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Sometimes you want to split your Members into groups, such as interest groups to send emails to. While you can add members to separate Member Lists by name, this takes a long time and would need updating EVERY time a new member joined or an existing member changed their preferences.

The better solution is to create a member attribute so that it can be used for emails, but also in other aspects of the website. To do this you will need to first create a form (Forms > Forms Manager, “Add new”) with a single question. This should be a “List” type question, with each of the answers being one of the groups you have in your club. Save the form.

Now you will need to make the groups question an attribute. To do this, go to “Forms Forms > Set Up Attribute Questions” Questions and click “Add”. Select the form you just created and the question from the drop downs and then click “Save changes”.

On each user’s profile page, the groups will be displayed and can be edited on the left hand side. Alternatively, you can change large quantities at once using the “Amend Answers” button on the Forms Manager (Forms > Forms Manager). This attribute can also now be used in Member Lists as a criterion, and would be best used with a second criteria of “Current Member = Yes”. For more help on Member Lists, read this guide here: Member Lists

A Member’s subscription will only appear in their basket once it has been accepted. Members can do this themselves by going to “Their Their name > My Subscriptions” Subscriptions and clicking “Accept Offer” beneath their subscription.

Administrators can also perform this action on a Member’s behalf. Under “Subscriptions Subscriptions > Manage Subscriptions”Subscriptions, locate the appropriate subscription under the “Pending Member Action” section. Click “Action Action > Accept Offer”Offer.

Once the offer has been accepted, the subscription will be in the basket for the member to pay for, or will change to “Active” if there is no cost.

If you find that Members are appearing in the Member Directory or in Member Lists centred around “Current Members” but the Members in question have not renewed their subscription for the new season, the reason they still appear is because they are still within the “grace period” of their subscription. The Grace Period is a period of time after a subscription has expired that a member is still treated as a Current Member as long as a Renewal is in progress. This means that a Renewal has been offered but not rejected; or offered, accepted, but not paid. Grace Periods are often used so that you can contact Members more easily and remind them that they still need to pay for the new season, but have plenty of other uses too.

The Grace Period is set in each Membership Category, under the “Renewals” tab. Also be aware of “Subscription Offers Valid For Duration” in “Admin Admin > Settings > General Club Settings” Settings as if an offer expires during the Grace Period, the Grace Period will end.

If you have created a Membership Category and set the “Role when Active” to “Guest”, anyone with this subscription will have access to anything with an Entitlement of “Level: Registered” or “Level: Public”. Entitlements can be checked and edited in “Admin Admin > Settings > Entitlements Manager”Manager.

This guide will also help you understand Entitlements: Access Control in myClubhouse

If a member in the wrong membership category, there’s no need to cancel it and make a new one. Navigate to the subscription from Manage Subscriptions or their Profile. Click “Actions” Actions > “Edit”Edit, and change the Membership Category to the correct one. The cost will update. Enter a Reason and click “OK”. If there is more to pay, this will be in the member’s basket, if the new Category is less, a refund will have been generated and can be marked off in “Admin” Admin > “Finance” Finance > “Pending Refunds” Pending Refunds once it has been paid. More information on Refunds and Membership Categories can be read here: Refunds | How to Create a New Membership Category

Moving a Member to a different Membership Category mid-season does happen. As explained above, this is a straightforward process. However, when a Subscription is being paid in instalments with GoCardless, there are some extra steps.

1. Navigate to the Subscription for which you wish to change the Renewal Chain. This can be via a member’s profile, through Subscriptions > Browse Subscriptions, or Subscriptions > Manage Subscriptions.

2. Click “Action” Action > “Edit”Edit.

3. Change the membership category from the drop-down.

4. Change the cost back to what it was before.

5. Enter a reason for the change.

6. Click “OK” to save changes.

7. Click “Action” Action > “Edit Edit GoCardless payments”payments.

8. Take the total you want the Subscription to be (e.g. £450) and subtract any payments which have already been paid or submitted (e.g. £50) to give you the total you want left to pay (e.g. £450 - £50 = £400)

9. Take the total you want left to pay and divide it by the number of instalments you want it paid in. (e.g. £400 / 10 = £40)

10. Under New Subscription Details put in the amount (e.g. £40), start date of the next instalment which has not already been submitted (e.g. 6/11/21), the payment count (e.g. 10)

11. The New Subscription total and TOTAL will be calculated. If the total doesn’t divide into equal payments you may end up a few pence short or a few pence over.

12. Check the amounts and dates then click “OK”.

13. The new total will be saved against the Subscription cost.

When a member pays for a Subscription by instalments, the payment date is always centred around when the first payment is made. This isn’t always ideal for the member based on their personal finances, so they might want to change their payment date. This can be done by an admin:

1. Navigate to the Subscription that you want to change the GoCardless instalments for. This can be via a member’s profile, through Subscriptions > Browse Subscriptions, or Subscriptions > Manage Subscriptions.

2. Click “Action” Action > “Edit Edit Repeating Payment”Payment.

3. Scroll down to “Amendments”.

4. For “Type of Change” select “Dates and Amount”.

5. Change the “Next Payment Date”.

6. Click “Apply Changes”.

Sometimes a Subscription is over paid by accident. This can be from a miscommunication or a discount that wasn’t applied before payment. An admin can fix this very easily:

1. Navigate to the Subscription that has been overpaid. This can be through the member’s profile page, Manage Subscriptions, or somewhere else.

2. Click “Action” Action > “Edit”Edit.

3. Adjust the cost to the amount that the Subscription should be.

4. Enter a reason explaining the change.

5. Uncheck “Send Notification Emails”.

6. Click “OK” to save.

7. A refund for the difference between what was paid and the new cost of the Subscription will be created.

8. Follow the instructions in this guide to process the refund: Refunds

Subscription offers can be set to expire after a certain number of days. This can reduce clutter of those who don’t reject their offer when they leave the club, as well as allow others to join if membership places are limited.

To change the default offer expiry date:

1. Navigate to “Admin” Admin > “Settings” Settings > “General General Club Settings”Settings.

2. Click on the “Membership” tab.

3. Scroll down to the “Membership Application Workflow“ section.

4. Subscription Offers Valid For Duration: Enter the number of days after a Subscription is offered that it will expire. If left blank, or set to 0, Subscription offers will not expire.

5. Click “Save Changes“ at the bottom of the page.

6. Any existing Subscription offers that are in an offered state will not be affected

To change an individual offer expiry date:

1. Navigate to the Subscription that you want to change the expiry date for. This can be through the member’s profile page, Manage Subscriptions, or somewhere else.

2. Click “Action” Action > “Edit”Edit.

3. Offer Expiry Date: Enter the last day that the Subscription can be accepted.

4. Enter a reason explaining the change.

5. Uncheck “Send Notification Emails”.

6. Click “OK” to save.

7. If you entered a date in the past, the Subscription offer will expire overnight.