Page Comparison

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.

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 not 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.

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 remind 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.

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:

• Requiring Action: Subscriptions that need to be approved or cancellations that have been requested but need to be approved.

• Recently Expired: Subscriptions that have recently reached their End Dates.

• Expiring Soon: Subscriptions that are nearing their End Date.

• Pending Member Action: These are Subscriptions that have been Offered offered to applicants who need to either accept and/or pay for them.

• Pending Member Action (Linked Subscriptions): The same as Pending Member Action but only for linked subscriptions.

• Suspended: All subscriptions that are currently suspended will be shown here.

• Active: Shows all Active Subscriptions. Subscriptions still in the Grace Period will say “Renewal offered” instead of “Active”.

• Future: These Subscriptions have a start date in the future.

• Declined/Rejected: Subscriptions where the offer was rejected.

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.

If a member is in the wrong membership categoryMembership Category, there’s no need to cancel it and make a new one. Navigate to the subscription Subscription from Manage Subscriptions or their Profile. Click Actions > Edit, and change the Membership Category to the correct one. The cost will updatebe 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.

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 > 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 > Edit GoCardless 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), the start date of the next instalment which has not already been submitted (e.g. 6/11/21), and 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.

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.

When a member pays for a Subscription by 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”.

Subscription offers can be set to expire after a certain number of days. This can reduce the 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 > Settings > General Club 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 > 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.