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.