Membership Renewal Process for Fixed Date Packages

For membership packages that have been created 'based on the date of purchase' rather than on 'fixed date' (same dates for all members) - the Clubspark system will automatically send an email to the main contact/member to renew one week prior to the expiry date. Another email will be sent (if payment not recorded) on the day of expiry. For more information on the renewal process for membership packages 'based on the date of purchase' - please click here.

For membership packages with 'same dates for all members' e.g. club year 1st April to 31 March, there are three steps to the renewal process on Clubspark:

1. Creating membership packages for the new year - a quick way of doing this is to duplicate the existing packages, click here for more information on how to do this. Head here to find out how to create a new package.

Please note:before duplicating the packages make sure they are reverted back to the original year dates e.g 01/04/2023- 31/03/2024 as the duplication process will use these dates to add one year on. If you change the dates part way through the year it's a good idea to revert them back before duplicating the packages.

2. Importing members from an existing package - you will have the option to import active members across during the duplicate process or you can import from an existing package. Head here for more information.

3. Sending out payment requests. Head here for more more information.

IMPORTANT THING TO NOTE: Do not archive the current seasons packages until they have expired/ the grace period has ended. If you do this will stop members from booking unless they have renewed into the new package. The best thing to do is edit the status of these memberships to 'invite only' so members can still book until the membership expires/grace period is over. However new members won't be able to join these packages when they are in the invite only status. 

ALSO: As soon as the the previous seasons memberships expire if there is no grace period set on these packages (not the new ones) the member's status will change to 'Lapsed' and they won't be able to book. If you want to give members some time to renew their membership we suggest adding a grace period to the current season's packages. This extends the membership by the number of days entered into the grace period box. If the membership period ends on 31st March and  '20' days entered in the grace period box - the member will have until 20 April to renew their membership. After the grace period, any membership that is not renewed in a new package will be moved to 'Lapsed' status and they won't be able to book.

Plead read on to see each step and what is required. 

Creating Membership Packages for the New Year

Step 1: Rather than creating packages from scratch you can duplicate your existing package(s) click here for more information on how to do this.

The first step of the renewal process is to create your packages for the new year. To do this, head into the Membership module and select '+ New Package'.

Step 2: Next fill in the details of the package. The type and category are particularly important when creating renewal packages as these must match the package you are importing from. Contact tags can also be managed from here. 

Select the package dates for the new membership year.

Followed by the costs and payment methods. You will be able to add a cost for new members and one for renewals. If you have a discounted price for members renewing before a certain date you can put this price in box, once the date has past to receive this discount you can edit the package with the new price. This won't effect members who have already paid just members still to renew.

Please note: To allow Direct Debit payments you must be registered with GoCardless (if the blue bar appears 'register your bank account' - this means you still need to register. If it doesn't appear you already have a GoCardless account linked). You will need to be registered with Stripe to allow Credit Card payments. 

If you are allowing Direct Debit payments you will be able to select the 'Instalment payment date', as well as for deciding if you want pro-rata payments enabled.

Please note: Pro-rata payments are available on continuous subscriptions only. If enabled we’ll take a pro-rata payment as soon as possible and then schedule the recurring payments from the next available payment date.

Finally decide whether you would like to send any automatic payment reminders, before saving the package. 

Importing Members from an Existing Package

Step 1: If you have used the duplicate function you will have the option to import active members across. If you don't tick this you can follow the steps below.

Click into a package which you have created for the new membership year and select 'Import members'.

Step 2: Within the 'Import existing package' section choose the package you would like to import from. Only packages with a matching 'Type' and 'Category' will appear here. You can choose to import 'Active' members-only by ticking the box. Then select 'Import'.

The members will go into the new year's package as 'Not Paid' and with a 'Pending' status.

Sending Out Payment Requests

Step 1: You members are now ready to be sent a payment request.  You can select all members using the checkbox next to the first name column or select individual members using the checkbox next to each of their names. Then click on the 'more' button (icon with the three dots) and select 'Payment'. 

Please note: The payment request journey differs slightly for junior and group packages. The only difference is that you need to select 'Main Contacts' from the drop-down menu just above the members' table, as this is who the payment request will be sent to.

Step 2: This will bring up an email overlay which has two steps to it. Step 1 is for 'Auto-payments' - the recipients' box will show anyone who is eligible for an 'auto-payment'. If no selected members are eligible you will be notified and can continue to Step 2 to process a normal payment request. You can edit the 'Subject' of the email and add any additional information in the 'Message' box.