There are two methods of adding members manually who have paid their registration offline. This will allow you to maintain a 100% record of all embers whether they paid online through Clubforce or directly to the Club.
Method 1 - Add New Member
To add a new membership application, hover over the Memberships icon and just click on the Add New Member menu item.
The first thing you will have to do is select from the list of application forms and select the form that applies to the member(s) you are adding. This list will be the current membership plan that is live for your club. You should only select more than 1 membership form here if the forms have been paid for by the same person, for example, a parent paying membership fees for their children. Click on Next Step to proceed.
For a new member, you will be asked to create a New Online User Account. However, if the member has previously registered with Clubforce before, then the system will instantly recognise their email address and fill in membership fields automatically as demonstrated on screen which you can Add To Existing Account. If the system doesn’t find the email address in the database, then the fields below will be blank. Fill out these fields to before clicking Create Account.
The access details will then be sent automatically by Clubforce via email to the member whose details you have just added, so they can log in online themselves to check or update their membership status. They can also change the temporary password that you set for them to a password of their own choosing on the Account Details tab in their online accounts.
On the next page, you will then complete the remaining application form details for the member you want to add. Anything marked with a Red Asterix is mandatory information required by the club.
When this is completed then just click on Save this Membership and the new membership application details will be added to the database.
If this member has already paid the club, then the final step will be to Edit Their Status. This is important if the club has already lodged the fee into their bank account. You can edit their status to reflect if this member has paid fully or partially in the sections demonstrated on screen. If they have partially paid, you can always return to update the final figure through the Search Your Members section. You can also select whether they paid by Cash or Cheque.
Once you click Save underneath, all Accounts and Membership reports will reflect this member’s payment to the club, allowing you to manage your member data all in one secure location.
Method 2 - Bulk Import
The Bulk Import feature allows you to import a large no. of members into your Clubforce database as opposed to an individual membership registration. Hover over Memberships on the left hand side menu and select Bulk Import from the list of options.
In order to Import Members, you will need to have a completed Excel csv. file with their details. The sample csv. file needed for this process can be accessed by clicking Sample file. On the sample file, you will see a series of headings across the top. These headings are Firstname, Surname, four headings for Address, Town, County, Email, Gender, Mobile, Membership Form, Membership Plan, Age Grade, DOB and Player Status. Not all headings are mandatory but you will be required to input the members full name, gender, either an Email Address or Mobile no. and the Membership Form and Membership Plan.
It’s important to note that Membership Form and Plan names must be an exact match to the ones live on your admin panel.
You will need to populate this excel sheet with your members details. It’s important to remember the following points when filling out this excel sheet. Doing any of those actions will result in errors with the import.
- Do not add commas to any entries.
- Do not use dummy or fake email addresses.
- Do not use the same email address for members unless they are the part of the same family.
- Do not import more than 600 memberships at a single time.
Once you have finished adding these details, save the file to your computer as csv. file and return to the Bulk Import page on your admin panel. Browse for your file as demonstrated and click the Green Upload button.
On the next screen, you will see a preview list of the members you are uploading. You will be alerted to any duplicated emails or incorrect file inputs on this page, which will be highlighted in red. Members who do not have an existing Clubforce Account will also be circled You can manually change the membership form and plan type on this page and you can also decide to exclude a member from the import by selecting N in the Verify Section. At the top, a summary of the costs being charged in this import will be summarised in the blue box.
Once you’re happy with the submitted details, click the Green Save Memberships button. A final disclaimer will appear, notifying you that these records will be imported and that you must have the members authorization to do so. Click Yes to complete the upload. The screen will refresh and pop-up will appear notifying you that the membership import has been successful.
These members will be marked as fully paid once imported.