Settings - Membership Settings (video 7:41)
Article Contents-
In Club Caddie, the membership settings are crucial to managing your club operations effectively. This knowledge-based article will guide you through the membership settings, offering a detailed understanding of each option, ensuring you make the most of what Club Caddie has to offer.VIDEO:
Step- By -Step-
Step 1:- Click on Gear Wheel Icon(Setting) from the right top corner of ClubCaddie.
Step 2:- Select "Membership Setting" from the left row of the window.
Step 3:- Here, you need to set settings like:
Membership Sign Up - This refers to the feature or process allowing individuals to register or enroll as members found in the left-hand corner of the customer profile.
Pay Now - When selected, it initiates the process to immediately charge a member or customer, using their stored payment information or allowing them to enter payment details for immediate billing.
Taxable Membership Processing Fee - This pertains to any administrative or service fees associated with processing a membership. If designated as 'taxable', then tax is applied to this fee when billed. The rate of tax would typically adhere to local tax laws and regulations.
Bill Classes on Billed Till Date - This setting determines the billing cycle for membership dues or fees. When toggled on, recurring fees (whether monthly, quarterly, or annually) will be charged at the end of the billing cycle and placed on the next invoice (paying ahead of time). When toggled off, the fees will be charged at the beginning of the next cycle (paying at the end of a cycle).
Tax Included in Minimum - Refers to whether the tax amount is counted towards a member's minimum total (e.g., a spending minimum at a club). If this is toggled on, the tax from purchases will count towards any minimum spending requirements set by the club or organization.
Consider All Payment Types Towards Minimum Spend - This setting determines which payments count towards any spending minimums. Only charges made directly to a member's account will count if toggled on. If toggled off, any form of payment, including cash or credit card purchases at the facility, will count towards the member's minimum spend.
Membership Validations- These criteria or fields must be completed when registering or updating a membership profile. This ensures that all necessary information is gathered and that entries are standardized across the platform or system.
Disable Membership Charge Account By Default- When toggled on, whenever you create a new member, they will not have the membership charge account option.
Member Class Assignments Should be Paid by Charge Accounts - Refers to the setting that determines if costs associated with class assignments for members should be automatically billed to their established membership accounts. If toggled on, the charges for these classes will be added to the member's account rather than requiring an immediate out-of-pocket payment.
Require Chart of Account for Membership Ledger Adjustments -This setting dictates that any financial adjustment made to a member's ledger (like credits or refunds) needs to be associated with a specific chart of accounts entry. This can be essential for accounting and financial tracking, especially when integrating with software like QuickBooks.
*Billing Methodology - Individual billing date or Club wide billing date.
*Monthly Billing Day - This is the date that the invoices will be generated.
*Day For Recurring Billing Charge - This is the date that the customer would automatically get charged for the amount of their invoice.
*Automatically Charge Invoices - If toggled on, customers will be charged by Credit/Debit card or ACH that's set up in their profile.
*Automatically Email Invoice After Generation - A feature that, when activated, sends out an invoice via email to the member or customer as soon as it's generated. This automates the billing communication process.
*Automatically Email Invoices After Generation in Day - A variation of the above setting, this specifies a delay in days after the generation of the invoice before it is automatically emailed. For instance, if set to "3", the invoice would be emailed on the fourth day.
* - These settings are typically set up during the onboarding process. If you need to adjust these settings, please reach out to support at support@clubcaddie.com.
Email Member Invoice - Select the date you wish to send members their invoices manually by click on the date, followed by Email Member Invoice.
Bulk Export Invoice - Select the date and email that you want to bulk export all invoices too.
Bulk Export Print Invoice - Select the date and email that you want to bulk export the invoices for members that have the setting Requires Physical Invoice checked in their profile.
Auto-Pay Billing Policy - Refers to the policy or method by which members' dues or charges are automatically deducted or billed from their stored payment method at regular intervals. This setting often comes with conditions or notifications about when and how the auto-billing occurs.
Invoice Due After Days -This establishes the timeline for when an invoice payment is due. For instance, if set to "15", it means that once an invoice is generated or sent, the recipient has 15 days to make the payment before it's considered overdue and late fees are applied.
Show Order Details in Invoice - When toggled on, this setting ensures that the invoice will list out itemized details of purchases like food and beverage items or specific services availed. This provides members with a detailed breakdown of their charges.
Prevent Online Invoice Payments - If this feature is activated, members or customers will not be allowed to pay their invoices through online methods or portals. They would need to use alternative payment methods to settle their accounts.
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