Subscription Tables

There are four Subscription Tables available for selection from the Subscription Management page

  • Table of All Subscriptions
  • Table of Pending Subscriptions
  • Table of Expiring Subscriptions
  • Table of Temp Subscriptions

The purpose of the tables is to manage subscription dates, costs and categories for each member. The features of the page are:

All these tables are basically the same, the differences being:

  • The table of All Subscriptions has no filtering restrictions.
  • The Pending Subscriptions table will only show subscriptions where the Paid field or Payment Acknowledged? field is false and where the Start Date is less than three months ago or empty. So it is for processing new subscriptions.
  • The table of Expiring Subscriptions will only show subscriptions that have expired or are due to expire within the notice period and have not been renewed i.e. no later subscription for the same member exists.
  • The Temp Subscriptions table will only show subscriptions for temporary membership categories. It is useful to show these in a separate table as they require more administration than most subscriptions and certain temp-specific columns are shown by default.
  • Each table shows different columns by default, however other columns can be selected if desired.

Show/Hide Features

This allows the user to decide which features to show on the page; checkboxes for Column Picker, Filtering, Subscription Table and Tasks can be checked or un-checked to choose which page features you wish to see. Click the "Refresh" button once you have made your selections.

Column Picker

This allows the user to decide which columns are going to be visible on the Subscription Table. By hiding some columns, there is a better chance the table width will fit the screen without scrollbars. This is more convenient for the user. To use the Column Picker simply select and deselect the columns you wish to see then click the "Refresh" button. The Subscription Table will re-draw. By default, only the most common columns for your table type are visible.

Filtering

The Subscription Table can potentially display the full history of all subscriptions for all members as far back as inception. This is potentially a huge amount of data so, to ensure the table does not contain thousands of rows at once, filtering options are available. In all cases the user should set his filtering criteria then click the "Refresh" button. The Subscription Table will re-draw. A subscription must comply with all filtering criteria to be displayed in the table.

Membership Category:

Use this option if you wish to see only members of a particular category. Select the category from the drop-down list. To clear the filter select "< Please Pick >" and click the "Refresh" button again.

Name Search:

You may just be looking for subscriptions for a particular person. Simply type in all or part of the name in the box. To clear a search, delete everything from the box and click the "Refresh" button again.

Membership Start:

To see only subscriptions with a start date in the last x months, type the number of months of history you require in the the box. To ensure the full subscription history of is not displayed when the page is first loaded, the default is 12 (shows only subscriptions with a start date in the last 12 months). To clear the filter, delete everything from the box and click the "Refresh" button again.

Start Date Range:

To be more specific about the start date of the subscriptions you want to see, enter the range of dates for the subscription start date. Use the first date selector to specify the earliest start date of subscriptions returned and the second date selector to specify the latest start date for subscriptions returned. The date range can be open ended. If you only specify the earliest date, you will see all subscriptions with a start date on or after the date you select. Similarly if you only specify the latest date, you will see all subscriptions which started on or before that date. There is no filtering option to specify the end date of a subscription.

Paid?:

Subscriptions will appear in the table whether they are paid for or not. To specify only paid for subscriptions select "Yes" from the drop-down. To see all un-paid subscriptions, select "No". To clear the filter and see all subscriptions again select "---" and click the "Refresh" button again.

Membership Card?:

The membership card field is for the administrator to keep a record of whether a membership card has been printed and sent for that subscription. So, if the administrator wishes to see which membership cards need to be printed he can specify "No" from the drop-down control.

Coaching Credit?:

Some sports clubs do a special offer on coaching for new members. If a member has not yet received the special offer he may be awarded a coaching credit so that the administrators know he is still eligible for the special offer. Select "Yes" from the drop down to see only subscriptions for members with a Coaching Credit.

Extended?:

The Extended field only applies to Temporary subscriptions. At the end of the temporary subscription e.g. 8 weeks trial membership, the member would normally have the option to extend to an annual membership. When reviewing temporary subscriptions the Extended field will tell the administrator if the subscription was extended to a full annual subscription. Select "Yes" or "No" from the drop-down to specify whether the subscriptions returned have been extended. Select "---" to show all. (N.B. for all non-temporary subscriptions the value of the Extended field is "No".)

Subscription Table

The Subscription Table has many uses. It can be used to manage the subs. It is editable so dates, costs and other fields can be modified. Note: You must click the "Save Changes" button at the bottom of the table for changes to take effect. If modifying several subscriptions, please save changes at regular intervals.

There may be hundreds of subscriptions in the Subscription Table. In some cases it would be impractical to display all subs at once so the table has pages. There is a drop-down control for the user to choose how many results to display on a single page. the user navigates through the pages using the hyperlinked page numbers are the top of the table. If you have edited any subs you must click the "Save Changes" button at the bottom of the table before changing the page.

Most of the columns of the table are sortable. Click the column heading once to sort in ascending order and click again to sort in descending order. The columns are as follows:

SubID:

this is the unique ID given to the subscription by the database. It is unlikely to be of any use to the administrators and is not shown by default.

