Membership Renewals

Manage the annual renewal process for your members.

Renewal Cycle

Most clubs operate on an annual renewal cycle:

1. Pre-renewal period (1-2 months before expiry)

   • System sends reminder emails
   • Members receive renewal notices

2. Renewal window (expiry date ± grace period)

   • Members can renew online
   • Staff can process renewals

3. Post-expiry (after grace period)

   • Membership marked as expired
   • Access may be restricted

Automated Reminders

Configure reminder emails:

1. Go to Settings > Renewals

2. Set reminder schedule:

   • 60 days before expiry
   • 30 days before expiry
   • 7 days before expiry
   • On expiry date
   • After expiry (lapsed member)

3. Customize email templates

4. Enable/disable as needed

Processing Renewals

Online Self-Service

Members can renew themselves:

1. Log into member portal
2. Click "Renew Membership"
3. Confirm details
4. Make payment
5. Receive confirmation

Staff-Assisted Renewal

For in-person or phone renewals:

1. Find member in directory
2. Click "Renew"
3. Update details if needed
4. Process payment
5. Print receipt if required

Bulk Renewals

For processing many renewals:

1. Go to Members > Renewals
2. Filter by expiry date
3. Select members to renew
4. Apply bulk renewal
5. Generate invoices

Grace Periods

Configure what happens after expiry:

Setting	Description
Grace period	Days after expiry before status changes
Late fee	Additional charge for late renewal
Access restriction	What expires first (booking, facility access)

Renewal Reports

Track your renewal progress:

• Renewal rate by month
• Outstanding renewals
• Lapsed member list
• Revenue from renewals