To add a new member, select the Add Member button to launch the admin version of the membership signup wizard.
To renew a member, click the renew button ( or
) from the desired member's row in People Manager search results.
This functions are used when you receive a membership application or renewal in the mail or at an event (instead of the member joining or renewing online.) You will step through a wizard (see Member Signup / Renewal) with between four and eight screens, depending on how your club is configured.
- Member type
- Name and contact information
- Additional Member Data (if configured; see the section below)
- Member Interests (if configured; see the section below)
- Additional members and chapter assignments (if configured)
- Additional charges (if configured; see the section below)
- Summary screen
- Payment Method (credit card, check, cash, etc.)
Note that the admin version of the wizard does not include the Username and Password screen; a temporary username and password are generated by the system and included in the welcome email sent to the member. (There is also an admin-only option to suppress this email if you want to add members without letting them know that this has happened.) Nor does it include the Joining Agreement screen; the system assumes that anyone who completed a printed form has already agreed to a printed joining agreement.
At the end of the wizard, if money is owed, the user is taken to the Pending Payments screen, which allows you as an administrator to choose from multiple “payment” methods:
- Credit card processed through ClubExpress;
- Record check received;
- Record cash received;
- Write-off (Bad Debt - noncollectable);
- Comp (pending payment is forgiven with $zero paid);
- Processed by a separate system;
- Payment from Subgroup (this option only appears if subgroups are enabled and if the pending transaction(s) include one with subgroup fees.) Two fields are displayed with recommended amounts retained by the subgroup and owed to the top-level club.
The first four choices generate a payment confirmation email to the member. The last four choices do not generate this email.
Write-off should only be used if the payment will be written off as a bad debt. Note that member updates such as renewals are not processed with this option. If you want such updates to be processed, use the "Comp" option instead.
(When members walk through the signup or renewal wizards, they may only see two choices:
- Credit card processed through this website;
- A button to print an invoice and mail a check.
If no money is owed, the user is taken back to the People Manager and the membership is immediately activated.