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Browser: Membership Settings

Where membership classes and billing settings live in the Browser

Membership billing in Club Caddie lives in two places, and knowing which is which saves a lot of headaches. The global schedule that controls when billing runs lives in Settings → Membership Settings. The per-class rules that control what gets charged live in Settings → Class Management. This article walks through the Membership Settings page so you can set your billing schedule, invoice options, and fees with confidence.

Before you start

This is a manager and billing administrator task. You usually set it up once during onboarding and revisit it when you add a new membership class or troubleshoot a billing issue.

Keep this mental model in mind as you go: Membership Settings controls the schedule (the "when"), and Class Management controls the per-class rules like how often a class bills and how much (the "what"). If you are looking for Due Type or Due Amount, those are not here. They live in Class Management.

How to get there

Step 1: Log in to Club Caddie.

Step 2: Go to Settings → Membership Settings.

Step 3: The page opens on the Membership Setting tab, which is the main configuration grid. You will also see a Late Fee tab and a Member portal Builder tab across the top.

The key settings, top to bottom

The Membership Setting tab is a long page. Here are the settings that matter most and what each one does.

Billing schedule

Billing Methodology sets whether billing runs on a single club-wide date or on each member's anniversary date. Most clubs use the club-wide billing date.

Monthly Billing Day is the day of the month billing runs. If you set it to 21, all recurring dues process on the 21st each cycle. This applies to every membership class regardless of how often the class bills.

Bill Classes On Billed Till Date is the most important toggle on the page, and its name does not make its job obvious. What it really controls is whether members pay before or after they use the facility.

  • Toggle OFF means advance billing. Members pay at the start of each period, before they play. This is what roughly 90% of clubs use, and it is the recommended default.
  • Toggle ON means accrual billing. Members use the facility first and pay at the end of the period. Only a minority of clubs need this for specific accounting reasons.

Changing this mid-cycle affects all members, so set it intentionally.

Invoice options

Invoice Due After Days sets how many days a member has to pay before the invoice is overdue. This field does double duty. It also drives late fees. If this is blank or set to 0, no late fee will fire even if you have a late fee rule set up. The default is 30.

Show Order Details In Invoice controls whether line-item order detail appears on the invoice.

Show Order Location Name on Ledger and Invoice Details adds the order location name to the ledger and invoice details.

Prevent Online Invoice Payments stops members from paying invoices online when turned on.

Enable Sub-Member Limit turns on the sub-member limit feature. The actual limit value (the maximum number of sub-members allowed) is set per class type in Class Management, not here. This is a count, not a dollar amount.

Show Notes on Invoice and Statements displays notes on invoices and statements.

Charge accounts and fees

Disable Membership Charge Account By Default controls whether new members get charging privileges automatically. When ON, new members do not get charge privileges automatically, and staff must enable them per member. When OFF, charging privileges apply from day one.

Member Class Assignments Should Be Paid By Charge Accounts controls whether the full class fee hits the charge account immediately when you assign a membership, or waits until after the Bill Till Date. Turn it OFF if you need time to enter a prorated credit first.

Require Chart of Account For Membership Ledger Adjustments requires a chart of account selection on membership ledger adjustments.

Charge Convenience Fee For Membership Payments is a dropdown with three choices: Inherit, True, or False. Inherit uses the value from the facility default, True charges a convenience fee on membership payments, and False does not. This is the global setting. The actual per-class fee values live in Class Management (Processing Fee column) and in the Class Type Club Sale Strategy popup, so check both places when you are working on fees.

Charge Convenience Fee For Membership Payments On Credit Cards is a checkbox that applies the fee to credit card payments.

Convenience Fee Percentage For Membership Payments is a number field with its own Submit button where you set the fee percentage.

Other options on the page

Allow Date-Specific Ledger Adjustments lets you post ledger adjustments to a specific date.

