You are browsing myClubhouse Knowledge Base
Member Lists
- Peter Hickson
- Joanne Shovelton
Our dynamic, self-updating, member lists are a great way of grouping users together to be used in different parts of your site. Users can be grouped based on almost any criteria and myClubhouse will run the search for you!
Examples of Uses
Sending Emails: Send emails to certain people, without having to include each of them separately
Entitlements: Give different groups of people access to see and do different things within your club’s site.
Filtering: Filter views in places like the Membership Directory to see different groups of people with minimal sorting.
Access to Events: Events can be limited so that only certain groups of users can sign up for events.
How to Create a New Member List
Sign in to your myClubhouse site with an Administrator-level account.
Navigate to the Member List Manager (admin) page:
by default, this is under the Email menu.
or type “/MemberList” into your browser’s address bar e.g.
Click “Add new” to create a new member list.
Details: Basic information about the member list.
Name: The name for this Member List.
Description: A short description of the purpose of this Member List.
Owner: This will usually be the person who created the Member List.
Categories: Member Lists can be sorted into categories (see the section below). If you want to select a category for this Member List, do so here.
Entitlements: This defines who can use and edit this member list. It is usually best to leave these as the site-wide default.
Design: The Member List is created by running a search on the database or members. The search will be run each time the Member List is used, so it will always be up-to-date. Enter elements to build up the criteria for the Member List search.
Add Criteria: Add another criterion to the Member List.
Add Grouped-criteria: Add grouped criteria to the criteria above. Such as a member that is either male OR aged over 18. For readers with an understanding of logic, these clauses would be contained within brackets e.g. Is Current Member AND (Gender is Male OR Age is over 18)
And/Or: Criteria can be used in an “And” or “Or” Capacity. If “And” is chosen, all criteria must be true for a user to be added to the list, if “Or” is chosen, only 1 criterion must be true. Read more about the And/Or operators in the “Advanced Member Lists” section at the bottom of the article.
Delete criterion: Removes this criterion from the Member List.
Family Extension: If this option is selected, results will be extended to include Parents, and/or Family Group Members of the members returned by the search.
Test Run: This can be used to test the Member List before saving and using it. Just click the “Run” button and you will be shown a list of all matching users along with the count.
Save: Save the Member List.
Other Functions
In the Member List Manager, there are some extra options next to each Member List.
Edit: This allows you to make adjustments to the member list.
Copy: This creates a duplicate copy of this member list. This is useful when creating multiple Member Lists that are similar, as the original criteria are copied then small adjustments can be made.
Run: This will run the Member List, giving you a list of every matching user and the total number returned.
Export CSV: This will download a .csv file containing all members in the Member List, with their Name, Date of Birth, and all other basic information.
X: This will delete the member list.
Member List Categories
Member Lists can be sorted into categories to make it easier to find specific lists, and to remove obsolete lists more easily. One Member List can be in multiple categories.
a. (no category): All Member Lists with no category will be kept here until they are assigned a category or deleted.
b. Current Members: This is an example of a top-level category. Member Lists can be added here.
c. Juniors: This is an example of a subcategory. This is a category within another category where Member Lists can be added. For example, if you had a category for current members and former members, you may want a subcategory for junior members in both of these categories. These types of categories also make the organisation of Member Lists very easy.
d. Add Category: Click this button to add a new top-level or subcategory.
Parent Category: If the new category sits within an existing category, select the existing category as the Parent; otherwise leave it as “(top-level)”.
Name: The name of the new category.
Description: A short description of the type of Member Lists that will be added to this category.
e. Edit: Click here to edit the details of this category.
Common Member List Examples
The possibilities for Member Lists are almost endless, but here are some common examples of Member Lists that are very useful for many clubs.
Current Members
A List showing all the current members of the club.
Current Members by Age
A List showing all the current members of the club who are over 35.
Current Members by Gender
A List showing all the current members of the club who are female.
Current Members by Membership Category
A List showing all the current members of the club who hold Adult membership.
