Dues and Renewals

Use Dues and Renewals tools to monitor renewal periods, review unpaid and late renewals, record offline dues payments, and confirm that renewal transactions were created correctly.

Who can use these tools?

Dues and renewal management is intended for Member Managers, Administrators, and Super Admins.
The main resources for this workflow appear under Club Management: Members, Membership Renewals, and Renewal Transactions.
Reminder timing is configured on Membership Types, while reminder content is managed under Membership Tools > Reminders/Notifications.

Where to manage dues and renewals

Use Members when you want to review one member's current renewal dates, next renewal dates, membership status, and renewal history.
Use Membership Renewals when you want to review or edit renewal records across the club.
Use Renewal Transactions when you want to review payment records that were created from Stripe or from manual payment entry.

How the renewal process runs automatically

Clubistry runs renewal processing once per day for each tenant.
The scheduled command runs daily at 7:00 AM.
Only active members are included in the daily run.
Members without a membership type are skipped.
Before renewals are processed, Clubistry recalculates stored renewal-period dates for members.
When a member reaches the start of a new renewal period and does not already have an open unpaid renewal for that period, Clubistry creates a new Membership Renewal record.
For non-zero renewals, the member's membership status is changed to unpaid and the Start of Renewal Period reminder can be sent.
For zero-dollar renewals, Clubistry creates the renewal as paid, creates a zero-dollar transaction, keeps the member paid, and sends a payment confirmation email.
For calendar-based membership types, if a member joins after the current renewal period has already started, the first renewal is normally pushed to the next renewal cycle.

Renewal statuses and member statuses

Renewal records use the statuses paid, unpaid, late, and delinquent.
Member accounts are updated separately with membership statuses such as paid, unpaid, late, and lapsed.
At the start of the renewal period, a new non-zero renewal is created as unpaid.
When the due date passes without enough payment, the renewal becomes late and the member's membership status also becomes late.
When the grace period ends without enough payment, the renewal becomes delinquent and the member's membership status becomes lapsed.

How renewal amounts are calculated

A new renewal starts with Dues Price + Processing Fee from the member's membership type.
When an unpaid renewal moves to late, Clubistry updates the renewal amount to include the Late Fee.
The renewal's displayed amount due is based on the renewal amount minus all successful attached transactions.
If you need to remove a late fee or reduce the amount due, edit the renewal amount before registering the payment.

Reviewing renewal information on a member record

On a member detail page, the Current Renewal Period section shows Period Starts, Period Due, and Grace Period Ends.
When the member is currently paid, the page also shows the Next Renewal Period dates.
The Membership Renewals relationship on the member record shows the member's renewal history.
The Check Membership Status action is available from the top-right Actions menu on the member detail page when you need to manually re-check renewal processing for a member.

Where to find renewal and payment actions

On a member detail page, open the top-right Actions menu to use Check Membership Status or Register Payment.
On Membership Renewals, the Pay button is a shortcut that opens the renewal and launches Manually Register Dues Payment.
Some clubs may also see other action menus or shortcut buttons depending on role and page.
For a fuller explanation of where action menus and shortcut buttons appear, see Actions.

Recording dues payments

Online payments

When a member pays dues through the website, the Stripe webhook records the payment automatically.
Clubistry creates a success transaction, attaches it to the related renewal, updates the renewal to paid when the balance is covered, updates the member's membership status to paid, and sends a payment confirmation email.
The Stripe connection itself is part of initial setup, while renewal-specific payment handling and status changes are managed here.

Offline or manually entered payments

Open the member's detail page and use Register Payment, or open the renewal record and use Pay / Manually Register Dues Payment.
Choose the payment type, such as Stripe, PayPal, Cash, Check, or Other.
Enter the amount being recorded and any internal notes.
Save the action.
If the total successful payments attached to that renewal meet or exceed the amount due, Clubistry marks the renewal paid and the member's membership status paid.

Notes:

Manual payment entry creates a Renewal Transaction record and attaches it to the relevant renewal.
If the payment does not fully cover the amount due, the payment is recorded but the membership is not made active yet.
On the member detail page, the help text explains that amount adjustments should be made on the renewal before the payment is recorded.

Working in Membership Renewals

Search renewals by ID or by member first name, last name, or email.
Use filters and columns to review renewal dates, status, membership type, total amount, amount paid, and amount due.
The index includes a Pay shortcut for unpaid, late, and delinquent renewals.
On detail and edit views, you can update the renewal amount, dates, admin notes, and status when a correction is truly needed.
Authorized users can also create a renewal manually from this resource when special handling is needed, but automatic generation is the normal workflow.
Existing transactions cannot be manually attached from the renewal resource; dues payment actions attach them automatically when they are created.

Working in Renewal Transactions

Renewal Transactions is the payment history resource for dues payments.
Transactions can be searched and reviewed there, including payment type, amount, created date, notes, and related renewals.
Transactions cannot be created directly from the Renewal Transactions resource.
Most transaction records are created either by Stripe website payments or by the manual payment actions on member or renewal records.

Renewal reminder and status emails

Start of Renewal Period is sent when a non-zero renewal is generated and the member enters the unpaid renewal window.
Due Date Reminder emails are sent based on the reminder schedule configured on the membership type while the renewal is unpaid.
Start of Grace Period is sent when the member becomes late.
End Of Grace Period Reminder emails are sent based on the grace-period reminder schedule while the renewal is late.
Membership Lapsed is sent when the grace period ends and the membership lapses.
The renewal record controls status and dates, the membership type controls reminder timing, and Reminders/Notifications controls the email content.

Important cautions

Do not manually change a member's Membership Status to paid when there is an open unpaid renewal. The correct workflow is to record the dues payment.
Do not treat a manual status change on a renewal as a substitute for recording a payment. Club Management Portal explicitly warns that changing status does not create a transaction.
Inactive members are not included in the daily renewal-processing command.
Changes to membership type pricing or renewal rules can affect new renewals and amount calculations for members using that membership type.
If you manually create or edit renewals, review the dates, amount, related membership type, and member status together so the record stays consistent.