Home ClubOS: Memberships

ClubOS: Memberships

Manage memberships, credits, room bookings, events, updates, and member directory.

By Jeremy Crane

• 10 articles

Creating & Managing Updates (Feed, Reactions & SMS)

Club Updates are posts you share with your members — announcements, events, promotions, and community content. Members can react and comment. How to Create an Update 1. Go to the Club Feed 2. Click New Update 3. Write your message 4. Optionally add images 5. Choose whether to send an SMS notification to members 6. Click Post Update Types - Announcement — Important news or policy changes - Event — Upcoming events at your club - Promotion — Special offers, discounts, or credit bonuses - Community — Member spotlights, photos, and social content Reactions & Comments Members can: - React with emoji reactions (like, love, celebrate, etc.) - Comment on the update Reactions and comments create engagement and help you gauge member interest in different types of content. SMS Notifications When posting an update, toggle Send SMS to notify all active members via text message. Use this sparingly for important announcements to avoid notification fatigue. Managing Updates - Edit — Update the content of a post after publishing - Delete — Remove an update entirely - Pin — Pin important updates to the top of the feed Frequently Asked Questions Can I schedule updates in advance? Currently, updates are posted immediately. Create the post when you want it to go live. Who can post updates? Organization admins and authorized team members can create club updates.

Last updated on Jul 08, 2026

Member Directory & Featured Members

The Member Directory is a searchable list of all club members, accessible to other members for networking and community building. How to Access 1. Go to Members → Directory (or through the club app) What the Directory Shows - Member name and profile photo - Membership plan - Location - Featured member badge (if applicable) Featured Members Admins can designate certain members as "Featured" to highlight them in the directory. Featured members appear at the top and may have enhanced profile visibility. Use this for: - New member spotlights - Member of the month - VIP or high-tier plan members Privacy The directory respects member privacy settings. Members can control what information is visible to other members through their profile settings. Frequently Asked Questions Can members opt out of the directory? Yes. Members can hide their profile from the directory through their account settings.

Last updated on Jul 08, 2026

Booking Rooms & Rentals with Credits

Members with credits can use them to book rooms and vehicles instead of paying cash. How Credit Booking Works 1. Member selects a room or vehicle to book 2. The system checks if the booking requires credits (configured per-room) 3. If the member has enough credits, they're deducted on booking 4. The booking is confirmed Credit Requirements Each room can be configured to require a specific number and type of credits: - Club Credits — For room bookings and club amenities - Rental Credits — For vehicle rentals - No credits required — Some rooms may be free for all members Credit requirements are configured on each room's detail page (Settings → ClubOS → Rooms → [Room] → Credits). What If the Member Doesn't Have Enough Credits? The booking will not proceed until the member has sufficient credits. Options: - The member purchases more credits - An admin manually adds credits to their account - The member waits until their next billing cycle replenishes credits Frequently Asked Questions Can credits be used for partial payment? Credits cover the full cost of a booking. Partial credit usage (credits + cash) depends on your configuration. Are credits refunded if a booking is cancelled? Credit refund policies depend on your cancellation settings. Check with your organization's policy.

Last updated on Jul 08, 2026

Changing a Member's Payment Method

Update a member's credit card or bank account for automatic billing. How to Update 1. Open the membership detail view 2. Click Update Payment Method 3. Enter the new card details or ACH bank information 4. Click Save When to Update - Card expired — The member's card passed its expiration date - Payment failures — Repeated declines on the current card - Switching to ACH — Member wants to pay via bank transfer instead of card - New card — Member received a replacement card Impact on Billing The new payment method is used for all future charges. Existing unpaid invoices can be retried with the new payment method. Frequently Asked Questions Can a member update their own payment method? If the member has access to their account portal, they may be able to update it themselves. Otherwise, your team handles it. What's the difference between credit card and ACH? Credit cards process instantly. ACH bank transfers take 3-7 business days but typically have lower processing fees. The CC processing fee (set in ClubOS Settings) only applies to card payments, not ACH.

Last updated on Jul 08, 2026

Purchasing & Adjusting Member Credits

Credits are the currency members use to book rooms and vehicles. Admins can manually add or adjust a member's credit balance. How to Add Credits 1. Open the membership detail view 2. Click Add Credits 3. Select the credit type (Rental Credits or Club Credits) 4. Enter the number of credits 5. Add a reason (e.g., "Welcome bonus", "Compensation for issue") 6. Click Save Credit Types - Rental Credits — Used to book vehicles. Value set in ClubOS Settings (e.g., 1 credit = $50) - Club Credits — Used to book rooms and amenities. Value set in ClubOS Settings When to Adjust Credits - Welcome bonus — Give new members extra credits as a signup incentive - Service recovery — Compensate a member for a poor experience - Promotional — Run promotions offering bonus credits - Correction — Fix a credit balance error Credit Tracking All credit changes are recorded in the member's credit history with timestamps, amounts, and reasons. This provides a full audit trail. Frequently Asked Questions Can members purchase credits themselves? Members can purchase additional credits through the club app or portal, depending on your configuration. Do credits expire? Credit expiration depends on your plan settings. Some plans have rolling credits that don't expire; others reset monthly.

