All You Need to Know About Lead and Linked Members

Online Membership System

Are you in the market for an online membership system which gives you the option to link members? If so, look no further – you’ve struck gold!


So.. “what are the benefits of linking members?” I hear you ask – here are a few listed below:

  • Members who are linked can login under the same security information, eliminating the need to remember multiple login details.
  • If a lead member chooses to pre-authorise payments, then all members who are linked to that lead member will also have their payments pre-authorised. This improves cash flow for your organisation, minimising missed payments.
  • If members are linked, you may wish to send only one email to the lead member rather than them all – our admin management software allows you to do this.

Lead Members:

Our online membership system allows members to be linked together. When members are linked, one becomes the lead member to which the others are linked. Lead and linked members have one common username and password – that of the lead.

When members login to their account, the lead members’ information will appear first in the ‘Member details’ section and an option in the menu bar will appear for clicking through to the linked members’ details too.
There are three ways to link members:

  1. In the Online Registration Process

When members complete the online registration form, they have the option to submit their information and add additional members. When doing so, the system then links those members together. The first person to submit their information becomes the lead member and subsequent members become linked.

  1. When Adding Members Manually to the System (Members > View members – Add member to selected group)

After entering a members’ details, there is an option to ‘Add linked member‘.  When selecting this, the system will ask you for the first name of the member you want to link as it will search the database to see if the member already exists. If the member you want to add does not appear in the list, select ‘Add new user’ and enter their email address.

A drop-down box will then appear so you can select which group to add the new member to. The form for the group will then load for you to finish filling in the member’s details. Once complete, select ‘Save and Finish’.

  1. From Within a Member’s’ Record

If the member is not already linked, there will be two options:

  • Link other member(s) to this lead member – This will make the record for the member you are currently on the lead member. Simply enter the first name of the member you want to link and a list of members with matching first names will appear for you to select from.  If no name appears then click ‘Next’ to add the member.
  • Link this member to a lead member – Enter the name of the person that is already a lead member, or you want to make a lead member and select it from the list that appears. Click the Link button to finish – easy.

Lead Members and Pre-Authorisation

When a lead member pre-authorises payments, all members linked to them will assume the pre-authorised status meaning any payment requests made will be automatically collected.

This is handy for collecting payments efficiently and quickly – no more waiting for payments or having to awkwardly ask people for outstanding payments to be made as they are taken and reconciled for you by the system – let us do the work for you!

Lead Members and Sending Group Emails

In the scenario where lead and linked members share the same email address, the system gives you the option to select whether you want to send just one email or send an email to both lead and linked members. So, the options are as follows:

  • Only send one email – select this option to prevent the system from sending the same email to all linked members (for example, all family members). Instead, just the lead member will receive the email. If the lead member has not been selected to receive this email, then the email will only be sent to one of the linked members (chosen alphabetically by the first name). We’d suggest using this option – no-one likes unnecessary emails, and if the lead is a parent, they don’t need duplications.
  • Send to all – select this option if you want all linked members to receive the email. Use this option if your email contains member-specific information (for example, Date of Birth).

If the linked members have different email addresses (for example, the husband’s email address is different to his wife’s), both members will receive the email.

Lead Members and Payment Requests

When requesting payment from linked members that are not in joint membership groups, each will receive a payment request which will be sent to the lead members’ email address. If you are requesting for a joint membership, a payment request will generate for the lead member only.

Lead Members and Payments

When an existing member logs in to make a consolidated payment or a new member registers and makes a consolidated payment (i.e. payments for multiple members or multiple items), such as below, the payment is processed in one transaction.

Online Membership System

However, if the member settles future payment requests by pre-authorisation, each request will initiate its own transaction.

Unlinking Members

To unlink members, click into the member’s’ record and scroll to the bottom. There you will see a linkage table with the option to unlink members – we’ve made it nice and easy.


Unfortunately, we have come to the end of our ‘dummy’ guide to Lead and Linked members. If you like the sound of what you’ve just read (just one of our online membership system’s amazing features!) then don’t hesitate to book a free consultation by clicking here!

Please note: I reserve the right to delete comments that are offensive or off-topic.

Leave a Reply

Your email address will not be published. Required fields are marked *