Accounts are the basic level of your club members.
In general, an "Account" represents a family unit, and the "Members" on the account are the spouses, partners, children, grandparents, etc. on the account. The Account is the top level, and Members are everyone underneath that account.
The account number is the foundation of the account. It ties together the owner of the account, members, billing, invoicing, point of contact, and a host of other items.
💡 A Word About Account Numbers
Account numbers are primary keys tying your members' information together. Account #s are assigned when the account is opened and are assigned in sequential order. An account # cannot be modified, altered, selected, or reused.
Adding an Account
Go to the Dashboard. Then select Membership > Accounts. Click the Add Account button in the top right corner.
This opens the Add an Account window, organized into four sections: Account details, Address, Billing contact, and Emergency contact. Fields marked with an asterisk (*) are required.
Account Details
Fields in this section include:
Account type*: Select from the configured account types (drop-down menu)
Payment status: Choose Paid, Unpaid, or Pending
User role: Select Board, Manager, Staff, or Member
User name*
Password* and Confirm password*
Legacy Acct #
Address
Enter the account's street address. Start typing to search, and select the matching address to auto-fill the remaining address fields (City, State, Zip).
Billing Contact
This section captures information for the account's initial billing contact:
First name* and Last name*
Member type*: Select from the configured member types (drop-down menu)
Gender
Birthdate
Email
Home phone and Work phone
Email login info to the member: Check this box if you want the system to automatically send this member their login information
Emergency Contact
Optionally, enter a Full name and Phone number for an emergency contact on the account.
Saving the Account
Once all details are entered, click Add account in the lower right corner to save. Click Cancel to close the window without saving.
💡A word about emails on the account.
Network WordPress sites use the email as a unique identifier for all accounts. Because of this underlying logic, no two accounts can have the same email address. Where you will see this rule put into place is when you set up a new account for a member who is already a member at a different club on our network. You will get a notification that says "this email is already in use." To get around this, do one of the following:
Use an alternate email address for the member.
Have the member contact their current club and ask for the email address at that club to be changed to a different or junk email (closing the account will not free up the email).
If your member uses a Google email account, there is an alias workaround you can use. If the member's Google email is [email protected], they have several aliases associated with it. You can enter [email protected] and it will still deliver to [email protected]. This lets you bypass the duplicate check while the member still gets emails from your club.
If your member has no email alternative and can't remember which club they're associated with, we can still help by letting them know the name of the club that has their email on file. The member can then contact that club directly and proceed with #2 above.