Edit Membership Categories

As an administrator, you may set up an unlimited number of membership categories. The membership categories will appear on the public Membership Rates & Discounts page, on the Registration Page (Step 3), Printable Registration Form, in the Subscription Table and Subscription Renewal.

Select Membership Categories from the Club Administration panel on the Welcome Page Menu. The Edit Membership Categories page appears.

Table

The Membership Categories table displays all the categories and has a column for most of the fields as described in the Editor (see below). All bar the Select, Edit and Delete columns are sortable. Click the column heading once to sort in ascending order, and again to sort in descending order.

Delete

Use the Delete column to select any categories you wish to delete, then click the Delete Selected link at the top right of the page.
Note: a category may not be deleted if it has been used for a subscription at any time in the past, if this is the case use the Editor to un-check the 'Currently Available at All' box instead.

Back to Top

Add New Membership Category/Edit Link

Click the Add New Membership Category link at the top to open the Editor for a new category to be defined. You can also edit an existing category by clicking the Edit link in the table.

Back to Top

Editor

In the editor you can set or review all the following parameters:

Category ID

A unique number automatically assigned by the database.

Category Name

The name of the Category e.g. "Junior Member".

Short Name

Make it short and snappy.

Description

Description to appear on the public Membership Rates & Discounts page and also on the Registration Page (Step 3) and Printable Registration Form. Briefly describe the membership category, who it is for, any requirements e.g. age group and any restrictions of membership rights e.g. Midweek = Mon-Fri only, in a maximum of 200 characters.

Duration (weeks)

Default duration for a subscription is one year. If your category applies to annual subscriptions, leave this column blank. Otherwise, for temp or trial memberships, enter the number of weeks for which a subscription of this category would be valid.

Cost

Enter the normal cost of the subscription, excluding any VAT or tax. This cost can be overridden on an individual basis by the administrator, e.g. if you are offering a late-season discount, using Subscription Manager.

Early Payment Cost

If your club offers a reduced cost for early payment, enter it here, excluding any VAT or tax. The early payment deadline date must be set on the Club Settings page. Subscriptions created before the deadline will default to the early payment cost and those after the deadline will automatically carry the normal cost. Administrators can override the subscription cost on an individual basis using Subscription Manager.

Joining Fee

If your club charges a Joining Fee to new members, this must be set for each membership category. If your club is VAT registered the joining fee must exclude VAT or tax, if applicable, and the Joining Fee VAT Rate must be set on the Club Settings page. The Joining Fee will be added, automatically, to subscriptions for new members or those returning after a break, but can be overridden on an individual basis by the administrator using Subscription Manager.

Sales Tax Rate

If your club is not registered for VAT/Sales Tax, select Not Registered from the drop-down. Otherwise select the appropriate rate for this membership category. The rate (as set in Edit VAT Rates) will be applied when a subscription of this category is paid. The actual VAT amount is calculated as and when required (e.g. when sending the Dates & Cost email or when a subscription is paid online) and therefore not recorded in the Subscription Table but only in the Payments Table once a subscription has been paid.

Available to New Applicants?

This defines which categories will be available at the Registration process. E.g. "Head Coach" would not because no new applicant can appoint himself "Head Coach". However, the previous year's Head Coach would find the category was available for renewal.

Currently Available at All?

Check this box unless you wish to make an old category obsolete. A category that has previously been used cannot be deleted; however, it can be made obsolete so that it is no longer available for members in the future.

New Applicants Only?

Check this box if the category is only available to new members e.g. 6 Week Trial Membership. If this box is checked the category will appear during the registration process but not on the renewal page.

Min Age

Enter the minimum age for a member wishing to join this category. E.g. Min. age for category "Junior" may be 6; min. age for "Full Adult" may be 16. Age limits are applied to the Season Start Date, which is set by the club, and are inclusive. So if a member is aged 16 on the 1st May (season start date) then that member would be eligible for the category "Full Adult "; however a member aged 5 on 1st May would not be eligible for category "Junior" that season. 

Max Age

Enter the maximum age for a member wishing to join this category. E.g. Max. age for category "Junior" may be 15. Age limits are applied to the Season Start Date, which is set by the club, and are inclusive. So if a member is aged 15 on the 1st May (season start date) then that member would be eligible for the category "Junior".

Use Save to save changes and close the Editor, Clear to clear the Editor and start afresh and Cancel to discard changes and close the Editor.

Back to Top

Can I Try Before I Buy?

Yes! There are two ways:

Try our online sandbox

A fully-functional version of myClubhouse with fictitious data for a club named Sandbox Club.

Free Trial Offer

Register your interest and then complete a Free Trial Application Form for your club. We will personally set you up with your own fully-functional copy of myClubhouse and if you have an existing membership database, we can convert it to our secure SQL Server database system for a small fee.