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title1. How to sort members into groups without adding them to individual Member Lists?

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”.

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For more help on Member Lists, read this guide here: Member Lists

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title2. Current vs Active Members

“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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title3. Members who are part of a group subscription are not appearing as Current Members

Is a member not appearing in the Member Directory as a Current Member, even though you are sure they signed up to a group subscription? The most likely cause is that they have not been assigned to a slot within the group membership. To rectify this, go to their profile page (by searching their name in the Member Directory). Click their name underneath the “Current Subscriptions”. You can now click “Assign” next to one slot. Select “Existing Registered User” and then search for the user. Untick the Send Email box and then click OK. Repeat for all other members of the group subscription. Once in a slot, the members will appear as a Current Member.

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Learn more about Group Membership Administration in this guide: Group Membership Administration

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title4. Why is a member's subscription not in their basket?

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

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

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title14. How do I cancel a Subscription?

Sometimes Membership needs to be cancelled part-way through the season for a variety of reasons. It may be for injury, for disciplinary reasons, or simply that someone moved away, all depending on your club and your rules surrounding Membership. Members can request a cancellation, and an Administrator approves it, or an Administrator can do it independently.

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More information on Cancelling Subscriptions can be found in this guide: How to Cancel a Subscription or End it Early

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title15. How to change the Renewal Chain of a Subscription?

Sometimes when you renew a Subscription, a new Subscription gets created rather than renewing it from the old one. This can be by mistake, on purpose, or as part of a process of tidying up a mistake. Changing the Renewal Chain allows you to mark the new Subscription as a renewal of the previous one. This can be done in both directions, meaning you can set a Subscription to be a renewal or a predecessor of another one.

This method can also be useful for renewing linked Subscriptions to another family member, especially for things like boat parking spaces.

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More information on the renewal chain can be found in this guide: Subscriptions: Change Renewal Chain

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title16. How do I change the date that GoCardless instalments are taken?

When a member pays for a Subscription in 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 > Edit Repeating 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”.

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title21. How do I renew a Linked Subscription for a Perpetual Membership?

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 core Subscription, this 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 change your perpetual Membership Category to annual duration so that its Linked Subscriptions can be renewed each year. We recommend you turn on auto-accept renewals for this Category, meaning members without any Linked Subscriptions will be renewed without the need to take any action.

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Learn more about Membership Categories in this guide: How to Create a New Membership Category

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title22. Why is the Membership Category column in the Member Directory empty for a member?

There are two scenarios in which a member will have a blank cell in the Membership Category column in the Member Directory:

  1. The member has no, nor has ever had any Subscriptions in myClubhouse.

  2. The member, likely a new registrant, has no previous Subscriptions and their new one has not yet been accepted and paid for. Once these criteria are met, the cell will be updated.

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Learn more about Membership Categories in this guide: How to Create a New Membership Category

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title23. Why is the Membership Category column in the Member Directory populated for a user who is not a current member?

The Membership Category column in the Member Directory shows the current, or most recent Membership Category for each user’s Subscriptions. If a Subscription expires and a renewal or replacement is not created, accepted, and paid for, the Membership Category cell will not be updated for that member. This means that former members will still have their cell in the Membership Category column populated.

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Learn more about Membership Categories in this guide: How to Create a New Membership Category

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