UserID:

this is the unique ID given to the member that owns the subscription by the database. It is unlikely to be of any use to the administrators and is not shown by default.

Select:

This column allows the administrator to select one or many subscriptions from the table. Just click the checkbox t select a sub. Once selected certain tasks can be performed on the selected subscriptions. See the Tasks panel for details.

Forename and Surname:

The name of the member that owns the subscription.

Membership Category:

This column is editable. To change the membership category of the subscription, select from the drop-down control. The administrator would only normally change a membership category before a subscription has been paid for or possibly to correct a mistake. Remember to click the "Save Changes" button afterwards.

Requested Start Time:

This applies to subscriptions of first-time members. When a member registers for membership he can specify when he would (ideally) like his membership to start. This is just so the administrator knows what dates to set for the subscription. This column cannot be edited.

Requested Start Date:

If the member wants to request an exact membership start date when he registers, it will go in this column. It is not necessarily the date the subscription will actually take effect as it is just a request.

Start Date:

This is the actual start date of the subscription. This column is editable. The administrator should enter the agreed start date for the subscription in the format dd/mm/yyyy. If the subscription is a extension to a previous subscription, the start date should be the day after the previous subscription expired. There should be no overlapping subscriptions for the same member. Remember to click the "Save Changes" button afterwards.

Expiry Date:

This is the actual expiry date of the subscription, as decided by the administrator. This column is editable. The administrator should enter the agreed expiry date for the subscription in the format dd/mm/yyyy. Remember to click the "Save Changes" button afterwards.

Cost:

This is the cost for the subscription. Even if there is a special offer the exact cost to be paid by the member should be entered here. If the subscription is an extension of a previous subscription then a discount may apply. In all cases the exact cost to be paid to cover the dates specified should be entered here in the format 0.00 (do not enter the currency symbol). Remember to click the "Save Changes" button afterwards.

Cost Email Sent:

There is an automatic email to notify the member of the dates and cost of his proposed membership (see Auto-generated Email Editor for more details). This column indicates whether the email has been sent and is ticked-off automatically. If the member has no email address he will need to be notified by other means and the column can be ticked-off manually by the administrator. Similarly, if the administrator wishes to send the email again, he can unselect the column so that it appears the email has not yet been sent. Remember to click the "Save Changes" button afterwards.

Paid?:

This checkbox column indicates whether the subscription has been paid for. When payment has been received the administrator should tick-off this column himself. Remember to click the "Save Changes" button afterwards.

Payment Acknowledged?:

There is an automatic email to notify the member when his subscription payment has been received (see Auto-generated Email Editor for more details). This column indicates whether the email has been sent and is ticked-off automatically. If the member has no email address he will need to be notified by other means and the column can be ticked-off manually by the administrator. Similarly, if the administrator wishes to send the email again, he can unselect the column so that it appears the email has not yet been sent. Remember to click the "Save Changes" button afterwards.

Membership Card?:

If the organization prints membership cards, this column can be used to keep track of which cards have been printed. The administrator responsible for printing the cards should tick-off this column when the card has been printed. Remember to click the "Save Changes" button afterwards.

Coaching Credit?:

Some sports clubs offer special coaching deals for new members. If the organization offers such a deal the administrators can use this column to keep track of members that are owed a special deal or free coaching course. The administrators should tick-off this column manually. Remember to click the "Save Changes" button afterwards. The coaching credit is actually attached to the member and not the subscription but it appears in the table for convenience as it would be awarded to a member when the subscription is paid for.

Ext to Full Cost:

This column only applies to Temporary subscriptions. If there is a trial membership deal, the organization would normally offer the member the chance to extend to Full annual membership when the trial membership expires. Use this column to put the cost of possible extension to Full membership. Do not include the cost of the temp membership itself in the amount. E.g. if the Full membership cost is £100 and the Temp Membership cost (already paid) was £40, put the amount left to pay as the cost to extend to Full membership, so that would be £60. If extension to Full membership is not available, leave the amount blank. Remember to click the "Save Changes" button afterwards.

Ext to Midweek Cost:

This column only applies to Temporary subscriptions. If there is a trial membership deal, the organization would normally offer the member the chance to extend to Midweek annual membership when the trial membership expires. Use this column to put the cost of possible extension to Midweek membership. Do not include the cost of the temp membership itself in the amount. E.g. if the Midweek membership cost is £80 and the Temp Membership cost (already paid) was £40, put the amount left to pay as the cost to extend to Midweek membership, so that would be £60. If extension to Midweek membership is not available, leave the amount blank. Remember to click the "Save Changes" button afterwards.

Extension Letter or Email Sent?:

This only applies to temporary subscriptions. There is an automatic email to notify the member when his temp subscription is about to expire and to notify him of his options for renewal; Ext to Full Cost and Ext to Midweek Cost will be included in the email (see Auto-generated Email Editor for more details). This column indicates whether the email has been sent and is ticked-off automatically. If the member has no email address he will need to be notified by other means and the column can be ticked-off manually by the administrator. Similarly, if the administrator wishes to send the email again, he can unselect the column so that it appears the email has not yet been sent. Remember to click the "Save Changes" button afterwards.

