How do I track and approve my members' memberships?
On your membership management page, the Members section brings together three views: Members (the list of all members), To process (requests waiting for your approval or a payment) and Declined. This is where you approve registrations, record a payment received in cash, and manage each member's record day to day.
Your list of members
The Members tab shows each member with their membership number, plan, options, validity period and the amount paid. Search by name, email or membership number in the search bar, and filter the list:
| Filter | What it shows |
|---|---|
| All | All members, whatever their status. |
| Active | Memberships that are currently valid. |
| Expired | Memberships whose end date has passed. |
| Pending | Memberships whose payment has not yet arrived. |
| Cancelled | Memberships that have been cancelled. |
The Unpaid button shows only the members who still have a balance to pay (an option, a top-up, or an unpaid amount). And when a single order registers several people at once, for example a family plan, a Group badge links them together in the list.
Approving membership requests
If you have turned on Requires approval in the membership settings (see how to create a membership campaign), every registration must first go through you: the future member sees a Send my request button instead of a direct payment, and the request lands in the To process tab, with two sub-views: All, To approve and Payment pending. The step-by-step details are also in the training course Approving membership requests.
Approving a request
- Open the To process tab and choose the request.
- Click Approve.
- If the plan is paid, choose when the membership starts: Approve now (active immediately) or on payment. In that case, a payment link is created and you can send it to the member by email, or find it here to copy it later.
Declining a request
From the same list, Decline the request moves it to the Declined tab. If the member has already paid, Decline and refund cancels their request and returns their money. A request declined by mistake can be put back in the list to process.
Recording a member who paid offline
Two situations, two buttons:
- Add a member registers someone manually: their contact details, plan, options and answers to the form, then the payment received (Cash, Cheque or Bank transfer), or no payment if the membership is free, or leave it as "to pay" for a payment link sent later. A box, ticked by default, sends the membership card by email as soon as the member is saved — or the payment link, if the membership is still unpaid.
- For a member who has already registered online but pays in cash or by cheque at your office, open their record and click I've been paid: their membership is approved without them having to go through an online payment again.
Good to know: you can also bring in an entire existing list in one go. See Importing a list below.
Managing a member's record
In the list, click Manage to open a member's record. You can:
- Edit their details, including their email;
- Change plan if they need to move to a different plan;
- add or remove Options;
- Resend the membership card if they have lost it, with the same number and the same QR code;
- Mark as expired their membership;
- Reactivate a membership marked as expired;
- cancel the membership, or refund it if an online payment is linked to it.
To find out everything about the card itself (what the QR code shows, how to check it at the entrance), read how the digital membership card works.
Importing and exporting your list
If you already have a list of members in a spreadsheet, Import a file saves you from retyping everything. First download the Excel template or the CSV template: it automatically recognises the columns First name, Last name, Email, Phone, Plan, Amount, Payment, Start date, End date, Note, as well as one column per option or per question in your form. The import takes place in two stages: a preview first shows you what will be created, line by line, then you confirm the import. Duplicates (an email that is already a member) are skipped and flagged. Sending cards by email is unticked by default, so that hundreds of people are not notified at once when you are importing past records.
In the other direction, the Export members button downloads your list as Excel, CSV or PDF.
Writing to your members
In the Mailing section of the membership, choose your recipients: All members, Active members, Expiring soon (those whose membership ends within 30 days) or Expired members, to prompt a renewal — in addition to the automatic reminders described in how membership renewal works. Write your message; the preview before sending helps you avoid surprises.
Important: each association can send up to 500 emails a month, a quota shared between bulk emails for memberships, ticketing and the shop, and reset on the first of the month. The number remaining is shown before you send.
Key takeaways
- The Members section has three views: Members, To process and Declined.
- A membership that requires approval waits for your approval before payment: you choose to activate it immediately or on payment.
- A payment received in person is approved with I've been paid, or added directly with Add a member.
- A member's record lets you change their plan, resend their card, or mark their membership as expired.
- Import a file and Export members save you time with a large list.