How the Membership module works

The Membership module keeps the club's membership body: who is a member, with which number and category, and the dues they pay. You'll find it all under Membership in the side menu: "Club members", "Dues" and "Communication".

Who is a club member

A club member is a person in Members with a member profile. That profile is independent of the others: the same person can be a club member and also an athlete, guardian or staff, or only a club member. Having an athlete profile or not changes nothing in the member profile.

The member profile holds:

• the "Member number", unique within the club;
• the "Status": "Active", "Suspended", "Resigned" or "Deceased";
• the "Join date" and, when the person leaves, the "Exit date";
• the "Yearly record": one record per calendar year, with that year's category and whether dues are exempt.

Categories and numbers

Categories are set up in Settings › Club members. Each one has the dues amount, the periodicity and, if you want, a joining fee. Because the category sits on each year's record, a member can change category from one year to the next without you losing the history.

When you create a profile, the app suggests the next free number, counting from the "Starting number" you set. You can type another, as long as no member already has it.

Dues through Finance

Dues have no separate books: they are charges on the person's account, just like a monthly fee. Charge them in Dues, year by year. From then on, payment notes, payments, receipts and debtors work as in the rest of Finance.

• The category's periodicity sets how many charges there are in the year: twelve for a "Monthly" category, a single one for an "Annual" one.
• The joining fee is a one-off charge, in the year the person joins.
• Only "Active" members are charged: suspended, resigned and deceased members are left out.
• An exempt member, through the category or through that year's record, generates neither dues nor a joining fee.

Card and public check

Every club member has a "Membership card" as a PDF, with a QR code, in the club's language. Whoever scans the QR opens a public page, with no sign-in, that says whether the card is valid. The card is valid when the member is "Active" and has a yearly record for the current year; whether the dues are paid does not count. A link that matches no member shows "Card not found."

Pre-registrations and communication

Anyone who wants to join can ask through a public form. The request waits in "Pre-registrations" until you accept or reject it, and accepting it creates the person with their member profile, or adds the member profile to someone already in the club.

In Communication you email club members, chosen by status, category and year. Only people with an email on their record receive it.