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Collect membership fees

Set a price on each membership type, tell members how to pay, record what comes in, match bank transfers from a statement, and remind the ones who haven't paid.

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Clubroom keeps track of who has paid for this season and who hasn't. Members pay the way your club already takes money, and you record it, by hand or by matching a bank statement.

1. Put a price on each membership type

  1. Go to Memberships and click New type.
  2. Give it a name, say "Senior", and a Price per year.
  3. Under Renews, choose Annual if everyone's year ends on the same date, Rolling if each member's year runs from the day they paid, or Seasons if the club charges per season. For Seasons, the price is per season, and it follows the club's fee periods, set first under Settings › Fee periods. See Renewals and reminders.
  4. Click Add type.

2. Tell members how to pay

  1. Go to Settings › Payments.
  2. Under Ways to pay, click Add a way to pay.
  3. Choose a kind: Bank transfer (with Reg. no., Account no. and Account holder), MobilePay (with the MobilePay number), Cash or Other.
  4. Add any Instructions, leave Show to members on, and save.

When a member renews, they see your ways to pay and a reference of their own, such as 1234-2601-5, under Write this as the message. That reference is what lets Clubroom find their payment on your bank statement later.

If your club takes card payments online, the Online payment panel on the same page is where you connect them.

3. Record a payment by hand

  1. Open the member, or go to Payments.
  2. Click Record payment.
  3. Choose what they Paid by, add the Reference if there is one, and save. A member with more than one membership also gets Pays for: pick which membership the money is for.

Their status changes to paid up at once.

4. Match bank transfers from a statement

  1. In your online bank, download the account's transactions as a CSV file.
  2. Go to Payments and click Match bank transfers.
  3. Upload a bank statement. It's read in your browser, and only the incoming transfers are sent to Clubroom. It can be up to 2 MB.
  4. Check the columns: which one is the date, the amount and the message.
  5. Find members, then Check the matches. Sure matches carry the member's reference. Check matches are a likely name or amount, so look at each one. Unmatched lines found nobody, and Recorded were already in Clubroom.
  6. Click Record 12 payments (the number is yours).

5. Remind the ones who haven't paid

The This season panel on Payments shows how many are Paid up, Expiring, Overdue and Haven't paid yet.

  1. Click Email unpaid. Each member who hasn't paid gets an email with a link to renew. Anyone you emailed in the last few days is skipped, so nobody gets two in a row.
  2. Confirm with Send emails.

For a few people at a time, tick them on Members and choose Email renew link under More. For one member, open them and choose Copy renewal link under More to send it any way you like.

6. Let Clubroom remind them for you

  1. Go to Settings › Club and find Renewal reminders under Member emails.
  2. Choose Standard or Thorough, or choose Custom and set your own days before, on the day or after.
  3. Click Save reminders.

Receipts and reminders always go out, even to members who said no to club news.

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