For the Certificates, a simple setup in the Advanced Settings:
Background – " " certificate, format: jpeg, 1920 x 1080px
Header – or blank if pre-printed e.g., Certificate Membership
Certificate text The actual text of the certificate, using the following shortcodes: – Association – #club_name – Membership type – #membership – Membership start date – #start_date – Membership end date – #valid_until – Company – #company
Text color for Heading, Name, and Info text: with multi-color selection
Use
The valid certificates can be downloaded from the member's profile. (yourclub.klubs.be/myprofile). Submenu= My memberships
In Klubs, you work with management mandates. These allow you to determine exactly who is allowed to perform which actions within the club environment. Instead of manually checking each setting, you can use predefined roles to quickly assign the appropriate rights to your board members.
Management mandates
A mandate is a collection of specific rights (authorizations). Klubs offers the following standard mandates that correspond to the functions within a club board:
Available Mandates
In the Administrator Roles menu, you can choose from the following options:
Mandate
Focus
Key rights
Club management
Complete control
Access to all settings, user management, and integrations.
Coordination
Day-to-day management
Management of members, activities, and communication.
Member Management
Secretary role
Creating members, managing memberships, and changing profiles.
Activities
Event manager
Creating activities, tracking attendance, and communication.
Financial
Treasurer
Invoicing, financial reports, and membership fees.
Consultation
Read-only / Access
Only consult members and reports without making any changes.
Roles
These are the rights at menu level or even functions for a specific role. These are divided into the major modules of a club management platform.
Member Management
Activity management
Operational
Marketing
Report
Setup
Reporting
An overview of the assigned roles within the institutions. (Only for the Club administrator or those with the User Management role).
Here all departments, in addition to the multi-club, are taken over again as a corporate entity.
Departments – Officials
The department officials (Chairmen, Secretaries, Treasurers, etc.) can then be added as members at this main level within their Department (Corporate Structure).
This provides a clear picture of the Departments within the Federation structure.
Departments – Functions
Additionally, Member Groups can be set up to use the different functions within the departments separately for communication.
Use
A setup within the Main club with Corporate structure and Member Groups gives the following possibilities:
overview of the board members per department
grouping of the functions via Member Groups, for separate communication
additional members, for example for the General Meeting of the Federation
Communications
The Federation also offers the opportunity to communicate with all affiliated members.
Reporting
Specific reporting, then for the Membership types, linked to the Federation.
The Divisions may organize their own activities for their own members. Activities organized by the Federation or by the Divisions may be made available to all divisions.
And this on two levels:
Federal Activities: organized by the Federation for all departments
Inter-Department: organized by one Department, available to all departments
This can be done by indicating this option for each activity (in the Activity settings).
The Activity will then appear in the Activity calendar for the various departments, with an indication of its origin: "Organized by another Department" or "Organized by Federation."
If, within a federation, the departments can consult the members of other departments (see Federation Settings), these will appear in the Member List.
User environment
For members who belong to different departments, there is a handy selector at the top of the menu for quickly switching between the different Multi-clubs.
Identification is done by using the same email address within the different clubs.
Federation – Membership Types
Within a federation a specific Membership type can be set up, linked to the federation level:
Membership type at department level, with access to Federation services
Indication of the contribution for the umbrella association
A federation is an umbrella organization that brings together various clubs, associations, or organizations with a common goal or interest. It offers support, coordination, and advocacy for its members and can provide services or resources to strengthen the functioning of the clubs.
Specifically for Federations, within Clubs, follow-up of:
Layered Structure: Federation and Departments
Member Management
Memberships – Federation contribution
Activity management – Federal and Interdepartmental activities
Communications
Reporting
Federation Setup
Within the Federation Setup, various settings are available in the Advanced Settings. Some of these can be managed by the Federation Admin. In addition, Klubs Admin can make one-time adjustments to additional settings; this is done in consultation, in line with the structure of the specific Federation.
