Renewal Set Up and Sending Renewal Payment Reminders

If you have fixed date membership packages, it's very easy to set up renewals. This guide will go through how to create a membership package for your renewals as well as how to send the renewals out. 

We have split this article into 3 sections to help you easily find the relevant section:

• Creating a New Membership Package
• Duplicating a Membership Package
• Sending Renewal Payment Reminders

Creating a New Membership Package

Step 1: Head to the Membership module on the left hand side in your Admin area. 

Step 2: Click on to '+New Package' and fill out all the relevant information. You can find the guide on how to create a new membership package here: Creating a Membership Package

Step 3: Once you have created your package, you have the option to Import members from your existing packages or importing form an external file.

Please note: You can only import from the same membership type, for example: Adult to Adult (not Adult to Family). If you can't see the package you wish to export from here check that you have created the new package as the same 'Type' as the previous year.

Your members from your previous package will now appear in your new package. Their status will be set to 'Pending' until they sign up to the new package and choose how they want to pay.

Duplicating a Membership Package

Alternatively you can duplicate an existing package and edit the details of the package such as the name and cost. If you have already created new packages via the steps above you can miss this section out and go onto sending renewal reminders. 

Step 1: To do this, click on the 'Options' button at the end of the package you wish to duplicate and select 'Duplicate'. 

Step 2: You will then be asked if you would like import active members, this will not import those who are lapsed or cancelled so tick this option if you want the active members to be imported. Then press the blue 'Duplicate' button. Your duplicated package will have the same dates but 1 year on and the members will show as 'Pending'. 

The name of this new package will be Package Name Copy 1 and remain 'Hidden', allowing you to make any changes to the membership package before making it 'Public'. 

Sending Renewal Payment Reminders

From the members listing page within the membership package, you can now send a renewal email.

Step 1:  Select all members by clicking the check box next to the 'first name column' or select individual members by selecting the check box next to each member. 

Click on the icon with the 3 dots to bring up the different options. Select 'Payment' to send the renewal email. 

For junior and group packages, these requests will have to be sent to the main contact. You can view all the main contacts in a package by selecting 'Main Contacts' from the drop-down above the last name column.

Example of a payment email:

As soon as a member joins a new package, you will receive an email to confirm this. At the same time, their payment history (to reflect the amount paid and payment method) will be updated and status set to 'Active' in Clubspark if they have paid online. If they pay by other methods, you will need to add a payment manually.