Membership renewal at your association

Hereby describing the typical steps a member and an association administrator go through, from initial application to annual renewal and financial follow-up.

Membership sign up

You can add new members to your association in three ways.

At Start-up - Member Import

When starting an association, you can bulk upload existing members using the import function. You have the option to immediately send a welcome email and a log-in invitation.

Alternatively, you can use a general mail campaign and ask members to activate their account using your unique link: yourclub.klubs.be/activate....

Via Admin - Manual Input

As an administrator, you can manually add new members in Klubs at any time. After adding, you can immediately send a welcome email with a log-in invitation.

Via Registration

Within Klubs a complete registration procedure with selection of required fields (also additional profile fields) and an approval procedure.

You can share a registration link on your website or social media. New members complete the mandatory profile fields themselves. Then the administrator can approve these registrations before the registration becomes final.

Membership Renewal

Renewal Process

Here continuity within the association is assumed; the renewal process is built on the expectation that most members will renew their membership. Management only needs to focus on the exceptions (members who do not renew).

You can do the renewal in two steps.
(if one wants to have the membership info and billing info changed beforehand)

1° Procedure Renewal - Changing Information
Start the renewal procedure. Members receive an email with a call to change their information (if necessary). This step does not yet forward invoices to accounting.
Pass through the Renewal functionality, without invoicing, or through Marketing Campaign.

2° Procedure Renewal - Invoicing
Repeat the renewal procedure. This time the data will be sent to accounting and invoices will be created.

Renewal Communications

At each renewal, members receive an e-mail with all relevant information. The content of this e-mail can be modified via Settings > E-mail texts > Administration > Membership renewal.

Membership Administration

In all of the above, there is a general procedure based on continuity, where therefore a majority of members will follow this general procedure (renewal, billing payment), and where therefore only the exceptions need to be dealt with separately.

Communications

With each renewal, a mail is sent to the member with info about this renewal.
The default mail is extracted from the Settings - Email texts.
(Email texts / Administration / Membership renewal)

Financial follow-up

Klubs provides automated financial tracking.

Invoice

For each transaction (membership, activities), Klubs creates a draft invoice in the accounting system through the interface. After checking it, you can finalize and send it. All necessary data, such as customer, billing and VAT information, are provided by Klubs.

Booking / Payment

In accounting, when an invoice is created, an entry is immediately created in a journal. This is then reversed when payment is received.

Follow up

Follow-up of the payment is done semi-automatically by reading the payment files (cepa) and matching the payments with the open entries created in the diaries.

For outstanding invoices, you can send automated reminders.

Treatment exceptions

If the membership invoice is not paid, you can change the Member status to expired and create a credit note if necessary.

Certain associations have series of lessons or subscriptions for which payment is made separately and in advance for the entire series.

This can now also be followed up in Klubs.

Subscriptions – Setup

Membership

A subscription is set up as a separate membership with the price being the cost of the Subscription.
Members who have signed up for this subscription will receive an additional membership in addition to their standard club membership.

Member Group

In addition, a Member Group will also be created for this Subscription.
With the same members as those who signed up for the subscription.

Control

The overviews of these specific Memberships and Member Groups can be checked to see if the numbers match.

Each member can also track his subscription under Memberships on his profile

Financial Processing

The financial processing of these Subscriptions follows the standard procedure for Memberships.

Use

The lessons within the Subscription are set up as activities.
With the following details:

• Set-up – Only for this specific target group
  Activity – Member Groups
• Communication – Only to this specific target group
  Activity – Communication