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Manually Adding Members onto the system or marking a member as paid

Manually add cash payments onto the system or mark a pending_renewal as paid

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Manually Adding a New Member Record

  1. Login to the ClubZap admin portal

  2. Go to Membership -> Membership Sales menu and select the package you wish to add your member against

  3. Click on the Add Member Button

  4. Select the Member type from the list

  5. Fill in the Members information

  6. If you need to add more in the family repeat step 3 and 4 and 5

  7. If you need to record a cash amount you can include this also.

  8. Add a note to comment on why your adding this payment - e.g.: Cash payment received at a match from this parent.

  9. Click Continue to submit the record

Manually Adding a Member to an existing membership record

  1. Login to the ClubZap admin portal

  2. Go to Membership -> Membership Sales menu and search for the name who made the payment

  3. Scroll to the bottom and click on Edit

  4. Click on Add Another Member

  5. Fill in the Members information

  6. Click Continue to submit the record

Note: If adding a member onto an existing membership incurs an extra charge you will need to follow up manually with the member on this.

Manually removing a Member from an existing membership record

  1. Login to the ClubZap admin portal

  2. Go to Membership -> Membership Sales menu and search for the name who made the payment

  3. Scroll to the bottom and click on Edit

  4. Click on Remove Member

  5. Click Continue to submit the record

Manually marking a pending_renewal member as Paid

When a new membership season is created all members form the previous season are moved from a status of Paid to a status of pending_renewal for the new season.

These members can renew their membership and will transition to a Subscribed (paying via instalments) or Paid status.

If a member pays cash or via cheque or needs to be marked as Paid you can manually transition them from a pending_renewal state to Paid cash as follows:

  1. On the ClubZap Admin portal go to Membership -> Membership Sales

  2. Search for the membership record and click on the payers name

  3. Select the Mark as Paid button on the top right of the dashboard screen.

Note: Memberships in other states, such as Subscription_Errored, cannot be marked as paid and will first need to be moved to Subscription_Cancelled (or Pending Renewal for Non-Renewals).

Manually marking a subscription_cancelled member as Paid

When a new membership season is created all members form the previous season are moved from a status of Paid to a status of pending_renewal for the new season.

These members can renew their membership and will transition to a Subscribed (paying via instalments) or Paid status.

If a member defaults on their payment they will transition into an subscription_errored state and their payment will be retried 4 times before they automatically transition to a subscription_cancelled state.

If this person pays their balance via cash or via cheque or needs to be marked as Paid you can manually transition them from a subscription_cancelled state to Paid as follows:

  1. On the ClubZap Admin portal go to Membership -> Membership Sales

  2. Search for the membership record and click on the payers name

  3. Select the Mark as Paid button on the top right of the dashboard screen.

Note: Memberships in other states, such as Subscription_Errored, cannot be marked as paid and will first need to be moved to Subscription_Cancelled (or Pending Renewal for Non-Renewals).

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