Extended?:

This only applies to temporary subscriptions. This column indicates whether the temporary subscription has been extended to Full or Midweek membership for the same season. This column is automatically ticked-off when the "Ext to Full" or "Ext to Midweek" button is clicked. To override, the column can be ticked or un-ticked manually by the administrator. The administrator would been to do this if the Full or Midweek membership had already been added manually, without the use of the extension buttons.

Email button:

Use this button to send the most appropriate email to the member. There are three auto-generated emails that can be sent to the member.

  1. "Membership Dates and Cost" email
  2. "Payment Received, Thank You" email
  3. "Temp Membership Extension Options" email

When the administrator clicks the "Email" button the program decides which email needs to be sent, sends it and ticks-off the appropriate email sent? column. All changes are saved automatically when the "Email" button is clicked. To check which email will be sent, click the Email Preview button (see below). If there is no appropriate email to be sent, a message will appear above the table "No pending email to be sent for that subscription.".

The "Membership Dates and Cost" email cannot be sent unless the following is true: Start Date, Expiry Date and Cost columns are completed and the Cost Email Sent? and Paid? columns are not ticked. After the email is sent the following message appears above the table: "Date and Cost Email sent successfully.".

The "Payment Received, Thank You" email cannot be sent unless the following is true: The Paid? column is ticked and the Payment Acknowledged? column is not ticked. After the email is sent the following message appears above the table: "Payment Acknowledgement Email sent successfully.".

The "Temp Membership Extension Options" email cannot be sent until the following is true: The membership category is "Temp Adult", the Paid? and Payment Acknowledged? columns are ticked, either the Ext to Full or Ext to Midweek columns (or both) are completed, the Extension Letter or Email Sent? and Extended? columns are not ticked.

Email Preview button:

Use this button to check the text of the email to be sent before sending it. If you wish to change the text, you will need to go to the auto-generated email editor.

Extend to Full button:

Only applies to Temporary subscriptions. Click this button if the member has paid to extend his membership to a Full Member subscription. The existing temporary subscription will be marked as extended and a new Full subscription will be created for that member. Dates, Cost and Paid columns will already be completed for the new Full membership subscription.

Extend to Midweek button:

Only applies to Temporary subscriptions. Click this button if the member has paid to extend his me membership to a Midweek Member subscription. The existing temporary subscription will be marked as extended and a new Midweek subscription will be created for that member. Dates, Cost and Paid columns will already be completed for the new Midweek membership subscription.

Reference Number:

A Reference Number is automatically created for each new subscription. The member is asked to include the reference number with payment for each subscription so that payment can easily be traced to the correct subscription in the table.

Tasks

The task buttons all relate to subscriptions selected in the Select column of the Subscription Table. Therefore, if the Select column is not visible then the Tasks will not be available either. To make Tasks available choose the Select column from the Column Picker.

    Notes

  • Only subs on the current page of the Subscription Table can be selected. To select every sub in the table choose "All" from the Number of Items to Show per Page drop-down control so that all subs are visible at once; then click the Select All button.
  • Any tasks performed on a large number of subs could take several minutes to complete.

There are five task buttons available:-

Select All button:

Selects every row visible in the Subscription Table. All checkboxes in the Select column will be ticked.

Clear All button:

Deselects every row in the Subscription Table. All checkboxes in the Select column will be un-ticked.

Email Selected Members button:

Send the next appropriate email for each selected sub. Will send either Date & Cost email, Payment Acknowledgement email, or Extension Options email where appropriate. This is very useful for sending multiple emails e.g. at the beginning of a new season when all subs are due for renewal at the same time. It is worth noting that each email is sent individually to the member relating to that member's particular subscription. Therefore if a large number of subscriptions are selected it will likely take several minutes to send out all the emails. At the end of the process all emails successfully sent will be checked off in the appropriate column of the table e.g. the "Date & Cost Email Sent?" column. There will be a message for each and every selected subscription giving indicating success or failure with a reason. Any email messages that bounce, cannot be reported at this time. Please check the default email address of the organization for messages that did not get through.

Delete Selected Subs button:

Every sub ticked in the Select column of the Subscription Table will be deleted. Valid subscriptions should not be deleted because it is useful to keep a full history; however it is good practice to delete old pending subscriptions which were never paid for.

Download Mail Merge File button:

Use the Select column to select any of the visible subscriptions in the table. Once selected click the 'Download Mail Merge File' button to save all the members (associated with those subscriptions) and their contact details in a comma separated text file. It is important to save this file as *.csv even if prompted to save as .xls otherwise formatting issues will arise. This file can be imported into applications such as Excel or Outlook. It can also be used in any application with a mail merge facility. The data can be used to send letters to all members in the file and individual address labels can be printed etc. etc.

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