the **Price** of the membership to **$0.00**: ![Rec Management - Getting Started - Manual Migration of Auto-Billing Memberships - Change Price to 0.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4408655479063.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
9. Click **Complete Transaction**: ![checkout details with complete transaction button](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4408655478807.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
10. The Transaction Receipt will display the membership information: ![transaction receipt](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4408655646999.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
11. Select **View Membership**: ![checkout information view membership option](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407595446551.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
12. If needed, update the **Start Date** and **Expiration Date** to the actual date range of the membership ![membership start and expiration dates](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407761737495.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
13. If using [structured auto-billing](/recreation-management/docs/structured-auto-billing), you will need to use one of the following two options to update the membership to use the card on file instead of a manual payment:
  - **Change each item individually:**
    1. Navigate to the **Payments** tab ![auto-billing payments tab](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4408658117655.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)

> [!WARNING]
> **Note**: If you adjusted the Expiration Date, the screen may still show payments after the membership expires but the customer will not be billed for those dates and their membership will end on the specified expiration date.
    2. Select the **Method** drop-down and change the **Saved Payment Method** to the card-on-file instead of Manual Payment ![saved payment method dropdown list](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4408658117527.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
    3. Click **Save Payment Settings![save payment settings button](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4408658117271.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)**
    4. Repeat for each payment item of the membership ![payments information method dropdown arrows](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4408658117015.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
  - **Or, update all monthly payment methods at once:**
    1. Navigate to **Financial**, then **A/R Center** and [use the Filters](/recreation-management/docs/a-r-center-guide) to find the desired Account/Membership activity ![list of filters](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407538664471.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
    2. Select the payment items and click **Card on File![selection boxes and card on file button](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407533067415.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)**
    3. Select the applicable card and click **Submit![submit button for card on file](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407537811991.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)**
    4. The card will now be applied to all of the membership payments ![card on file applied listed](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407532592791.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)
14. Once migration is complete, go back to the [**Membership Settings** of the session](/recreation-management/docs/configure-membership-settings) and reset the **Card-on-File** to **Required![membership settings card on file required toggle](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4407538563351.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)**
15. For quality assurance, review the [A/R Center](/recreation-management/docs/a-r-center-guide) using a variety of possible filters to ensure you have set up your memberships properly ![ar center details](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/4410203661079.png?sv=2026-02-06&spr=https&st=2026-10-29T11%3A05%3A59Z&se=2026-10-29T12%3A05%3A59Z&sr=c&sp=r&sig=XzJNCUFXsDEDSVxemrTPr3lxbC%2FpPw7GIyCtYjgfyOI%3D)

## Resources

- [Membership Import or Manual Membership Migration](/recreation-management/docs/membership-import-or-manual-membership-migration)
- [Structured Auto-Billing](/recreation-management/docs/structured-auto-billing)
- [Continuous Auto-Billing (Month to Month)](/recreation-management/docs/continuous-auto-billing-month-to-month)
- [Add a Card on File](/recreation-management/docs/add-a-card-on-file)
- [Configure Membership Settings](/recreation-management/docs/configure-membership-settings)