Specific Users
A List showing specified users.
Members not Renewed
A List showing users who were members last season but have not renewed this season. By using the “Is previous season” criterion, there is no need to hard code dates. In the example, the “Renewal status” is set to NOT “Renewal completed”, and all adult Membership Categories have been selected.
Group of Events
A List showing users who have attended a type of event.
New Members
A List showing members who are new this season.
Pending Member Action
A List showing all members in the “Pending Member Action” section of Manage Subscriptions.
Bookings Today
A List showing all members who have a live booking today. This could be useful if sending an email regarding mass cancellations such as for weather making Assets unusable.
Consent
A List showing all members who have granted the “Photo Consent” Consent.
Advanced Member Lists
This section explains some of the more advanced options that can be used when creating Member Lists.
AND/OR including indentation
The AND and OR operators can’t be used at the same level to avoid confusion when writing expressions, therefore if you need to use both when creating a Member List, you have to indent the clauses that need to be different. The vertical lines to the left of the criteria represent brackets in the expression that makes up the Member List. In the example below, the expression would be (Member is any of Harry Potter) OR (Member List matches paid up junior members AND Age is between 14). This would return all members who were in the “paid up junior members” Member List and over the age of 14 as well as Harry Potter, even if he wasn’t over the age of 14 and in the “paid up junior members” Member List.
The arrow next to the And/Or operator can be used to indent all criteria at that level and place it within a bracket. So if the arrow next to the Or in the example was pressed, this would be the outcome:
The “(….)” button will add an extra criterion that is indented from the current level. The example would become this when the button is pressed:
Date Criteria
When using Dates as part of a Member List search criteria, you have several options of how to calculate this. All date inputs are always inclusive.
You can use “is between” where you will define 2 dates to look between, if either are left blank then this will be open-ended. In this example, the Member List will look for anyone who registered on or after 01/01/2020.
You can use “is relatively in between” to search a certain number of days from the current date (whenever the Member List is run) as opposed to between fixed dates. Negative numbers can be used to look at the past, and positive numbers will look at the future from today. In this example, the Member List will look for anyone who registered in the last 7 days.
You can use “not specified” to look for users where the date criteria is blank, this is most likely used to search for missing Dates of Birth within your members, such as the example below.
You can use “in week” to look for users where the date fell during the current week, last week, or the following week.
You can use “in month” to look for users where the date fell during the current month, last month, or the following month.
You can use “in quarter” to look for users where the date fell during the current quarter (3 months), last quarter, or the following quarter.
Ages Criteria
When using “Age” as a criterion in Member List searches, there are many options of how to calculate the age of each user. Each option sets a different date to use as the point from which the user’s age is calculated.
“Current date” will calculate the age on the date that the Member List is run. This example will search for all users who are between 3 and 5 (inclusively) on any day the List is used.
“Season start” will calculate the age on the first day of the club’s season, as defined in general club settings (Admin > Settings > General Club Settings). This example will search for all users who are 70 or older this season.
“Start of year“ will calculate the age at the start of the current year at any point when the Member List is used. This example will search for anyone aged 30 or under at the start of the year.
“Age reference date” will calculate the age on the age reference date, as defined in general club settings (Admin > Settings > General Club Settings). This example will search for all users who are 7 or 8 on the age reference date.
“Date” will calculate the age on a defined date, regardless of when it is run. This example will search for all users who were 11 or 12 on 1st September 2020.
Tips and Tricks
Member Lists are self-updating meaning they will search the criteria at the time the Member List is run/used. For example, if searching for all members aged under 10, it will search on the day that the “Run” button is clicked. This could mean that the output could be different from one day to the next. To utilise this ability as much as possible, it is best to avoid hard-coding dates into the criteria where possible. Sometimes dates are necessary if you are looking at criteria within a date range, but using other criteria is advised.
The important thing to remember with Member Lists is that there can be many different ways of achieving the same results. This means that it is often worth having a try, using the test run, and maybe even filtering the Member Directory to try and get the result you are looking for.