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Overview

A Club builds new Members in their system as they join the Club to ensure they can communicate with them effectively, manage their billings and related payments, and include them in Club offerings such as the Club Website, Reservations system, POS System, and the Club App.  

Use Case
A new Member joined the Club today. He would like to be set up with access to view the Club’s website.  He would also like to be a part of the Men’s Golf Group, and would like to pay his club dues via ACH.  The Membership Director ensures the new Member's information is input into the Clubessential Office system to facilitate Club communication, billing, and other Club offerings.

Video

This video contains highlights from a training Webinar given on Managing Members.


 

Content

 

Navigation

To access the New Member Wizard,

1) Click on Membership to load the Manage Members Grid.


 2) Then, perform either of the following to launch the New Member Wizard:

a) Click the New icon on the toolbar.

 b) Right-click anywhere on the Manage Members Grid and select New.

  

 

New Member Wizard 

The New Member Wizard is designed to assist with the creation of a New Member. 

Click Next to proceed through the wizard. 


Member Info Fields

Follow prompts to enter First Name (optional), Last Name (or full account description if Party, Reciprocal Club, etc.), Billing Type (Member Type), and Member Status.

 Click Next to proceed.

 

Member Groups


Click Next to proceed.
 

Member Dependency 

Click Next to proceed.

 

Addresses/Contact Info 

Enter a new Physical Address by selecting the New icon.  (Note this step is optional and can be completed at a later time if desired). 

If Statement is selected, then a paper statement will be printed for this account.  If not selected, then an email statement will need to be sent.  Note, if the physical address applies only for a designated time period (for instance the Member will live in one residence for 7 months, and another for 5 months), designate the appropriate Start and End Dates that the address will apply for the Member.  If the Member has this schedule every year, click the Repeat Annually button.  Leaving these fields blank will designate that this address applies for the whole year. 

When finished, click Next to proceed.

 

 

Emails 

Enter a new Email Address by selecting the New icon.  (Note this step is also optional and can be completed at a later time if desired). 

If Statement is checked, an electronic statement will be sent to this email address.  (Note: A Spouse can also receive a copy of the Primary Member’s emailed statement.  To do so, add the Spouse's email in the secondary email field and ensure both primary and secondary email addresses are checked to receive statements.  When statement emails are sent, the Spouse will receive the same email as the Primary Member.  Dependents other than Member’s Spouse cannot receive an emailed statement.)   

Note, if the email address applies only for a designated time period, designate the appropriate Start and End Dates that the email address will apply for the Member.  If the Member has this schedule every year, click the Repeat Annually button.  Leaving these fields blank will designate that this email address applies for the whole year. 

When finished, click Next to proceed.

 

 

Phone Numbers 

Enter a new Phone Number by selecting the New icon.  (Note this step is also optional and can be completed at a later time if desired). 

If Mobile is selected, be sure to specify the Carrier.  To send text messages to Members through Office, please see Marketing Wizard document. 

Note, if the phone number applies only for a designated time period, designate the appropriate Start and End Dates that the email address will apply for the Member.  If the Member has this schedule every year, click the Repeat Annually button.  Leaving these fields blank will designate that this phone number applies for the whole year. 

When finished, click Next to proceed.

 

Member Number 

Enter Member Number.  If Member is Spouse or Dependent, be sure to include proper suffix (ie -1 or -A).

When finished, click Next to proceed, and Finish to confirm completion.


 

Additional Tabs for Member Info

Once New Member Wizard is complete, the New Member Account is displayed and available for further editing. 

Membership Section

The Membership Section contains an opportunity to populate additional information about the Member.  For instance the following fields can be found on the Membership tab. 

 


Other Tabs available within the Membership section allow for further data gathering and Member establishment.

Groups Tab

Use this tab to add a Member to a Group not previously assigned in the Wizard, or to Delete a Member from a previously assigned Group.

 


Pictures Tab

Use this tab to add a Member’s Picture to their profile.


 

Preferences

Use this tab to add a Member’s Preferences.  Choose a Category, describe the Preference, and click Save.

 

To control the order in which Member's preferences appear, select the preference from the list and use the Move Up or Move Down buttons to reorder. Use the Delete button to delete a Member's preference all together. 

 

Scheduled Changes 

Use this tab to add a Scheduled Change of Member Type or Member Status, when the date is known and in the future.    

Specify the Type of Change to occur.  Indicate the new value, its effective date, and provide a reason.

 

Web Settings 

This section is ONLY for Clubsoft Links or Classic CSWEB website users.   

