Edit Membership Categories

As an administrator, you may set up an unlimited number of membership categories. The membership categories will appear on the public Membership Rates & Discounts page, on the Registration Page (Step 3), Printable Registration Form, in the Subscription Table and Subscription Renewal.

Select Membership Categories from the Club Administration panel on the Welcome Page Menu. The Edit Membership Categories page appears.

Table

The Membership Categories table displays all the categories and has a column for most of the fields as described in the Editor (see below). All bar the Select and Delete columns are sortable. Click the column heading once to sort in ascending order, and again to sort in descending order.

Delete

Use the Delete column to select any categories you wish to delete, then click the Delete Selected link at the top right of the page.
Note: a category may not be deleted if it has been used for a subscription at any time in the past, if this is the case use the Editor to un-check the 'Currently Available at All' box instead.

Surcharge Calculator

This tool allows administrators to calculate the surcharge they would need to apply to a subscription in order to exactly cover fees charged by third party payment providers (e.g. PayPal or Google Checkout).

1. Click Show/Hide Surcharge Calculator to use this tool.

2. You can only set one default surcharge per membership category so you need to decide whether you will base the calculation on the standard Cost or the Early Payment Cost. You will also need to decide whether you will include the cost of the Joining Fee in the calculation. Once set, the default surcharge for this membership category will remain the same and be applied to all subscriptions, regardless of whether the Early Payment Cost and Joining Fee apply in this case. As with all subscription costs, the surcharge can be overridden by an administrator on an individual basis. To apply a surcharge that will always at least cover the third party fees, select the 'Cost' and 'Joining Fee' checkboxes.
   Note: You should not check both the Cost and Early Payment Cost checkboxes together.

3. If your club is VAT registered, check the VAT or tax checkbox.

4. In the '%' box you must enter the rate charged by the third party provider as a percentage. E.g. if the fee is 3.5% + 20p per transaction, enter '3.5' in this box.

5. In the '+ ' box you must enter any constant fee charged (in your own currency). E.g. if the fee is 3.5% + 20p per transaction, enter '0.20' in this box (for the 20p).

6. If your club is VAT registered, you must also select the Surcharge VAT or Tax Rate checkbox.

7. Next use the Select column of the table to pick the membership categories to which you want to apply this surcharge calculation.

8. At the bottom of the Surcharge Calculator box, click either Apply as PayPal Surcharge or Apply as Google Checkout Surcharge as appropriate. The table will refresh with the surcharges appearing in the appropriate column.
   Note: if your table has more than one page, the surcharges will only be calculated for categories selected on the visible page. To apply to all you must first select All from the Items per Page drop-down so that all categories are visible.
   VAT Note: The surcharges displayed exclude VAT. VAT for surcharges will be applied at the checkout at the rate set on the Club Settings page. If you need to change the VAT Rate for surcharges, you will need to re-calculate them.

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Add New Membership Category/Edit Link

Click the Add New Membership Category link at the top to open the Editor for a new category to be defined. You can also edit an existing category by clicking the Edit link in the table.

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Editor

In the editor you can set or review all the following parameters:

Category ID

A unique number automatically assigned by the database.

Category Name

The name of the Category e.g. "Junior Member".

Short Name

Make it short and snappy.

Description

Description to appear on the public Membership Rates & Discounts page and also on the Registration Page (Step 3) and Printable Registration Form. Briefly describe the membership category, who it is for, any requirements e.g. age group and any restrictions of membership rights e.g. Midweek = Mon-Fri only, in a maximum of 200 characters.

Duration (weeks)

Default duration for a subscription is one year. If your category applies to annual subscriptions, leave this column blank. Otherwise, for temp or trial memberships, enter the number of weeks for which a subscription of this category would be valid.

Cost

Enter the normal cost of the subscription, excluding any VAT or tax. This cost can be overridden on an individual basis by the administrator, e.g. if you are offering a late-season discount, using Subscription Manager.

Early Payment Cost

If your club offers a reduced cost for early payment, enter it here, excluding any VAT or tax. The early payment deadline date must be set on the Club Settings page. Subscriptions created before the deadline will default to the early payment cost and those after the deadline will automatically carry the normal cost. Administrators can override the subscription cost on an individual basis using Subscription Manager.

Joining Fee

If your club charges a Joining Fee to new members, this must be set for each membership category. If your club is VAT registered the joining fee must exclude VAT or tax, if applicable, and the Joining Fee VAT Rate must be set on the Club Settings page. The Joining Fee will be added, automatically, to subscriptions for new members or those returning after a break, but can be overridden on an individual basis by the administrator using Subscription Manager.

PayPal Surcharge & Google Checkout Surcharge

If your club accepts online payments via PayPal and/or Google Checkout (see Club Settings), PayPal and Google will charge the club a fee for every transaction. Your club can choose to carry the cost of the transaction, or pass it on to the member by adding it here.  You may, of course, set the surcharge to any figure you wish, but there is a Surcharge Calculator facility on the Membership Category Search Results page to help you work out exactly how much extra you would need to charge to cover the fees. Should you need to charge VAT on your surcharges, you should not include it here but set the Surcharge VAT Rate in Club Settings.

VAT Rate

If your club is not registered for VAT, select Not Registered from the drop-down. Otherwise select the appropriate rate for this membership category. The rate (as set in Edit VAT Rates) will be applied when a subscription of this category is paid. The actual VAT amount is calculated as and when required (e.g. when sending the Dates & Cost email or when a subscription is paid online) and therefore not recorded in the Subscription Table but only in the Payments Table once a subscription has been paid.

Available to New Applicants?

This defines which categories will be available at the Registration process. E.g. "Head Coach" would not because no new applicant can appoint himself "Head Coach". However, the previous year's Head Coach would find the category was available for renewal.

Currently Available at All?

Check this box unless you wish to make an old category obsolete. A category that has previously been used cannot be deleted; however, it can be made obsolete so that it is no longer available for members in the future.

New Applicants Only?

Check this box if the category is only available to new members e.g. 6 Week Trial Membership. If this box is checked the category will appear during the registration process but not on the renewal page.

Min Age

Enter the minimum age for a member wishing to join this category. E.g. Min. age for category "Junior" may be 6; min. age for "Full Adult" may be 16. Age limits are applied to the Season Start Date, which is set by the club, and are inclusive. So if a member is aged 16 on the 1st May (season start date) then that member would be eligible for the category "Full Adult "; however a member aged 5 on 1st May would not be eligible for category "Junior" that season. 

Max Age

Enter the maximum age for a member wishing to join this category. E.g. Max. age for category "Junior" may be 15. Age limits are applied to the Season Start Date, which is set by the club, and are inclusive. So if a member is aged 15 on the 1st May (season start date) then that member would be eligible for the category "Junior".

Use Save to save changes and close the Editor, Clear to clear the Editor and start afresh and Cancel to discard changes and close the Editor.

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