** Please note - for membership packages that have been created "Based on the Date of Purchase" rather than on fixed '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 renewal 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
2. Importing members from an existing package
3. Sending out payment requests
Here we show you how to complete each step.
Creating membership packages for the new year
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'.
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 your are importing from.
Select the package dates for the new membership year.
Followed by the costs and payment methods. 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 will need to set this up). 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 Date', as well as 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
Click into a package which you have created for the new membership year and select 'Import members'.
Within the 'Import from existing package' section choose the package you would like to import from. Only packages with a matching 'type' & '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 years package as 'Not Paid' and with a 'Pending' status.
Sending out payment requests
You members are now ready to be sent a payment request. You can select all members using the check box next to the first name column or select individual members using the check box next to each of their names. Then click on the 'more' button (icon with the three dots) and select 'Payment'.
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.
Please note the payment request journey differs slightly for junior and group packages. The only difference being 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.