You will also find toggles near the top of the page for Membership Sign Up, Pay Now, Taxable Membership Processing Fee, Tax Include in Minimum, and Consider All Payment Types Towards Minimum Spend, plus a Membership Validations row (First Name, Last Name, Address, Email Id, Mobile No) that controls which fields are required during signup.

Further down you will find bulk invoice operations (Email Member Invoice, Bulk Export Invoice, Bulk Export Print Invoice), an AutoPay Billing Policy text block with a Save button, and an Invoice Footer Text block with its own Save button.

How proration works

When Prorate on Sale is enabled on a class (a per-class setting in Class Management), Club Caddie prorates the class automatically for online sign-ups. The proration strategy is calendar-based: 12/31 for annual classes, and 3/31, 6/30, 9/30, or 12/31 for quarterly classes.

When staff assign a membership manually, proration is not automatic. The same is true for any class where Prorate on Sale is off. In both cases, calculate it by hand:

  1. Set the Effective Date to the member's actual join date.
  2. Set the Bill Till Date to the last day of the month they joined.
  3. Calculate the prorated amount: (monthly dues ÷ days in month) × days remaining in month.
  4. Enter that amount manually as a ledger adjustment on the member's account.

For example, on $100/month dues for a member who joins on the 15th of a 30-day month with 16 days remaining: $100 ÷ 30 = $3.33/day × 16 days = $53.33 in prorated dues.

One thing worth telling members at sign-up: the first invoice after a mid-month join shows two months of charges, the prorated partial month plus the first full month. That is expected, but it surprises members who are not warned.

What Bill Till Date means

Bill Till Date is the date a member's dues are covered through. The system uses it to decide when to trigger the next billing cycle. For example, if billing runs on the 21st and a monthly member's charge processed on April 21, their Bill Till Date becomes May 20, and billing runs again on May 21.

Bill Till Date updates overnight. If billing ran today, the field may not show the new date until tomorrow morning. For manual mid-month sign-ups, staff set Bill Till Date to the last day of the join month.

How late fees work

Late fees fire automatically when a member has not paid within the grace period set by Invoice Due After Days. Once that window closes, the fee processes on the next overnight billing run. For example, if Invoice Due After Days is 20 and the invoice generates on the 1st, an unpaid balance triggers the late fee overnight on day 21.

Four settings decide whether a late fee fires
  • Invoice Due After Days is blank or 0. No due date means no late fee. This is the most common reason.
  • The invoice was marked paid. Even an incorrect payment clears the trigger. Check the ledger.
  • The balance is below the threshold. The "Don't bill if" fields in the Late Fee setup may be suppressing the charge.
  • Wrong class. Late fees are per class. Confirm the setting is on for that specific class.
Tips
  • The two-layer model is the thing to remember. Schedule lives in Membership Settings, per-class rules live in Class Management.
  • Describe billing behavior by what it does, not by the toggle name. "Members pay before they play" is clearer than "Bill Classes On Billed Till Date is off."
  • Always fill in Invoice Due After Days if you want late fees to work.
  • Tell members about the two-charge first invoice at sign-up so it does not catch them off guard.
Common questions

Where do I set how often dues bill, monthly, quarterly, or yearly?

In Settings → Class Management, not Membership Settings. Due Type is a per-class setting.

Why didn't the late fee fire?

Check Invoice Due After Days first. If it is blank or 0, no late fee fires regardless of whether a rule exists. Also check whether the invoice was accidentally marked paid.

What does "Bill Classes On Billed Till Date" actually control?

Whether members pay before or after they use the facility. OFF is advance billing (pay at the start of the period, recommended). ON is accrual billing (pay at the end of the period).

When does Bill Till Date update after billing runs?

Overnight. If billing ran today, the field reflects the new date tomorrow morning.

A member joined mid-month. What do I charge?

If they signed up online and Prorate on Sale is enabled on the class, the system prorates automatically. For a membership you assign by hand, calculate (monthly dues ÷ days in month) × days remaining and enter that as a ledger adjustment, then set Bill Till Date to the last day of the join month.