A renewal is a member you already have, at a price you have already published, so there is nothing to approve and usually nothing for the member to do.
- Set upStart next year and open it. A renewal only ever renews into an open year.
- AskSend the renewal notices. Everybody who held a membership last year gets their own link.
- AskMost people do nothing at all. Last year’s Direct Debit collects this year untouched. Anybody not coming back says so on their link, in one press.
- Due soonSend a reminder. Home tells you how many have not answered. It goes to them alone, and nobody is reminded twice.
- CollectGive everybody else a subscription, then collect.
- CollectChase what is left, and close last year.
The top of the Money screen shows the same three steps, Set up, Ask and Collect, and how many people each is about. Nothing on it happens by itself: every send is a press of yours. In your first year nobody needs renewing, so it moves straight on to collecting.
Before you send
Check and send opens a screen with the jobs down one side. Pick one and the people it is about are next to it, a row each, with every gap on that person on the same line. So you meet somebody once, and fill in their date of birth and address together.
- who there is nowhere to write to
- who has not been seen since the year started
- adults still on a junior membership, and anybody with nobody to charge
- Direct Debits that have ended, and membership types you no longer offer
- names that look like duplicates, and anybody with no date of birth
Nothing here stops you sending. You may know exactly why nine people have nowhere to write to, and the screen does not.
Merging two records is the secretary’s, and the screen gives you the list to hand over.
The send is at the foot, with how many people we can actually reach. Members fill in a missing date of birth themselves, on their renewal page or their own page. After that only the club can change it.
Who the send reaches
Every member is in one of three states, and the screen says which.
| Their address | Their own renewal link | Receipts and the renewal’s words |
|---|---|---|
| Answered a code. They signed in on an address of their own. | Yes | Yes |
| On file. You typed it in and nobody has signed in on it yet. | No | Yes |
| Nothing to write to. No address anywhere on their row. | No | No |
On file needs no chasing: the first time they ask for a code, they move up a row. Nothing to write to is the only job, and copying their link and handing it over is how you do it. An under-18’s post goes to the guardian address on their record.
Nobody was here last year
In your first season nobody held a membership last year, and a member who joined in November did not either. They get the other button: Ask the rest to pay. It goes to everybody given a subscription for this year who still owes for it and has not been asked. So give them their subscriptions first.
Anybody who says they paid by bank transfer is left out. They are under Waiting for you, for you to check against the bank.
The renewal link
It names one household and no more, so it is not a link to hand round. It is theirs.
There is a box on the renewal page for their own email address. It sends the link to that address and nowhere else.
Carried across by name. It is not a picker, which would let anybody renew as a Junior.
Where a Direct Debit has died, the link offers a fresh one there and then. If you have retired somebody’s category, the page says so plainly and sends them to the club.