Members

The Members area in the Club Management Portal is where you find, create, and manage every member account in your club. This is where you handle membership details, review renewal status, update contact information, assign roles, and run actions like recording payments or sending password resets.

Who can use this area

Members is available to Administrators and Member Managers. Some features — like the Roles Selector panel — are limited to Administrators. Certain highly privileged accounts have extra edit and delete protections.

Finding members

Search by member ID, first name, last name, or email. On the index page, you can sort by common columns and use filters like Active, Membership Type, Membership Status, Renewal Period Due, and Last Login.

Click any member row to open their detail view — membership information, renewals, transactions, notes, roles, and available actions. Click Edit [] from there to make changes.

Creating a member account

1. Open Members under Club Management.
2. Click Create.
3. Enter the core fields: first name, last name, email, membership status, and joined date.
4. Select a Membership Type if it's already known.
5. Fill in personal information fields as applicable: phone, country, address, city, state/province, postal code.
6. Save.

About Joined Date: This drives renewal-period calculations. If you enter a 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 won't interfere with current renewals.

Administrators and Member Managers can save a member record even when some personal fields or required custom fields are still missing. Members can also update much of their own information later from their profile, so you don't always need every detail upfront.

The Membership section

The detail view shows the member's current standing:

• Membership Type — which renewal rules apply
• Membership Status — Paid, Unpaid, Late, or Lapsed
• Joined Date — used to calculate renewal timing
• Current renewal period dates — visible on the detail view
• Next renewal period dates — shown when the member is currently Paid
• Membership Renewals — the member's renewal history
• Transactions — payment and related transaction records

Recording dues payments

Don't use Membership Status by itself to record an offline payment. If the member has an unpaid, late, or delinquent renewal, Clubistry will guide you to record the payment properly.

To record an offline dues payment: open the member record and use Register Payment or Manually Register Dues Payment from the detail page or the Actions [] menu. When dues are paid through the website, the payment and renewal processing are recorded automatically.

Personal information and privacy

The personal information panel includes phone, address, communication preferences, active status, admin notes, and last login. Last Login shows whether the account has ever been accessed and when.

Active is separate from Membership Status — a member can be active or inactive regardless of whether they're paid, unpaid, late, or lapsed. Admin Notes are internal only and never shown on the website.

Roster privacy

Members control whether their email, phone, and mailing address appear on the Roster through these settings: Show Email Roster, Show Phone Roster, Show Address Roster.

Board page privacy

For members who appear on the Board page, separate settings control contact visibility there: Show Email Board, Show Phone Board, Show Address Board.

Member custom fields

Custom fields created under Membership Tools appear automatically on member accounts. Only fields configured for member use show up in this panel. 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 and custom roles to a member. This is how you give someone access like Member Manager or any other role your club uses. In most clubs, only Administrators should make role changes. Changing roles can affect both Club Management Portal access and what the member can see on the website.

Actions

Actions are available from the Actions menu on the member detail view, or as bulk actions when you select members from the index. Common member actions include:

The actions you see depend on your role and the record you're viewing.

Important cautions

• Setting a member to Lapsed can remove their access to member-only areas. If the person also has admin or task-role access, the system requires confirmation before saving.
• A non-member administrator or task-role account cannot be set to Lapsed.
• You cannot set your own account to Lapsed.
• The System Notes panel shows the record's internal edit log.

Related topics

• Actions - Where actions appear and how to use them.
• Dues and Renewals - How renewals and dues payments are handled.
• Member Custom Fields - How custom member fields are created and managed.
• Member Profile - The self-service page members use to update their own information.
• Roles - How roles affect access and responsibilities.
• Lapsed Members - What changes when a member lapses.