Setting up a waiting list

If you have a closed membership for a club or fishery, you'll likely use a waiting list to manage interest in joining. This can be time consuming and frustrating when offers to join go out and aren't taken up, prompting many to charge a non-refundable deposit. In turn this can take up more time in manual reconciliation of payments.

It is possible to manage your waiting list(s) within Clubmate, allowing you take payment for deposits without needing to manually reconcile payments. You can also assign those on the waiting list manually or it can be done semi-automatically to a waiting list stage in the sales funnel which will allow you to communicate with them individually or as a group using Clubmate; plus provide the ability to see them in an ordered list.

The waiting list deposit is sold as a product (if a deposit is charged) so firstly you need to create the relevant product within Clubmate. See this article for - How to set up a waiting list product

Please do reach out to us in support if you need any help or advice

Using the sales funnel stages & Automated messages, a prospect can move through the stages with only 1 input from you; when you decide to send an invite to join the club & pay for their membership.

There are 2 areas you will need to set up first

1) The Sales Funnel stages

2) The Message Automations

3) Then how to apply this to a members profile

From your owners dashboard, click on the main settings menu & click on Fishery Info

Now click on the Sales Funnel tab

This is a generic view with 4 stages already set up for you. You can leave them as they are, or edit them to suit better.

Green Arrow: Stage name (make sure you duplicate the name in to the box to the right)

Blue Arrow: Move stage up or down

Orange Arrow: Create a new stage

Purple Arrow: Change colour of the stage

Red Arrow: Delete a Stage

Don't forget to Save changes once you have things set out

This is a typical example

Message automation is an easy way to "trigger" to send a message. Triggers can be when you move someone from one sales funnel stage to the next

To get to message automation: Settings - Message Automation & click on Add new message, then on Add & edit

Below are the settings you will need to set up to trigger when anyone signs up to your software as a prospect.

Don't forget to click on the toggle Sales funnel stage & select New prospect/enquiry

The Trigger is set to: Joined as a prospect Or it can be product purchased if you charge a fee to join your waiting list.*

Changed to sales funnel stage: New prospect if they do not pay to join the list

Set sales funnel stage: New prospect or Waiting List

The message its self can contain instructions to the person on what they need to do join & pay. Below is a sample text

Settings if you charge a fee to join the waiting list

See How to set up a Waiting List Product

Here is a sample text to use at this stage:

Subject: Thank you for joining the waiting list

Message: Hi [FirstName]

Thank you for joining the waiting list for [ClubName]

You don't need to do anything else at this stage, we will contact you again when a space becomes available for you.

In the meantime feel free to get in touch via our contact us form in your member area if you have any questions.

We look forward to seeing you soon!

Many thanks.

Team [ClubName]

Create a new message & name it "2 Waiting List - Invite sent"

The Trigger is set to: Sales funnel stage changed

Changed to sales funnel stage: Invitation Sent

Set sales funnel stage: Invitation Sent

The message its self can contain instructions to the person on what they need to do join & pay. Below is a sample text

Here is a sample text to use at this stage:

Subject: Invitation to join [ClubName]

Message: Hi [FirstName]

To take up membership to [ClubName]!

Please head to the MEMBER AREA and please click on START A NEW MEMBERSHIP. this is where you can purchase your membership by typing in the promo code: XXXX reveal the correct membership, add to basket & check out.

If you have any questions in the meantime, feel free to contact us.

We look forward to seeing you on the bank soon!

Many thanks [ClubName]

The Promo codes are a great way to automate people joining with out you having to manually add the correct membership to their profile.

Your Membership plans do however need to be set up correctly with Promo codes on "NEW" plans & not on the renewals.

Please see Membership plans New/Renew

And also see Promo Codes %

There are 2 ways you can do this

1) In the sales funnel area its self (easiest)

2) On the persons profile

1) Via the sales funnel area

Big bar on the left & click on Sales Funnel

From this area you can see who is in what stage

When they were added to that stage

And easiest way to move them to the next stage or back/bottom of the list.

To move someone in this area, simply click & drag their name to the next stage & drop.

This action then triggers the correct emails to go out to them.

2) On the persons profile

Navigate to your main members list area

Locate the member by searching their name or scrolling

Then click on their name near their profile photo

A "pop up" will appear & at the bottom of this will be the sales funnel stage they are currently in.

Click on this bottom bar to change the stage

Close the pop up & its done.

The other way via the profile is the same as above, but instead of clicking near the profile photo; to instead click on the BLUE EDIT button far right of their name.

You will land in the Comms Hub & far right you will see the sales funnel stage option

Once you change the stage, don't forget to Save changes

Set up the sales funnel stages first, then the messages. It makes for easier set up

You may have seen the Invite Declined stage, some clubs like to use this if they have a time limit on how long they give someone to take up a membership.

Please contact us in support if you would like this stage setting up

Lastly, do you have a waiting list of members outside of Clubmate that you want uploading in to your software?

You will need to contact us for your options.