Organising Members? Our Club Membership Management System Can Help!

Club Membership Management System

Originally, our club membership management system solely dealt with the taking and reconciling of payments. It soon became very clear that our clients wanted (and needed) more management than that. One of the most frequent requests we got was for member organisation and the creation of groups – we agreed this was important and made it happen.

Benefits!

  • Sending targeted emails to groups of people, improving communication.
  • Makes it easy to categorise people (e.g. different teams or ages)
  • Allows for the creation of waiting lists – this means prospective members can register their interest, meaning you don’t lose potential members.
  • Makes it easy to filter members within the payment screen – this leads to improved admin efficiency and cash flow as you can see who has and hasn’t paid in what group.
  • There are no limits to how many groups a member can be put in – the choice is yours!
  • Once a group is made, our system can copy its properties meaning you can quickly duplicate groups and then rename them / make minor adjustments with ease.


Standard Group(s) Overview

We use the term ‘Groups’ within our club membership management system to describe things like membership categories, classes, courses and optional extras, etc. We also have what we call ‘Standard Groups’ which allow you to organise members easily. You can have groups for teams, age groups, committees, volunteers, first aiders, interest groups – in fact, pretty much anything you want!

Here’s some useful info on standard groups:

  • Each group has a form associated to it.
  • They have no cost associated to them.
  • They are used for organisational purposes.
  • They’re used for creating registration forms (can be displayed as a standalone option on the registration page).
  • You can associate groups to membership categories or class registration forms (for example, for the Junior membership category you may want to display the option for people to select groups for Under 7s and Under 8s, etc).
  • You can display the group form in the members’ online account.
  • You can filter by group in the payment request screen (for example, show me all Under 8s that have not paid their Junior membership fees).
  • You can filter by group in Upcoming Payments (for example, filter by siblings and apply a discount).
  • You can associate classes, courses, Optional Extras, fundraising appeals and supporters clubs to a group form on the registration page.
  • If displaying a group as a standalone option on the registration page, you can set which administrators can be c.c’d in the welcome email.
  • If you have associated a group to the form of a membership category/class/course, the option to select that group will not appear on the form in the members’ online account.
  • When a member pays for a class, course, membership category, optional extra, you can have the system automatically copy that member into a standard group.

How to Create a Standard Group

To create a group within our online membership management system, go to ‘Members’ and from the toolbar click on ‘Create a group’:

1. Group Name

Input the name of the group – self-explanatory this one!

2. Display the Form for This Group in the Member’s Account?

Each group can have its own form and you can choose whether to display the form for that group in the members’ online account (so they can keep the information on it up-to-date). If that’s useful, select ‘Yes’, or if the group is for your own internal reference, select ‘No’.  

If the form for the group is the same as a membership category/registration form, for example, then there’s little reason to display it in the member’s account. If the form contains unique information that you’d like members to be able to access and update, then opt to display that form in the member’s account.

When a member logs into their account, they can access the form by clicking on the group name in the menu bar – easy.

3. Display the Option for People to Register for This Group on the Registration Page?

If selecting ‘Yes’ you will be presented with two further options:

a) Include the option to register for this group only on the form of:

This allows you to include the option for people to select the group whilst completing your online registration form. For example, you might have specific age groups and want to give the person registering the option to select which age they are in. Or, perhaps you have regions? Again, your members can select which region they are from.

After the person has completed the registration process they will be added to the registration option they selected (for example, a membership category) and the group they selected. If you’ve opted not to take payment at the point of registration, the person will be added to ‘Online registrations awaiting approval’ where you’ll be able to view their information for each group they’ve registered for.

You can position where you want the group option to appear on the registration form you’ve associated it with. If you’ve just added the group, it will appear at the bottom of the form. If this isn’t where you want it to appear, however, don’t fear! You can simply drag and drop it to where you want.

It’s also possible to select which groups you want to appear on the form direct from the form builder itself. You’ll find the option to select the groups on the left-hand side (towards the bottom). When you do this, the system will automatically update the group settings when viewing them via ‘Members’ > ‘Groups’> ‘Edit’.

b) Make it a standalone registration option:

Selecting this option will display the group as a standalone option in the dropdown list on the registration page – no faff needed here.

4. Limit the Number of People That Can Be Added to This Group?

This gives you the option of ‘Yes’ or ‘No’ – if you select ‘Yes’ you will be presented with a box to state what the limit is and whether you will require a waiting list when the limit has been reached.

Editing a Standard Group

To edit a group, go to ‘Members’ and click on ‘Edit’ adjacent to the group name – from there you can edit the properties of the group.

Copying a Standard Group

To save time setting up groups (that is the name of the game after all – saving time), you can create one then copy and rename it. Copying a group copies the properties and form of the group you are making a copy of so if there are minor amendments that need to be made to differentiate them, this can be done with ease.

 

If, after reading this, you, like many of our other clients think that this would be invaluable to your club, don’t hesitate to book a free 1:1 tour of our system – we’d love to show you around! Click here to book an appointment now.

If you aren’t ready to join our club management software just yet (don’t worry, we’ll win you over eventually!), why not have a read of our free PDF detailing ‘Which Admin Tasks Can Be Done Quicker and Easier Online?’ – to download it for free, click here.

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