Release Note

Great news! The latest KLUBS release, just under 2 months after the previous one, now includes even more features, with the goal of less administration, and more focus on members.

Evaluations

And the focus on members is now really implemented in Klubs with the Survey functionality.
Isn't it extremely interesting for club operation to be able to conduct an evaluation with members present after an activity.

And therefore a comprehensive evaluation functionality:Different evaluation forms (for different audiences)

• Member or public evaluations
• Limitation (per member) in terms of number of evaluations
• Extended question (Text, Number, Yes / No, Choice, Range)
• Results: Graphic Representation and Download

Test it out, full support info at - Support Knowledge Base

Sponsorship

At Klubs, we are certainly mercantile and attentive to your club's finances. One possibility here is Sponsorship.

To give these sponsors even better visibility, it is now possible to customize per activity the mail header, footer (with sponsor logo) and sponsor link.

Onboarding

A bulk import of members into Klubs can be notified via the Member Import function.

With following features:

• Members / Prospects: import of both Members and Prospects
• Profile info: import of profile info of members
• Memberships: automatic creation of Memberships (period, pricing, ...)
• Member groups: multiple Member groups per member possible

In anticipation of another major release (Enrollment Activities, Onboarding, Surveys) here are some spring releases.

Enrollment - Additional Person

When enrolling an additional person (after an earlier enrolment of the member), this operation went somewhat wrong. The member here, usually, enrolled himself or herself.

The functionality behind this button has now been changed and clarified, see screenshot:

Information
Top indication of already previous registration: member and guest.

Additional Person
Below that is the functionality for the additional enrollment.

Meta-Fields - Sort

With the sort option, you can now also arrange the meta fields to make the query more clear.
Possibly, by extension, set up a structure of the additional fields.

Grace Period

For a number of clubs, the membership period runs until the end of the business year (Dec. 31).
But renewals are not created until the new business year (for a correct accounting date).
This means that members can no longer access the platform the day after their membership expires, then in the new business year.

Therefore, a Grace Period setting was added at the club level. This still allows members to access the platform during this interim period until membership renewals were implemented by the admin.

At the end of the year a reprise of a number of improvements, releases that we recently added to the platform.

Download lists

All download lists were reviewed and updated up-to-date: adding new fields, updates for readability, naming. Check them otherwise:

• Member List: Administration / Member Management - Download
• Activity Attendees: Administration/Activity/List Attendees.
• Activities - Attendance: Reports/Activities - All attendees by activity.

With especially attendee list addition of present/unsubscribed/waiting list but also RSVP status, additional profile fields, activity meta fields, ...

Member numbers

For several lists, the number of active members are attached in a separate column.
Also attached is the link to a list of the respective members.

Communication - Target Audience Paid

Although there are already about ten target selections in activity communication (Member groups, RSVP status, Subscriptions, etc.) we received the suggestion for one more.
- Enrolled members who have not yet paid.

We have therefore attached these. Useful for tracking payments with a separate communication and target audience.

User Interface - Toggle switch

To make the adjustment (Yes/No) in a list smoother, we have added some Toggle switches:

• Activities Media: Photos & Documents - Downloadable
• Activities Attendees: Paid status

Activity Attendees - Guest Indication

On the attendance list (members platform), a user-friendly indication was added for guests.

Unsubscribe after Cancellation Period

Among the activities, there are a number of management deadlines, 2 of which need some further explanation:

• Register until: after this date you cannot register

• Cancellation Deadline: If you deregister within this time period, charges may be incurred if applicable

An example makes even more clear. After the registration deadline (Register until) the activity is closed because you have to order the catering. However, you still have the members unsubscribe (due to illness) in order to still be able to adjust the number of chairs / cover table.

If a member cancels within the cancellation period, he will receive a separate mail (Mail Texts - Unsubscribe Activity). In this you can then mention the cancellation conditions (costs, ...).

To be notified of these particular unsubscribes, you can have these emails sent specifically to the admin. This by listing an email address in the Additional Email Addresses, at the bottom of this Mail text.

Mailing Personalization

In Marketing Mail Campaigns, a number of personalizations (deposit codes) were added such as profile fields, as well as profile meta fields. And this for both the header and within the subject line of the mail.

As already announced in the spring, this summer we have been working hard on the Communication module. And with it, the completion of Klubs v2.

With activities comes a multitude of communications such as invitations, reminders, confirmations, ... and all this to different target groups such as members or member groups, attendees, ...

With the new communication module following functionalities

• All communication types: invitation, reminder, confirmation, thank you, ...
• Extensive target group selection: member groups, members/guests/public, RSVP status, membership type
• Text editor: use of all dump codes (profile fields, meta fields, ...)
• Communication history: review and reuse
• Reporting: especially then the user actions (delivered, opened, clicks)

All still to be read in the Support topic - Activities Communication

While we continue to work diligently on some larger updates (e.g. Activities Communication) this month we are making some smaller changes under the hood of the Klubs platform.

Monthly billing

Monthly billing allows you to bring together all of a member's expenses and a monthly invoice.
(not just activities, but also Bars consumptions, if this module is installed)

Please see the specific Support topic on this - Monthly Billing

Profile Field - Explanation

As with the additional questions to an activity, now also an Explanation to the profile meta-fields.
This is to clarify the question, at registration.

More on Support - Profile Meta Fields

Activities Meta-fields - Members/Public

Given the different nature of registering for an activity by a member or through the public link, the additional questions were also adjusted.

As of now, it is possible to indicate whether the additional questions are asked at the time of member registration or at the time of registration via the public link.

More on Support - Activities Meta Fields

For the blog items, an external link is toegeveoged on the blog image.

Thus, a per blog item Sponsor logo can be inserted or linked to the sponsor's website.

For our two pairings (Yuki and Treasurer), we've fleshed out the settings a bit further.

With an indication of the Ledgers used for both, or the Sales Category.
And also a test for the status of the link.

A number of clubs (NPOs, as well as actual associations) require or require accounting. We like to refer here to a long read around Bookkeeping.

And then pay particular attention to Treasurer a singular accounting system that does exactly what it stands for, the Treasurer for your association.

Besides the link with Yuki, for double-entry bookkeeping, so now also the link with Penningmeester, for single-entry bookkeeping. But with full automation (bank link) and extensive reporting.

Treasurer, Read all about it here or request a demo.

Within Klubs the ability to set up some specific invitations such as:

• Members: board meetings, specific target groups
• Prospects: public activities

Read more about it in the Support.

At year end, some clubs are renewing all of their annual memberships. Within Clubs, there is now the option for Renewal of multiple memberships.

Through the menu button - Membership Renewal - there is also the possibility to renew multiple memberships at the same time and based on by type, date or other parameters. This is done in 4 steps

• Selection - of memberships to be renewed
• Parameters - defining the parameters of the new memberships
• Communication - layout of mail around this renewal
• Confirmation - overview for the effective extension

Full procedure on the support page:
- https://support.klubs.be/knowledge-base/lidmaatschap-hernieuwingen/