Membership Plans

Membership plans are the core of how Clubmate works. It's where you control what members can do, how members can pay, what activities they can book and which waters they can fish. It's also how you configure how long the membership lasts and how much it costs.

With Clubmate, you can set up as many membership plans as you like, effectively allowing you to create a menu of membership plans for your members to choose from.

We've got some written instructions below :

Click on the Settings icon in top right hand corner of the screen, scroll down and select 'Membership plans' 

To add a new Membership plan, click on the green Setup new plan button

Give your new membership plan a relevant name eg, Adult Membership, OAP, Junior etc. then click Add New Membership Plan:

You will then be taken to the membership plan information screen.

The Info tab provides you with the ability to customise what a member will see before they purchase the plan.

The is the public facing name of the membership plan. This name will be displayed in the member portal, on member confirmation emails and on ID cards (if you are using our ID card service). It is important that the name reflects they type of membership you are providing (eg, Adult, Concession, Junior etc.)

This summary box enables you to add some additional but basic information about the plan. This is to help answer the first question that comes to a potentials mind -for example, £80 per year or Under 18's

The summary is displayed in the member portal and helps the member make a decision on on which membership to purchase, it is not displayed or used at any other time.

Underneath the name, you can add a description of this membership plan. You can add as much detail as you like including photos and videos but bear in mind that this will be visible to members when they join so it’s important that it's only relevant to this plan. It's a great place to add any key information about the plan that you'd like to show to your member before they purchase their membership. eg, rules specific to that plan, cost of the plan etc.

To add a photo to the background of the membership plan, click the camera (or existing image if you want to change it). We recommend adding a photo of your waters to give the member portal a more personalised experience

An example of what a completed plan might look like is below:

And an example of what it looks like to a member:
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Before selecting:

Once selected:

Now that you've completed the public facing info, it's time to configure the logic that sits behind the membership plan.

Max number of members
This allows you to create membership plans that are for more than one member. For example a Family or Couple membership. For individual membership plans, this should always stay as one.

Can be bought online
If you want this membership plan to be available to purchase via the Member portal then check this box. If you want to disable the ability to purchase a membership online, untick this box.

Can't be purchased more than once

If you would like to restrict the membership so that it can only be bought once by the same member, check this box (great for introductory / discounted offers).

Club access
All membership plans allow access to the club as default and should only be changed under specific requirements. Please contact our team if you wish to disable this.

Group Club Access

If your organisation has more than one venue using our Access Control tools, this box will need to be ticked to enable one member to access multiple venues.

Featured
When a plan is Featured it will be highlighted and listed at the top of the member portal. Ideal if you have specific plans you'd like to promote. (optional)

Order/sorting
This enables you to sort the plans in an order of your choosing. 1 being the first listed and nearest the top (after the featured memberships). (optional)

Contract length
This is the length / duration of the membership plan. You can choose a fixed timeframe (eg 1 year or 12 months) or fixed end date (eg 31st December). NOTE If you are using a fixed end date, this MUST be updated each year.

Cancel at end of contract
This box should be ticked for ALL memberships unless you are offering automated renewals.

Nominal Code
To aid with financial reporting, you can add a nominal code for the plan. (optional)

Earliest start date

If you are creating a plan that has a future start date, add it in here. This allows you to start selling memberships in advance of the season starting.

Plan Type

Choose whether this membership type should be offered to new & existing members (if so, select New members) or offered to existing members only (if so, select Renewals).

Renewal Window

The Renewal window gives you the ability to automatically start promoting your renewal membership 'x' number of days before the membership expires. It also allows you to continue to offer the renewal membership type 'x' number of days afterwards as well. Once the window has closed, the renewal plan will no longer be available to the member and they will be treated as a new member again.

Select Renewable Membership Plans

To restrict which membership options are available to the member when they renew, select the categories from the list. If members can select from any of your renewal plans, do not tick any of the boxes.

*if you are in the middle of creating the membership plan for the first time and cannot see the plan on the renewal list, save the plan and then refresh your browser. Additionally, only online membership plans will be visible on this list.

Payment options
You will need to select which payment types you'd like to accept for a plan. For one-off payments, card is almost always the better option however you can select Card, Direct Debit, Cash and standing order (cash and standing orders require manual reconciliation). If you are still collecting payments by Cheque, we recommend that you tick Cash and add some extra detail in the details of the plan.

VAT rate
If the plan attracts VAT, mark the applicable rate here.

Requires promotional code

If you would like to hide this membership plan behind a Promo code, check the box and then add a relevant code. This plan will become invisible to members unless they enter the promo code. See Promo Codes for more info.

If your venue uses our Access Control tools, you have the ability to restrict how often they can access your venue.

Session Limits allows you to restrict how many times a member can access the venue during a specified period of time (eg per day, week , month)

You can also set Time Restrictions to control when their membership will provide them with access to your venue.
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If the membership plan grants FREE access to bookable activities via the Diary (eg, Work Parties, Club Matches, Club Socials etc.) make sure the relevant activities are checked.

If they are unchecked, the member will be requested to purchase the relevant product to gain access.

You can choose which 'Bolt-on's (products) you would like to offer with this membership plan. This allows you to cross sell products during the online joining process. Just check each relevant box. Note to manage bolt-ons, see Bolt-Ons

Now it's time to set up the payment schedule

First date
Unless you want to take the first payment at a future date, we recommend leaving this date as shown on the screen.

Collection day
This allows you to set a recurring payment on a fixed date. If the plan is to start immediately then select immediate. You can also choose fixed dates of the month (only required for recurring payments).
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​Name/reference
This will be seen in the payment confirmation email to the member so it is important to reflect what they are paying for (eg, membership fee, admin fee, joining fee etc.) 

Value
You will need to add the payment amount.

Frequency
This allows you to set a once off or recurring payment.

Add payment line

You can add multiple payment lines dependant upon your plans payment schedule. For example, if there is a one off upfront payment followed by monthly recurring payments, this would be split in to two payment lines. One for the once off payment and another for the recurring frequency. 

Also see
​Setting up Activities
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