Members

Use the Members area to find, create, and update member accounts in the Club Management Portal. This is where you manage membership details, review renewal timing, check whether a member has logged in, update privacy settings, and use member-related actions when needed.

Who can use this page?

The Members page is intended for Administrators and Member Managers.
Some parts of the page, such as the Roles panel, may only be available to Administrators.
Some highly privileged accounts have extra edit and delete protections.

Finding member accounts

Search the Members list by member ID, first name, last name, or email address.
On the index view, you can sort by common columns and use available filters such as Active, Membership Type, Membership Status, Renewal Period Due, and Last Login when those columns are shown.
Open any member record to see full details, membership renewals, transactions, notes, roles, and actions.

Creating a member account

Open Club Management > Members.
Click Create.
Enter the core account fields, including first name, last name, email address, membership status, and joined date.
Select a membership type if it is already known.
Complete the personal information fields such as phone, country, address, city, state/province when applicable, and postal code.
Save the member account.

Notes:

Joined Date is important because it drives renewal-period calculations.
If you enter a joined date that falls inside the current renewal period, the system may create the next renewal period and skip the current one.
If the exact joined date is unknown, use a safe date in the past that will not interfere with current renewals.
Administrators and Member Managers can save a member record even when some personal fields or required member custom fields are still missing.
Members can also update much of their own information later from their website profile, so you do not always need every detail before creating the account.

Understanding the Membership section

Membership Type determines which renewal rules apply to the member.
Membership Status shows the member's current standing: Paid, Unpaid, Late, or Lapsed.
Joined Date is used to calculate renewal timing.
On the detail view, the current renewal period dates are shown for the member.
When the member's current status is Paid, the detail view also shows the next renewal period dates.
The Membership Renewals area shows the member's renewal history.
The Transactions area shows payments and other related transactions.

Recording dues correctly

Do not use Membership Status by itself to record an offline dues payment.
If a member already has an unpaid, late, or delinquent renewal record, Clubistry will guide you to record the payment instead of simply changing the status.
To record an offline dues payment, open the member record and use Register Payment / Manually Register Dues Payment from the detail page or the top-right Actions menu.
When dues are paid through the website, the payment and renewal processing are recorded automatically.

Personal information and privacy

The Member Personal Information panel includes phone, country, address, address line 2, city, state/province, postal code, communication preference, active status, admin notes, and last login.
Last Login helps you see whether the member account has ever been accessed and, if so, when it was last used.
Receive Electronic Communications controls whether the member has opted in to club communications.
Active is separate from Membership Status. A member can be active or inactive and also paid, unpaid, late, or lapsed.
Admin Notes are internal only and are not shown on the website.
Members can update much of this same information for themselves from their profile page after they log in.

Roster privacy

Show Email Roster controls whether the member's email appears on the member roster.
Show Phone Roster controls whether the member's phone appears on the member roster.
Show Address Roster controls whether the member's mailing address appears on the member roster.

Board page privacy

These settings matter only for members who appear on the Board page.
Show Email Board controls whether the member's email appears on the Board page.
Show Phone Board controls whether the member's phone appears on the Board page.
Show Address Board controls whether the member's mailing address appears on the Board page.

Member custom fields

Member custom fields are created from Member Custom Fields and then appear automatically on member accounts.
Only fields configured for member use appear in this panel.
These fields let your club collect additional details that are important to your own workflow.
Required custom fields are enforced more strictly for regular member edits than for Administrators and Member Managers.

Roles

The Roles panel is where you assign system roles and club roles to a member account.
This is where you would give someone access such as Member Manager or another role used by your club.
In many clubs, only Administrators should make role changes.
Changing roles can affect both Club Management Portal access and what the member can view or do on the website.

Actions available on member records

Actions are available from the top-right Actions menu on a member detail page.
On the Members index page, you can also select one or more members and use the bulk Actions dropdown.
Some actions may also appear inline in the list when that is helpful.
Common actions include:
- Check Membership Status
- Email Account Information
- Register Payment
- Send User Password Reset Email
- Assign Membership Type
- Send Email Notification
The actions you see depend on your role and the member record you are viewing.
For a fuller explanation of where Actions appear, see Actions.

Important cautions

Setting a member to Lapsed can remove that person's access to member-only areas.
If the person is both a member and has admin or task-role access, the system requires confirmation before saving the record as Lapsed.
A non-member administrator or task-role account cannot be set to Lapsed.
You cannot set your own account to Lapsed.
Some highly privileged accounts have extra edit and delete protections.
The System Notes panel shows the record's internal edit log.