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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 > Set Up Attribute 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 |
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“Active Members” don’t exist on myClubhouse, “Active” is a status used to describe subscriptions belonging to a Member. Current Members are Members who have any Active Subscription. A subscription will be “Active” if it is either: (a) “Current” (in date today) and Paid (all payments are up to date or there is a payment scheduled on GoCardless) OR (crucially) (b) if it is Expired and Paid, but has a renewal in the offered state and we are within the renewal grace period. |
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Sometimes a member needs to put their membership on hold but doesn’t want to leave the club completely. Pausing a subscription allows you to do this more easily. Any subscription that is being paid by Direct Debit can be paused.
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There is a setting in each Membership Category called “Available to those without a Date of Birth”, if checked, a user with no DOB in the system will be able to have a subscription under this category. If a Membership Category has age criteria (and this option is not checked), a user with no DOB can still be offered a subscription manually by an administrator. In this instance, the member will stay in this Membership Category come renewal time, despite not meeting the age criteria.
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Once you have generated your Renewals and emailed them out (possibly automatically), it can be frustrating if Members are being slow on the uptake. emailing them a reminder is often helpful but you don’t want to chase those who have already paid for their Renewal. You can use a Member List to filter down to just the Members who are appearing in the “Pending Member Action” section of “Manage Subscriptions”. The Member List will need to have the criteria of “Subscription exists where Lifecycle Status is any of Offered OR Payment status is any of Awaiting First Payment, Payment Overdue”. You can then use this Member List to send an email reminding the appropriate Members to pay for their renewals. Don’t forget to include a link to “My Subscriptions” in the email so that Members can find their subscription more easily to accept and pay for it.
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On the Manage Subscriptions page (Subscriptions > Manage Subscriptions), the subscriptions are sorted into sections to make it easier to find the Subscription you are looking for. This is what each of the sections is for:
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Each type of membership will need its own Membership Category.
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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 > Settings > Entitlements Manager.
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If a member is 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 > Edit, and change the Membership Category to the correct one. The cost will be updated. 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 > Finance > Pending Refunds once it has been paid.
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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.
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When you link a Linked Subscription to a core Subscription, the end date corresponds to that of the core Subscription. Where you want a Linked Subscription to be renewed annually, the annual Subscriptions renew and the Linked Subscription with it. With a perpetual Subscriptionscore Subscription, this doesn’t does not work because the end date of the Linked Subscription is the same as the core Subscription, perpetual. The easiest way to fix this will be to tweak change your perpetual Membership Category to be an annual duration membership so that the its Linked Subscriptions can be linked to it and renewed each year. You could We recommend you turn on auto-accept renewals for this Category to make it easier come renewal time for members of this Category , meaning members without any Linked Subscriptions to have their Subscription will be renewed without the need to take any action. Learn more about Membership Categories in this guide: How to Create a New Membership Category |
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