New flag / status for the 7 days in which to "Please check new member's details"

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  • Updated 2 months ago
We would like there to be an easier way to see when members are either within the 7 days of just joining, or that has now passed.

The issue:

Club admins sometimes don't realise the 7 days has actually passed, and so they set a member's Category (which controls the subs they pay) thinking this will now set the subs correctly, but actually it's done nothing and the member's subs need to be written to their account manually. Seemingly the only way to catch this is to run the Committed Instalments report and look through it to see if members have £0 committed instalments. But again, we have certain members where they shouldn't be paying anything, so then you have to cross-check what their Category is. Which all becomes pretty arduous. (If there is a different / better way to do this please let us know!).

In addition, we have several club admins who administer the membership and when a new member is added, we have to assume that the club admin who added them, is taking responsibility to set that member's Category correctly. However, this process of assumption obviously has issues and results in the 7 days passing and the Category has not been set correctly.

(NB: Because we have many different subs options (and therefore Categories), we have set ClubBuzz up so that the default Category a player gets assigned to is called "Adult unassigned" and results in £0 subs being charged. There isn't really a default subs we can charge people, they have to tell us which option they want, so this is a safe approach to avoid people being charged the wrong amount.)

Suggested improvements:

For clubs using the Gold package, ideally we'd like to see something like the following:
  • In the members list screen, there to be another column/field that highlights how many days they have been a member (and perhaps when this gets over a certain number, e.g. a year, it just changes to "1 year +"). Ideally this would be colour coded so it's red/highlighted when within the 7 days so we know that member needs to be addressed. And the filter would need to be updated so data can be filtered using this criteria. (On that point, I don't know what the purpose of the "Status" column is on that screen. This seems to be either User or Member which is controlled by whether a person has registered already (User) or not (Member). However the next column, Last logged in, shows either a date or Never - which is exactly the same information, and much more useful because you can see how long ago they logged in. So I don't believe the Status column is serving much of a purpose and could be removed...)
  • In addition, under Financial Accounting > Member accounts it would be extremely helpful to add the Member Category as a column/field on this screen. So then it's much easier to look through and see what Category a member is. (I know you can filter according to the Category, but seeing it at a glance is much easier/quicker to spot any mistakes or issues). It's a bit manual, but this way we could at least search £0.00 on the screen and spot where members are not being charged but should be. Furthermore if a filter could be added so you could filter based on recent amount / balance amount that would also help.
And one final note: I know there are various reports that could be fun (and perhaps some of the above could be added to the reports) - but it's SO much more helpful if it's actually displayed with the members' details. This speeds up the administration process no end.

Many thanks.
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Charis

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Posted 2 months ago

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Charis

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An update on this: the fact that people can change a member's category and there's no warning for them that this is not affecting the current subs they are paying is becoming more of an issue. This could perhaps be managed if there were only a very small group of people who could change categories, but any captains or team managers are able to as well, so it's a big group.

The suggestions in my post above would really help, but at least could there be some check: i.e. when an admin is going to save a change to a member's category, it warns them if that member already has finances written to their account? (£0 or otherwise).