Creating a Supporters Club

Help Centre -

To setup a Supporters Club, go to Fundraising in the main menu and select Supporters Club.

The process of setting up an Supporters Club is detailed below:

Step 1

Name of Supporters Club - For example, 100 Club

Description of Supporters Club

Use this option to tell members why they should sign up.  The more detail you give on where the funds will be spent and the associated benefits, the more people are likely to sign up.

The description you enter will appear above the option for new members to select the Supporters Club on the registration form and within the members online account, at the point they click on the Supporters Club.

Cost of the Supporters Club - For example, £5.00

When members pay for this Supporters Club, is it a:

  1. One-off payment

  2. Recurring payment
    If it is a recurring payment, you will have the option to set the frequency's of Monthly, Quarterly, Bi-annually and Annually.

    So for example, John Smith registered for the Supporters Club on the 15th June and the renewal frequency was set Annually, John would receive an automatic renewal notice on the 15th June the following year.

     

Limit the number of members that can register for the Supporters Club?

If you want to limit the number of people that can register for the Supporters Club, you can set the maximum number here.

If you want the system to add people to a waiting list once the maximum number has been reached, you can by selecting Yes to the question 'When full, give an option to join a waiting list?'

People registering after the maximum number has been reached will be added to the system group 'Online registrations awaiting approval' (you can view that group under the main menu option 'Members'. Once you have approved the person from there, they will be added to the waiting list.

Step 2

Who can join the Supporters Club?  People associated to:

Here you can set which Membership Categories / Groups you want to have the ability to register for the Supporters Club.

Display the option to join the Supporters Club: 

  • On the registration form of the selected groups / categories?
    This option allows you to publish the Supporters Club on the registration form of the Groups / Categories selected in the question above.

  • As a standalone option for people to register for via the registration page?
    Select this option to display the Supporters Club in the main dropdown list of items to register for via the registration page.

  • In the members online account?
    Select 'Yes' if you wish to display the Supporters Club in the members online account.

 

When members pay, move or copy them to a new group?

You can choose to select one of two options when a member pays in for the Supporters Club; ‘Copy member to group’ and ‘Move member to group’. These options are useful if you want to be able to group together all the paid members for quick reference.

Typically, you would not select the 'Move' option for a Supporters Club that auto-renews as the member would be moved out of the group and future payment requests cancelled.

Step 3

Email Templates

The Supporters Club comes with its own set of email templates that are used when the system sends automated emails out.  

The email templates available depend on some of the settings entered during the setup of the Supporters Club.  For example, the renewal notification email template will only show if you have opted for a recurring payment.

All email templates are customisable and give you the option to select who they should come from, what the subject header should be, insert field data and add an attachment.

Here's a full list of templates:

Payment request email template

This email template is used when requesting payment from members added to the Supporters Club.  Added to the Supporters Club could mean adding someone individually, importing members via a spreadsheet or approving people that have registered online.  Each of those processes will purge the system to ask if you want to generate a payment request and this email will be used to request payment.

Welcome email template for people registering online

As the description suggests, this email template is sent to people registering online but is only sent if a person signs up for the Supporters Club as a standalone option.  

 

Overdue payment reminder email template

Within this template there is an option to switch this feature on and set after how many days of non-payment the reminder should be sent.

Renewal notification email

If your Supporters Club is set to auto-renew, this email template is used to send the renewal notifications to members. Includes the option to switch on / off the notifications.

 

Once you've inputted the settings for the Supporters Club, you can 'Save' or 'Save and build form for this Supporters Club'.  The latter will link you through to the form builder page.

 

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