If a Clubessential/Axis Website is used, these fields should NOT be entered.

 

Communication Section

If Physical Address/Email, or Phone numbers were not populated previously in the Wizard, they can be added in the Communication section.  

Click on the desired tab and populate information as previously demonstrated.

 

 

Financial Information Section


If Member is a Spouse or Dependent:

 VERIFY Billing Member is correctly linked to the Primary Member.

 Note: Click Edit (next to Billing Member) to open Billing Member’s edit screen.

 

IF Member is Primary:

 VERIFY Billing Member is set to None.


A/R Activity

Use this tab to review Member Accounts Receivable/Payment History.  This is a view-only tab for Billing/Primary Members.  Options exist to view Dependent Activity, define time periods and statements, and to specify A/R Ledger.  

Direct links to the Member Aging Report as well as the Member’s Payment report are available at the bottom.  Double-click on a line-item in the Grid to gain additional details of the charge.

 

Bank Accounts 

Add Banking info on this tab if ACH payments are applicable.  Click the New Icon to add a bank account.  Click OK to move forward without specifying a token.  

Complete Member Bank Account Information, and click Save and Close.

 

Credit Cards

Add Credit Card info on this tab if credit card payments are applicable.  Click the New Icon to add a Credit Card.  Click OK to move forward without specifying a token.  

Complete Member Credit Card Information, and click Save and Close.

  


Billing 

The Billing Tab contains a summary of the Billing Schedules attached to the Member.  While it is most efficient and effective to add Billing Schedules at the Member Group and Member Type level, it is possible to add and delete Billing Schedules specific to the Member on this tab.  Assigned Billing Schedules are on the left.  Available Billing schedules are on the right.  Assign a schedule by selecting an Available schedule and clicking on the Left Arrow.  Conversely, to un-assign a schedule, click on the Assigned schedule, and then click the Right Arrow.  (Note: The un-assign function applies only to the Billing Schedules assigned at the Member level, and will not work for those assigned at the Member Group or Member Type level.)  Click on the Projected Billing Report to view billings projected for the future based on the schedules.  Additionally, click the New Billing Schedule button to create a new schedule for the Available list. 

 

Installment Billing

In addition to Billing Schedules, Installment Billings can also be viewed, and built from the Installment Billing tab.  To create a new Installment Billing, click the New button.  Define the Installment Billing parameters.  Note the Adjustments tab can be utilized to create billing adjustments.  Click Save and Close when setup is complete.

 

Credit Book/Gift Cards/Vouchers/Statements

These tabs are view-only tabs with information relevant to the Member’s Credit Book, Gift Card, Voucher balances, and Statements.

 

Late Fees 

To view and/or assign Late Fees to a Member, click the Late Fees tab.  The Member Specific Late Fees can be viewed in the top grid.  

To apply a late fee to the Member, check the box in the Selected column.  

To apply all, click the icon to the right of the grid with the list in it.  To unapply all, click the blank icon. 

Late Fees based on the Member’s type will display in the lower grid.

 

Minimums

To establish a Member’s Minimum spending requirements, click on the Minimums tab.  Complete the Details of the Minimum.  

Click View Minimum Activity button to view the Member Minimum Activity Report, containing the details of the Minimum to Spend, Minimum Spent details, and the Unspent amount.

 

 

Other Information Section 

Attachments

The attachments tab allows for document attachment to a Member’s file.  

To attach a new document (such as the Member’s Membership application), click the Attachments tab, click the New icon, complete the Attachment Editor screen, and click Save and Close.

 

 

 

Custom Fields

 Click on the Custom Fields tab to populate additional data regarding the Member.  

These Club defined fields allow a Club to capture additional items such as the Member’s Profession, Education level,  Boat Name, Hobbies, etc.

 

Notes

The Notes tab allows for additional free-form notes to be put on a Member’s Account.  

To attach a note, click on the Notes tab, click the New icon, enter a Name and Category for the note, type/format the note, and click Save and Close when complete.

 


Save and Close

Once changes/updates are complete, click Save and Close in the main heading area to save all changes/edits to the Member.


Best Practices 

To ensure New Members are set up consistently and desired Member data is populated, review the Manage Vendors Grid with various filters to identify blanks within the Membership database.

Strive to keep Member records updated with the most applicable data to ensure Club communication and Member experience is most effective.

FAQs

Q. How do I review Member details of a Member no longer on my Manage Members grid?

A. In the Manage Members grid, click on the Active icon to display All Records.  All records can be retrieved whether they have been inactivated or deleted.


Downloadable Guide

Membership Management - Guide