Last updated on Jul 08, 2026

Switching a Member's Plan

Move a member from one plan to another — upgrades, downgrades, or lateral moves. How to Switch 1. Open the membership detail view 2. Click Switch Plan 3. Select the new plan from the dropdown 4. Confirm What Happens - The member's plan changes to the new selection - The new plan's pricing takes effect from the next billing cycle - Credits may be adjusted based on the new plan's allocation - Benefits change to match the new plan (room access, credit amounts, etc.) Proration Plan switches take effect from the next billing cycle. The current cycle continues at the original rate. There is no mid-cycle proration. Frequently Asked Questions Can a member switch to a cheaper plan mid-cycle? Yes, but the old rate applies through the end of the current cycle. The new rate starts next cycle. Does switching reset the member's credits? Existing credits remain. The new plan's credit allocation applies from the next billing cycle.

Last updated on Jul 08, 2026

Pausing, Canceling & Reactivating Memberships

Manage the lifecycle of memberships by pausing, canceling, or reactivating them as needed. Pausing a Membership 1. Open the membership detail view 2. Click Pause 3. Confirm What happens: Billing is suspended. The member retains their existing credits but doesn't accumulate new ones. Their membership status changes to "Paused". They can still use existing credits. When to pause: Member going on vacation, temporary financial hardship, seasonal break. Canceling a Membership 1. Open the membership detail view 2. Click Cancel 3. Confirm What happens: Billing stops permanently. The member's status changes to "Cancelled". Their remaining credits may be forfeited depending on your policy. The membership record is preserved for history. When to cancel: Member requests termination, non-payment (after suspension), policy violation. Reactivating a Membership 1. Open a paused or cancelled membership 2. Click Reactivate 3. Confirm What happens: The membership returns to Active status. Billing resumes from the next cycle. If the member's payment method is still valid, charges resume automatically. Membership Status Flow Active → Paused → Active (temporary break) Active → Suspended → Paused (automatic due to failed payments) Active → Cancelled (permanent termination) Cancelled → Active (reactivation) Automatic Suspension If a member's payment fails 3 consecutive times, their membership is automatically suspended. After 7+ days suspended, it transitions to Paused. You can reactivate once the payment issue is resolved. Frequently Asked Questions Is there a cooling-off period after cancellation? No. Cancellation takes effect immediately. Reactivation is always available if the member changes their mind. Does pausing prorate the current month? Pausing stops future billing. The current billing period is not prorated — the member has already paid for it.

Last updated on Jul 08, 2026

Adding a New Membership

Create a new membership to sign up a member for one of your club plans. How to Add 1. Go to the Membership List 2. Click the + button 3. The Add Membership modal opens Required Information | Field | Description | | --- | --- | | Contact | Select an existing contact or create a new one | | Plan | Select from your live membership plans | | Payment Method | Add a credit card or ACH bank details | | Start Date | When the membership begins (defaults to today) | What Happens After Creation - The membership is created in Active status - If the plan has an initiation fee, it's charged immediately - The first monthly payment is scheduled based on the start date - Credits from the plan are added to the member's balance - If a membership agreement is configured, it's sent for signing Frequently Asked Questions Can I waive the initiation fee? The initiation fee is set on the plan. To waive it for a specific member, you'd need a plan variant without the fee, or adjust the invoice after creation. When is the first payment charged? The first monthly payment is typically charged on the start date or the first billing cycle date, depending on the plan configuration.

Last updated on Jul 08, 2026

Membership Detail View

The Membership Detail View shows everything about a single membership — billing, credits, payment history, and member information. How to Access 1. Click on any member in the Membership List What You'll See Header - Member name and contact info - Current plan and status badge - Action buttons (Pause, Cancel, Switch Plan, etc.) Billing Information - Monthly rate and billing cycle - Payment method (last 4 digits of card or ACH) - Next payment date - Payment history — every charge, success, and failure Credits - Current balance (rental credits and club credits) - Credit history — earned, spent, and adjusted credits Invoices All invoices generated for this membership with status (paid, unpaid, void). Available Actions - Pause Membership — Temporarily suspend billing - Cancel Membership — Permanently end the membership - Reactivate — Bring a paused or cancelled membership back to active - Switch Plan — Move the member to a different plan - Add Credits — Manually add rental or club credits - Update Payment Method — Change the member's card or ACH details Frequently Asked Questions Can I see why a payment failed? Yes. The payment history shows failure reasons from Stripe (declined, insufficient funds, expired card, etc.).

Last updated on Jul 08, 2026

Membership List View & Stats

The Membership List is your central hub for managing all club memberships. It shows every member, their plan, status, and key financial metrics. How to Access 1. Click Memberships in the left sidebar List Columns - Member Name — Click to open the membership detail view - Plan — Which membership plan they're on - Status — Active, Paused, Suspended, Cancelled - Monthly Rate — What they pay per billing cycle - Next Payment — Date of their next scheduled payment - Payment Method — Credit card or ACH - Credits — Current credit balance (rental and/or club credits) Membership Stats Above the list, key metrics are displayed: - Total Active Members — Count of active memberships - MRR (Monthly Recurring Revenue) — Total monthly revenue from memberships - Churn rate — Percentage of members who've cancelled recently Filtering & Search Use the search bar to find members by name, email, or phone. Filter by status, plan, or payment method to narrow the view. Frequently Asked Questions What do the status colors mean? Active = green, Paused = yellow, Suspended = orange, Cancelled = red. These help you quickly identify members who need attention. Where do I add a new membership? Click the + button in the toolbar. See "Adding a New Membership" for details.

Last updated on Jul 08, 2026