Members don't have an account in Clubroom. Instead, every email from the club carries links that are theirs alone: one to show their card, one to pay, one to answer an event. Each opens only its own page, for that one member, and stops working after a while.
1. Know the links
- My membership: one page with their status, what they've paid and links to everything below. Works for 120 days. It shows and links; it doesn't change anything itself. For two weeks after the email it came in, Update my details opens the form straight away. After that, it emails the member a fresh link, as do Email me a copy of my data and Ask to be deleted, so only the inbox's owner can go on.
- Membership card: their card, with a live status and a QR code. Works for 400 days.
- Renew: paying for their next period. Works for 60 days.
- Update details: their name, phone and language. Works for 14 days.
- Add a sport (or Add an activity, or Add a membership, by your kind of club): a membership in another of your departments, beside the ones they hold. Works for 14 days.
- Events: their upcoming events, to answer. Works for about four months.
- Unsubscribe: turning club news off or on. Works for good.
The links can't be cancelled early, so the one that changes personal data, update details, is kept short.
2. Where members find them
- The welcome email, when they join or you add them, has See your membership and payments, Show your membership card and Update your details, and a button to pay if they still owe.
- Renewal reminders and the renew links you send have Renew membership and a link to their membership page. See Renewals and reminders.
- Event invites and reminders have Answer or See your answer. See Events and answers.
- Every newsletter has Unsubscribe at the bottom.
- The email to add a department has the same button. It's sent when someone joins with a member's email for a department they're not in. See Departments and fee periods.
3. What the membership page shows
It starts with the answer to "am I paid up?", written to the member ("Yes, you're paid up"), with Renew only when they owe. A member in several departments sees one answer for each. Paid up is green, due soon amber, and lapsed or never paid red. Then come a button to their card, their payments, newest first, and links to update their details, ask for a copy of their data and ask to be deleted. Receipts are emailed when they pay.
4. What the card shows
The card says who they are, their member number and membership, and whether it's valid right now:
- valid until a date, with the QR code to show at the door,
- expiring soon, or expired, with Renew your membership,
- not paid yet, for a member who hasn't paid the first time.
The status is worked out each time the card opens, so an old link never shows a stale "valid". Ask members to bookmark it or add it to their home screen.
In a club with departments, the card also has that button while there's a department they're not in yet.
From the card, they can also See and answer their upcoming events, and, under Your data, ask for a copy or to be deleted. See Data requests and export.
5. Check a card at the door
- Scan the QR code on the member's card with any phone camera.
- The page that opens says Valid member, Membership expired or Not paid yet, with their name, number and when they've paid through. A member with several memberships gets a line for each, such as Football paid and Badminton lapsed.
Nobody needs to sign in to check. The answer is worked out when the code is scanned, so even a screenshot shows today's status, not the day it was taken.
6. Send a link again
Lost the email, or the link has run out? Send them a fresh one:
- Open the member under Members.
- Under More, choose Send link to email it to them, or Copy link to paste it into a text message yourself.
- Pick the page: the membership page (the default), their card, renew and pay (only when they can renew), or update details. Each has a line on what it opens.
- Open link shows the page in a new tab, as the member sees it, so you can try it before you send it. Copy link also works for a member with no email.
Anyone with a link can use it, so send it only to the member. A renewal link lets someone pay for them; an update-details link lets someone change their name and phone.
7. See what a member was sent
Not sure a member got their welcome email or a reminder? Open the member under Members. Their Activity lists every email the club sent them, mixed in with what changed, newest first, each with its date and whether it was delivered or bounced.
Click an email to read it as they got it. Their own links are taken out and show as [link removed], so nobody on the team can open their card or change their details from here. Use Send a link again above for that.
Emails are kept for 90 days. After that, the subject and date stay, but the text is gone. Clubroom doesn't track whether members open emails or click links.
8. What members can't change
Members can't change their own email, because their links and reminders go there. If they ask, edit it yourself: open the member, and click Edit.
When a member is removed from the club, their links stop working, and each page says they're no longer on the member list.