Issuing process
Once a qualifying membership ID card product has been purchased, the members card will be automatically added to the Membership ID card processing queue.
You can locate all cards in the queue via Reports > Member reports tab and selecting the Membership ID card report.
Queued cards are processed at 12pm each day. Until then, you will be able to amend the members profile (inc photo), cancel or hold the card from being processed.
Once the card has been processed at 12pm, the status of the card will change to 'issued'. When the card has been marked as issued, you can no longer make any amendments or stop the card from being sent to the member.
Activating cards
All cards need to be activated before being issued so that we know which membership the card should be processed for. Most of the time this will happen automatically without any manual input required.
For example, when a member purchases a qualifying ID card product online and they only hold one membership, their card will be automatically activated for that membership.
If a member holds more than one membership, they will be prompted to select which membership plan they want their card activated on within the Clubmate app.
When an admin user processes a purchase for a qualifying ID card product within Clubmate, the card will be added to the Membership ID card report pending activation.
To activate the card, the admin user will need to navigate to the Membership ID card report, click Activate and then select which membership the card should be issued for.
Holding or cancelling a card from being issued
If you notice that a card has been requested but the members details are inaccurate or need updating, you can place that card on hold until you have updated their details.
To hold or cancel a card, follow these steps:
Navigate to Reporting > Members Reports > and select the Membership ID card report..
Locate the members card and click on the 'Hold' button. This will place an indefinite hold on the card until you choose to release it.
Alternatively you can permanently cancel the card from being processed by clicking on the 'Cancel' button instead.
Please note that it is only possible to Hold or Cancel a card before it has been processed. Once the card status has changed to 'issued', you will no longer be able to hold or cancel the card.
Releasing a held card
To release a held card, follow these steps:
Navigate to Reporting > Members Reports > and select the Membership ID card report.
Locate the members card by filtering the report based on the date the card was purchased.
When you are happy for the card to be processed, click on the 'Approve' button.
The card will then be added to the queue for processing.
Manually approving all cards before being processed
By default, all cards will be approved automatically before being processed.
However, if you prefer to review each members details, including their photo before a card is added to the queue, you can configure your ID card settings so that you need to manually approve each card before it is added to the processing queue.
To configure your settings so that all cards need approving, follow these steps:
Navigate to Settings > Integrations and select the Configure button in the Membership ID card tile.
Then click Advanced Settings and check the box labelled 'Manual approval required'.
Once checked, all cards will need approving via the Membership ID card report before they are added to the queue.
ID Card reporting options
You can track a members card and it's status either via the Membership ID card report or via the audit trail in their member profile.
To access the Membership ID card report, go to Reporting > Members Reports and then select Membership ID card report. From here you can filter based on date ranges and view the statuses of your cards. This includes whether a card has been issued, held or pending activation. You can also see the date and time of when the card was processed.
The audit trail provides a full list of status changes of the card, including when it was purchased, activated and processed. If the card failed to activate, you can also see the reason why it failed as well.