Add a club member and manage their member profile

A club member is a person in Members with a member profile. If the person doesn't exist in the club yet, create them first in Members; if they are already an athlete, guardian or staff, just add the member profile.

Add the member profile

1. In Members, open the person's record.
2. In "Member actions", choose "Add club member profile". You can also do it from "This member's profiles", on the member row. The option only appears with the Membership module active and full access to "Club members".
3. The "Member number" is already filled in with the next free number, tagged "Next free". You can type another, as long as no member already has it.
4. Choose the "Category". Only active categories appear; if there are none, create them first in Settings › Club members.
5. Enter the "Join date".
6. In "Year", confirm the calendar year of the first yearly record. It defaults to the current year.
7. Select "Save". The member profile opens straight away, with the status "Active".

The card at the top of the window is only a preview of the membership card: it changes as you fill in the fields.

The member profile

The profile shows the photo, name, status and number, and has five tabs: "Personal information", "Documents", "Club member", "Finance" and "App". On the right you have "Membership card", to download the card as a PDF, "View public page", which opens the QR page, and "View member record", which takes you back to the person.

Change the number, status or dates

1. In "Membership actions", choose "Edit".
2. Change what you need: "Member number", "Status", "Join date", "Exit date" and "Notes". Each change saves on its own, when you pick a value or leave the field.
3. Select "Done".

The status never changes by itself: suspending a member, for example for overdue dues, or recording that they left, is done here. When someone stops being a member, choose "Resigned" or "Deceased" and fill in the "Exit date"; the profile isn't deleted and the history stays. The status counts towards the card's validity, which is only valid while the member is "Active", and towards choosing recipients in Communication.

The yearly record

The "Member" tab holds the "Yearly record": one row per calendar year, with that year's "Category" and whether it is "Exempt". Above it you see the "Yearly records", the "Current category" and the "Exempt years".

1. To add a year, select "Add".
2. In "Add yearly record", choose the "Year" and the "Category".
3. Turn on "Exempt from dues" if the person doesn't pay that year.
4. Select "Save".

There can only be one record per year. As when you create one, a record's category is chosen from the active categories: an archived category cannot be assigned, but a record that already has one keeps it when you edit it. To change the category or the exemption of an existing year, select "Edit" on the row, make the change and select "Done". "Remove" deletes that year's record, as long as no dues have been charged on it.