Membership/Subscription FAQs

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

“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.

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.

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.

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 > Settings > General Club Settings as if an offer expires during the Grace Period, the Grace Period will end.