Departments and fee periods

A club with several sports or activities can give each one its own department. Each department has its own membership types, and a member can hold one membership in each: Football and Badminton, each with its own price, renewal and payments. Fee periods set when membership types that renew by season are paid for, so Football can bill in half-years while Badminton bills once a winter. A club without departments sees no change.

1. Add your departments

1. Go to Settings › Departments.
2. Click New department.
3. Give it a Name, say "Football".
4. Check the Link key. It's made from the name and goes in the department's join link. Change it if you want a shorter one.
5. Optional: a Description, a line or two shown on the join page, like "Training for all ages on Tuesdays and Thursdays".
6. Click Add department.

The join page lists departments in the order they have here. Use Move up and Move down under More to change it.

Archive under More takes a department off the join page. Members who hold its types keep them, and you can Restore it at any time.

2. Put membership types in a department

1. Go to Memberships, and click New type, or Edit on a type you have.
2. Under Department, pick its department, or Whole club for a type every member can hold, like a base fee.
3. Click Add type or Save changes.

Memberships then lists your types by department. Each department can have a type with the same name, so Football and Badminton can both have "Junior". Once members have paid for a type, it stays in its department.

3. Share a department's join link

On Settings › Departments, open More on a department's row and click Copy join link. The link opens the join page with that department already picked:

/join/<your club>?department=football

Add &type= and a type's id to pick the membership too. Someone who opens it can still change their pick. To offer only some types and tag whoever joins, make a join link in Settings › Members instead. See Join links and the join form.

4. Joining several departments

With departments, the join form asks for a department first, then a membership in it. Members see the word that fits the Kind of club you picked when you set up the club: a sports club says "sport", a culture or hobby club "activity", and any other club "department".

1. They pick a department, then one of its memberships. A club with one department skips straight to the memberships. Types for the whole club are under Other memberships.
2. To join more than one, they click Add another sport (or activity, or department) and pick the next. Each picked department shows above its memberships, and once there are several, each has an × to remove it.
3. They fill in the rest of the form and click Join, or Join for 400 kr. with the total.

They get a membership in each department they picked. When they cost something, the next screen has a button per membership, such as Pay for Senior · 300 kr., and each is its own payment.

5. A member adds a department later

A member never needs to join again to add a department:

• Their membership card has Add a sport (or Add an activity, or Add a membership) while there's a department they're not in yet.
• If they fill in the join form with their email and a department they're not in, nothing is saved. Instead they get an email with the same button. The public form never shows whether an email is already a member.

The link works for 14 days. They pick the department and membership, click Add, and pay for each one from there. A department they were in before and ended opens again, with its old payments and reference.

6. Several memberships on a member's page

Open a member under Members. Memberships lists each one with its department, type, paid-through date and status:

• Add membership gives them a membership in another department.
• Change type moves a membership to another type in the same department, for example from Junior to Senior. For another department, end this one and add that.
• End, under More, stops one from renewing after the Last day you pick. Its payments stay on the member's page.

A member is paid up while any of their memberships is. Each membership gets its own reminders, renew link and bank reference. From the second membership on, the reference has an extra digit before the last one, such as 1234-2601-2-7, so bank matching can tell them apart. When you Record payment for a member with more than one, pick which under Pays for.

7. Set up fee periods

Fee periods are calendars of when the club charges, such as "Football: February to July and August to January". They're for membership types that renew by Seasons. Annual and rolling types don't use them.

1. Go to Settings › Fee periods.
2. Click New calendar, and give it a Name.
3. For each period, pick when it Starts and when it Ends. Leave the end at Until the next starts if there's no break.
4. Optional: the day each period is Collected. It's On the start unless you pick another day, up to three months before the period starts.
5. Click Add a period for the next one, up to 4 in all, then Add calendar.

The first calendar is the club's default, marked Default. If you set seasons before departments came, they're your default calendar now. The default can't be archived, but you can edit its periods. Another calendar can be archived under More once no department or type uses it. Periods members have already paid for keep their dates when you change a calendar.

8. Pick fee periods for a department or a type

Each season type goes by its own calendar, else its department's, else the club's default.

• A department: click Edit on it in Settings › Departments, and pick its Fee periods. Club default keeps the club's.
• A type: in its form, with Renews set to Seasons, pick its Fee periods. The first option goes by its department's calendar, or the club default for a type in the whole club. Pick another for an exception, like the youngest players paying once a year.

Under the pick, you see the periods it comes to. Members who paid through a period's end stay paid up through the break of their own type's calendar, and their reminders count down to the day its next period starts. See Renewals and reminders.

9. Export and filter by department

• Export on Members adds two columns per department, such as Football membership and Football paid through, and Club-wide membership and Club-wide paid through for types in the whole club. See Data requests and export.
• The status tabs, segments and broadcast audiences count a member when any membership they hold has that status. Someone lapsed in Badminton but paid up in Football shows under both Lapsed and Paid up.
• Report your member numbers to CFR gives a grid per department.