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Switch from your existing system in an evening

A dated plan for the move: one evening to set up payment, import the list and welcome your members, a week later a nudge to those who still owe, and the old system kept until your CFR report is in.

On this page

Moving to Clubroom doesn't mean asking every member to sign up again. You bring the list over, and each member gets one email with their own links. They don't make an account or choose a password.

The plan

  • The evening, about an hour: steps 1 to 5.
  • A week later, ten minutes: step 6.
  • Until your CFR report is in: step 7. The CFR window closes on 31 January.

1. Set up how members pay

Do this first, so the welcome email can tell members how to pay.

  1. Add the ways you take money under Settings › Payments › Ways to pay: MobilePay, bank transfer, cash or online payment.
  2. Decide your membership types and their prices. Create them under Memberships with New type, or let the import create the ones in your file as it goes (step 3). See Collect membership fees.
  3. Check the Renewal reminders schedule under Settings › Club. Members you import get reminders only once you've emailed them their welcome. See Renewals and reminders.

2. Export from the old system

Export the member list as CSV or Excel. Most systems call it an export to Excel. Include a paid-through date or a paid column if the old system has one: members who've already paid for this season then show as paid, and aren't asked again.

3. Import the list

  1. Go to Members, open More and choose Import, then drop the file in.
  2. Check the columns and the rows. Columns of your own, such as shirt size, go into fields: yours, or new ones the import creates. Members who left the club stay out, unless you turn on Import them too.
  3. Import. No welcome or reminders go out yet.

Every step is described in Import your members from another system.

4. Check before anyone hears from you

  1. Read the summary above the import button, If you email a welcome: who's asked to pay, who's already paid, who's left out, and anything to fix first, such as no way to pay yet.
  2. Open Members, then More › CFR count, and check this year's grid. Anyone in Unknown is missing a birth date or gender. See Report your member numbers to CFR.

Something off? Undo the import within 24 hours, fix the file and import again. Nobody has had a welcome, so nobody notices.

5. Email a welcome

Press Email a welcome to … on the screen after the import, or on the Last import bar under Members. It shows who it goes to and who'll be asked to pay. Send me a test sends you one member's welcome first.

Each member gets one welcome email from the club, saying the club now keeps its member list in Clubroom, with:

  • Show your membership card: their card, with a QR code to show at the door.
  • Update your details: to fix their name or phone themselves.
  • A button to pay, if they still owe for this season. It opens their own renew page with your ways to pay and the amount.

Members who've already paid get the card and details links, and no payment button. Each member gets one welcome, ever. See Members' own links.

From now on, reminders go out by themselves before each paid membership ends.

6. A week later, email the unpaid

Reminders only go to members whose paid membership is about to end. Members who never paid, or whose membership ran out well before the import, don't get one. Reach them yourself:

  • Everyone who hasn't paid: go to Payments, and click Email unpaid. Each gets their own link to pay. Anyone sent one in the last 7 days is skipped.
  • A few people: tick them under Members, and choose Email renew link under More.

Payments that come in online are recorded by themselves. Bank transfers you record by hand or by matching a bank statement.

7. Keep the old system until CFR is in

Don't delete anything in the old system yet. Stop using it, and keep it to look things up: payment history, and who paid what last year if a number in the CFR count looks wrong. Once you've reported to CFR, export what you want to keep, such as its payment history, save the file with the club's accounts, and cancel it.

Can we leave again?

Yes. Under Members › More, Export gives you a CSV of the whole list: member number, name, email, phone, birth date, gender, membership type, status, joined, paid through, tags and every one of your own fields. With departments, it adds a membership and a paid-through column per department. Payments export from Payments. See Data requests and export.

Questions about the move? Email support@getclubroom.com.

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