Federation – Departments
In Klubs, the layered structure is divided into Main, the federation, and Sub, the departments.
Whereby the set-up of the Main club is important, as a number of elements are adopted here in each department.
Departments
The departments are separate entities (multi-clubs) that can operate independently of each other. And this in terms of:
Separate settings per club: branding, membership list, membership settings, accounting tracking, activity settings, ...
Completely separate communications: branding, e-mail texts, mailings, ...
Possible separate accounting follow-up
...
In addition, the Koepel or main club is also a multi-club, with independent management.
Departments – Set-up
Adding departments is done based on the Main club set-up, where specific elements can be adopted.
Where the following matters are important:
Membership Types This is especially true for the Membership types linked to the federation level;
Meta fields on member profile This is for the joint management of specific profile information;
Maintaining the Corporate Structure (Company / Members)
The Multi-Club functionality allows you to have a layered structure (main & sub) and thus multiple clubs within a single Klubs installation. There are two possible structures:
Dome Association
Federation
Dome Association
Umbrella associations are different entities under a joint organization, for example, different countries or departments within an alumni association, because they have specific branding, activities, and event locations.
The multi-club functionality offers the following options:
Separate settings per club: branding, membership list, membership settings, accounting tracking, activity settings, ...
Completely separate communications: branding, e-mail texts, mailings, ...
Possible separate accounting follow-up
Single sign-on for general management
Central GDPR management at the umbrella (federation) level
Opportunity for multi-club activities, setup and exchange
Use
With the handy selector at the top of the menu, you switch smoothly between the different Multi-clubs.
Members groups
The difference with Members groups (within a club) ?
This is used to have different categories of members, such as board members, young professionals, ... Member groups is then mainly for invitations to specific target groups (within a club).
Financial Follow-up: more efficient payment follow-up with a handy slider (for Activities and Memberships) Support – Financial follow-up
Mail Service: Integration of DNS adjustments for high deliverability of club communications Support – Mail Setup
Advanced Settings: In addition to the regular settings for each functional module, there is now also a section with Advanced Options Support –Corporate Members,Multi-club, etc.
Subscriptions: For associations that work with lesson series or subscriptions Support – Subscriptions
Manners: specific treatment of manners (title, interjection) Support –Manners
Notifications upon deregistration: now with a separate email outside or within the cancellation period Support – Activities Communication
And many more "under the hood" updates and releases, such as
#shortcodes: addition of input fields (#price_members, #activityid, etc., especially for activities
Download: expansion and review of downloads: activity list, member list, memberships, etc.
Activities Type – External Organization: no RSVP buttons, other practicals
Test Emails: option to send test emails to specific email addresses
Privacy Statement: creation of a specific club version
General Terms and Conditions: option to publish the general terms and conditions
VAT Settings: additional option – Not subject to VAT
Activities Additional Questions: full Edit, delete, change order
Preview 2026
In 2026, planned and certainly implemented (given that it is already being tested in part at a few try-out clubs).
Billit Integration of Billit for Peppol invoices, and also as a gateway to around 40 accounting packages.
Online Payments Expansion of Online Payments with Wordline Saferpay and Wordline Direct (GoPay/Ogone)
umbrella association Further expansion with umbrella activities, federation corporate structure, member reporting,
Authority Development of Roles and Authorities for Federation/Sub Club, later than per operational functions
Surveys The evaluation function for activities is now a separate module, with separate communication, target groups, etc.
Webshop A full-blown webshop for members, with complete financial processing.
participation management, particularly attendance registration via QR code or ID
Newsletter Customizing the editor to integrate full HTML formatting
And also some Under the Hood updates
Hosting: on a separate Klubs server, for greater security and stability
Server: upgrade of the server configuration (LEMP stack)
Email reporting: detailed reporting of email communication, view of emails actually sent
Club reporting: member location via Google Maps, age pyramid, etc.
We are delighted to announce that all planned upgrades for next year will remain available at the same license costs as before. Our gift to you for the new year.
TrustPilot Review
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