Doesn't everybody? myClubhouse allows you to have as many membership categories as you like, each with its own criteria and characteristics:
For age-limited categories, you can specify exactly how the age is calculated. For example, the age can be calculated on the day of registration or at a point relative to the start or end of the season or year. This allows you to base the age around, for example, the school year.
Ok, so you have a defined 'season'. You can define your season end date in the general club settings. You can then define whether subscriptions for each membership category should align with the season end date or not. In fact, you can anchor the start and/or end date of any membership category on any dates in the year or you can indicate that a subscription should run for a defined duration from whichever date the applicant specifies.
You can define a membership category as starting and ending on "named dates". So, for example, you could create dates called "Summer Term Start", "Summer Term End" etc. You then set up your membership category to use reference these named dates. Separately, you then define where these dates land on each year. This means that, when new term dates are announced, you can then simply add these to the system once and it will automatically use them were indicated.
For situations where the duration of a membership is variable (for example, when the user can select the start date but the end date is pre-defined), you can define the rules that should be applied where that duration is less than a year. These are very flexible. For example, you could say that the rate is reduced to 50% if joining 3 months before the end of the season. Or you could say that the rate reduces by £5 every week, starting from 6 months in. You can also say that, for very late joiners, the system should offer a membership that extends to include the next season.
You can choose whether requests for particular categories of membership require approval or pass straight through; it's your choice. For the former, the membership secretary will receive an email indicating that there is a new request and can then sign in to myClubhouse to approve or reject it. At this point, they can adjust dates and costs as necessary. The applicant is notified of the offer and can then go ahead and pay.
Each membership category can have a joining fee if you wish, and this is only applied for the first year's subscription. You can explicitly set the ways in which members can pay for the joining fee and subscription. You can offer a variety of payment plans including one-off single payment, monthly instalments, deposit and balance; anything you can think of really. You can even charge a surcharge for, say, paying in instalments.
Yes, it's good to offer a bit of an incentive to get people paying on time! Each category can have an 'Early Payment Cost' which is the rate that members pay if they pay by a certain date. You can set the deadline in days before or after the start of the subscription. The system automatically selects the appropriate rate according to when they pay.
myClubhouse explicitly supports group memberships which can be any combination of a number of individual memberships. For example, you could have a family membership of 2x adults and 3x children for a fixed price. You can also use group memberships to offer blocks of membership; for example, 10x single memberships for a fixed cost. You can control whether members can be moved in and out of groups, and how often this is allowed to happen.
In addition, you can offer discounts on groups of individual memberships (or indeed any combination of products). So, you could define a discount that applies when somebody buys two adult subscriptions and one or more junior subscriptions. The discount can be specified as a percentage (e.g. 10% off total or cheapest), a flat rate (e.g. £20 off) or a total (e.g. £250 in total).
Each category can have a number of different rates that apply for memberships that start on different dates. So, for example, you can set next year's subscription rates in advance by entering rates that only apply for memberships starting on or after the next season's start date. You can also choose exactly when these rates are publicly advertised to your members.
Managing renewals for a large membership can be a real chore. myClubhouse can help you in a couple of ways:
In all cases, members are automatically emailed with the details of their new subscriptions and the system allows you to keep track of those who do not wish to renew, making sure you don't bother them unnecessarily.
With myClubhouse you can explicitly define which categories members should move on to when they are no longer eligible to remain in their current category. This can be used to:
myClubhouse allows you to offer repeat-billing options at almost any regularity - monthly, 3-monthly, annual etc. Payment subscriptions can be set up on GoCardless (for Direct Debit) or Stripe (for credit/debit cards). For annual memberships with a pro-rata first term, the system will automatically bill the pro-rated amount with a payment subscription set up to follow on. Just set back and watch the membership fees flow in!