Whilst it would save huge amounts of time if all members joined & renewed online, in reality there are likely to be many members who prefer traditional paper based methods.
So in this article we will show you how to accept a members payment manually & mark them as paid from within Clubmate.
There are two methods to doing this.
Firstly, via the Member Quick View. This allows all user levels to be able to add a membership plan. Please note that when using the quick view option, you will be restricted to select membership plans that are available for members to buy online. It is also not possible
The second option is via the full member profile. Click here to skip straight to this section. Additionally, there is a method for scenarios where the member has already paid externally or when avoiding refund fees. This will be detailed in the next section.
Add membership - Member Quick Action
To see how to manually process a membership and record the payment, follow this video which goes through the process:
Adding a membership plan to an existing member record
Select Members in the Menubar on the left.
Now locate the member you wish to select. You can do this by searching either their first or last name and clicking Refresh.
To select the member record click on their name, This will open up the member quick view.
To add the membership, select the "New Membership" tab in the member quick view
You'll now need to select from the available membership options, only membership plans viewable to members will be available from the member quick view, if you are trying to apply an offline membership plan ensure you have owner user access and follow the steps shown further below in this article.
Once you've chosen the membership option click "Select". On the following screen review and add any bolt-ons (if applicable) then click Checkout.
From here click "Go to the till" and this will enable you to reconcile the payment.
Choose the method the member has used to pay for the membership plan, (for the purpose of this guide for demonstration "Cash")
Now click either Complete to send a receipt to the member (If an email address has been entered on the member's profile) or Complete (no receipt)
From here click "OK"
A confirmation email will not be triggered automatically, you would need to send this manually (please see the "send confirmation email" option)
Add membership - via Member Profile
If you are an owner user you have the ability to add an offline membership plan to a member's profile, adjust the start date and adjust the membership plan cost for that individual. This includes setting the membership cost to £0 in cases where the member has already paid externally or to avoid refund fees.
Please the following video guide on how to do this:
Adding Membership with £0 Cost
If the member has already paid externally or you want to avoid refund fees, follow these steps:
Access the member's profile via the Members menu.
Open the Memberships tab.
Click the green Add Membership button and select the appropriate membership type.
In the "How much" box, enter £0 or adjust the price as needed.
Click the Add button to save the membership. This process ensures accurate records without triggering unnecessary payments or refunds.