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Browser: Membership Settings

Membership Settings is where you control the global rules behind how Club Caddie handles members — billing schedule, what to collect at sign-up, charge account behavior, invoice formatting, and convenience fees. Most of this gets configured once during setup and revisited when something changes (or when troubleshooting why a late fee didn't fire or why a member's balance looks wrong).

Step-by-Step: Get to Membership Settings

Step 1: Click the gear icon at the bottom-left of the main navigation to open Settings.

Step 2: From the Settings left nav, click Membership Settings (between Manage Roles and Payroll Center).

Step 3: The page opens to the Membership Setting tab by default. The other two tabs are Late Fee and Member portal Builder.


Permissions

Settings access is controlled per role. If any of the fields below aren't visible in your environment, check Settings → Manage Roles to confirm your role has the right Settings permissions enabled. Backdated ledger adjustments also require the user's role to have ledger adjustment permissions, even if the global toggle is on.

What's on the page (top to bottom)

The Membership Setting tab is one long scrollable page divided into a series of blocks.

Top toggles

Membership Sign Up. The system-wide on/off for membership creation. When ON, you can convert a customer into a member from their profile. When OFF, the member-creation flow is hidden.

Pay Now. When ON, members see an instant Pay Now option on their account.

Taxable Membership Processing Fee. When ON, the convenience fee on membership payments is taxed.

Bill Classes On Billed Till Date. The single most important billing toggle.

  • OFF = advance billing (members pay at the start of each period — about 90% of clubs use this).

  • ON = accrual billing (members pay at the end of each period). Changing this mid-cycle affects every member.

Tax Include in Minimum. When ON, tax on a member's purchases counts toward their minimum spend requirement.

Consider All Payment Types Towards Minimum Spend. The label is the opposite of what it sounds like.

ON = only charges paid to the member's account count toward their minimum spend (the strict reading).

OFF = any payment method counts toward the minimum spend, no matter how the member paid (cash, check, card, account).

Membership Validations

A row of 5 toggles controlling which fields you collect on a member: First Name, Last Name, Address, Email Id, Mobile No. Turn each on for the data you want to capture from every member at the time you create their profile.


Charge Account & Convenience Fee

Disable Membership Charge Account By Default. When ON, newly-created memberships do NOT have charging privileges until a staff member or membership director grants them. When OFF, a new member can charge purchases to their account right from day one.

Member Class Assignments Should Be Paid By Charge Accounts. When the box is checked, the full class fee posts to the member's account immediately when the class is assigned.

Note: if you need to prorate, you'll need a manual ledger entry — checking this box does NOT prorate. When unchecked, dues don't post to the account until after the Billed Till Date.

Require Chart of Account For Membership Ledger Adjustments. When ON, a Chart of Account (GL code) selection is required before a ledger adjustment can be saved.

Charge Convenience Fee For Membership Payments. Dropdown. The global on/off for charging a convenience fee on membership payments. 

Charge Convenience Fee For Membership Payments On Credit Cards. Checkbox. When checked, the convenience fee only applies to credit card payments (not cash, check, or other tenders).

Convenience Fee Percentage For Membership Payments. Number input plus Submit button. Sets the global percentage charged on top of membership payments.

Where per-class fees actually get set: The Membership Settings fields above are the global setup.

The actual per-class fee value (Processing Fee) lives in Settings → Class Management → the Processing Fee column on the class list, AND inside each class's Action → Class Type Club Sale Strategy popup, where you can choose % or $ and set the amount.

Always set the per-class Processing Fee in addition to the global Membership Settings toggles.

Inventory display + ledger control

Show Member Prices on Inventory Labels. When ON, printed inventory labels include member-discounted prices.

Allow Date-Specific Ledger Adjustments. When ON, staff can enter a past date when creating a ledger adjustment on a member's profile, instead of being locked to today's date.

QuickBooks caveat: if QuickBooks is connected and there's a dated ledger adjustment prior to the last QB sync, you cannot backdate to before that sync date.

Bulk invoice operations

Three rows for sending or exporting member invoices in bulk. Each row has a date picker and a button:

  • Email Member Invoice — emails the invoices for the selected date.
  • Bulk Export Invoice — exports the invoices for the selected date; an optional Email field lets you send the export to a recipient.
  • Bulk Export Print Invoice — same idea as Bulk Export but produces a print-ready file.

AutoPay Billing Policy

A textarea where you write the AutoPay policy text. Example: "Please note, your saved card will be charged on the 28th of each month." Edit the text for desired message, then click Save.

Tip: If you change your Monthly Billing Day in Class Management, remember to update this text too so it matches.

Invoice configuration

Invoice Due After Days. Number field (default 30) plus Add Invoice Due After Days button. Sets how many days a member has to pay before the invoice is overdue.

Important: late fees won't fire if this is blank or 0.

Show Order Details In Invoice.

  • When ON, the invoice itemizes individual orders.

  • When OFF, the invoice shows a balance summary only.

Show Order Location Name on Ledger and Invoice Details.

  • When ON, the order location name appears on ledger entries and invoice details so multi-location facilities can tell which location a charge originated from.

Prevent Online Invoice Payments.

  • When ON, members cannot pay invoices through the online member portal — payment has to happen in person or by another method.

Enable Sub-Member Limit.

  • Global on/off for enforcing a cap on the number of sub-members a primary member can have. The actual count limit is set per class type, not here. See the callout below.

Show Notes on Invoice and Statements.

  • When ON, notes entered on an order appear on the printed or emailed invoice and on member statements. 

Caveat: only affects documents generated after the setting is enabled — invoices already sent are not retroactively updated.

Where the sub-member count limit gets set: Settings → Class Management → click into a class → Action menu → Class Type Club Sale Strategy popup. Each strategy row has a Sub-Member Limit column where you set the MAXIMUM NUMBER of sub-members allowed under a primary member of that class. Example: a Family pass might allow 4 sub-members. This is a COUNT of allowed sub-members, not a spending limit.

Invoice Footer Text

A textarea where you enter custom text that appears at the bottom of every member invoice. Click Save to apply.

 
Common Mistakes
  • Leaving Invoice Due After Days blank. Late fees won't fire without a due-after-days number filled in.
  • Flipping Bill Classes On Billed Till Date mid-cycle. This switches every active member from advance to accrual billing (or vice versa). Only change this with a clear plan in place — it affects every member's next charge.
  • Misreading "Consider All Payment Types Towards Minimum Spend." The toggle behaves opposite to how the label reads. If you want any payment to count toward minimum spend, leave it OFF — not ON.
  • Not enabling Show Order Location Name for multi-location facilities. Without it, members at multi-course facilities can't tell which location a charge came from.
  • Assuming the new fields apply to old invoices. Show Notes on Invoice and Statements only changes documents generated after you turn it on. Invoices already sent stay as they were.
  • Setting Enable Sub-Member Limit and expecting a value here. The Membership Settings toggle is just the global on/off. The actual count (how many sub-members are allowed) is set per class in Class Management → Action → Class Type Club Sale Strategy.