Limiting the Number of Members on an Account by Account Type

Modified on Tue, 13 Dec 2022 at 08:04 AM


What does this do:
This feature adds the ability to restrict the number of members that users are allowed to add to their accounts based off of the account type. This is perfect for managing the bulk of your membership in terms of ensuring that each membership type abides by the member limits set by your club.

This will also help clubs that do NOT allow members to add members to their account at all but still want to allow new members who are put into the Offered Membership account type to add their family members before proceeding. This new feature moves the responsibility of admins having to add members to new accounts to the new account holder while still preventing existing members from adding members to their account!

Where to set up your limits:

Go to Member Splash Settings > Forms

The settings “Allow Users to Add Members” has been replaced/enhanced by the setting “Restrict Number of Members Users Can Add By Account Type”



Here you will assign the max. number of members you allow on each account type ie. Family 8, Couple 2, Single 1. Specifically for the Offered Membership account type, you may want to leave that Unlimited allowing new members to add any number of family members with no restriction. Once they purchase their Family, Couple, Single Memberships, you can then do a simple audit to remove any family members over the limit of the membership purchased. Once this has been established and their account paid for, they will NOT be allowed to add back any member over the limits set here.

When an account has reached their limit, members do not get deleted or deactivated, the accounts simply cannot add more members and this message appears. In order to add a new member, the person would need to delete a current member to free up the space. If they plan to upgrade to a larger membership, they'll have to reach out to the club admin per your instructions (ie email, form etc).

Note: The Houseguest member type (or any paying member type like Nanny, babysitter, caregiver)  is not included in this max. member count because they are paid for via a product and are only temporarily added to an account for the season. So a family membership with a max of 6 members could have a 7th person on their account if they paid a club fee to have her on the account.

How to audit existing member #s:

For both new and existing customers, after setting your max. limits in settings, you will want to do a simple audit to remove or contact any accounts that have more than the maximum members allowed on an account. When you find an account with more members than allowed, you can ask them to upgrade to the next membership level or you can delete any members over the limit. To do so, you simply perform a few account type audits as shown below.

Go to Membership > Accounts
Select the blue Manage Filters button and select the account type you would like to audit. In this case I am auditing Bonded Couple account types. In the Choose Standard Field to Display in Results choose #Members. Hit Select Settings. You can clearly see that all of the Couple accounts with the exception of one has two members. The one account that is over the limit will need to be notified and corrected. Assuming you remove the 3rd member, they will NOT be allowed to add any additional members back now that your settings are in place. What you are doing is basically doing a one time clean up to your existing membership now that this new member limit feature is in place.

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