There are three methods to getting your members details in to Clubmate

The simplest and most accurate method is to allow your members to add themselves via the Member Portal.
See - Member Portal.

Whilst we recommend getting your members to do your work for you, we also understand that there will be occasions where you want to add the member manually. This can be one by one or if you are new to Clubmate, you can also bulk upload existing member data.
See - Data Migration.

For this article, we are going to concentrate on adding members one by one. 

Add member within Clubmate

From the Dashboard, click on the "Members" option on the left hand menu and click on the 'Setup new members' button in the top right:

Enter the first and last name of the member and their email address (if you have it) click 'Add'

The member has now been added to the Database. 

You can then start adding/updating their personal details by clicking on 'Profile' and adding all relevant information. 

*Always remember to click Save Changes in the top right when you're done! 

We also recommend adding a photo of your member. To do this, click on the grey box next to their name, you will then be prompted to upload a photo or take a new one with your camera. 

*If you will be using this photo for Membership cards, ensure the photo is clear, is a good likeness of the member and shows their face only.  

You can now assign the member with the relevant membership plan. 

Select the Membership tab in the menu bar and then click on the green +Add Membership button. 

From the 'Start a new membership' form, you will need to select the relevant Membership category from the drop down list of your pre-configured plans.  If the plan you want to add is not here, you will need to create one via Membership Plans.

Once the plan is selected, the form will be populated with the pre-configured membership plan defaults.  *if you need to override the default values for the specific member, you can do that here.

You can now choose to add any Membership add on's to the membership. If the add on you want to add is not here, you will need to create it via Bolt On's

When you are happy that everything is correct, click Add.

Once the plan has been added, you'll be taken to the Summary section of the members active plan. 

*whenever the top section has a red background this means that a payment is due.

To take payment for the membership by Card, Cash or Cheque, first select 'Payments by Cash' 

And then 'Collect Through Till'. 

The relevant member, membership plan and associated values will be automatically displayed.
​

Now you need to select the relevant payment type:

Select the desired option in the calculator on the right and hit Complete. If you do not want a receipt to be sent via email, click the button that says 'Complete (no receipt). 

Click on the Orange box labelled 'Card'. If their card has previously been stored, you can now charge that card before clicking on Complete.

Please note that unless your Stripe account has been enabled for capturing card details over the phone or via post (see PCI compliance) you can only add a new card if your member is with you. Otherwise they should be paying by card online. 

After clicking Complete, the payment has now been marked as received and you will now be redirected back to the Member's Profile.

When you return to the Membership Profile, you will see that the background has turned Green, which confirms that it is active. 

Now the membership is active, you can choose to send a Membership confirmation email - just click 'send confirmation email'

Also see:
​Adding a Membership to an existing member record