Club Management Tools – User Guide

Overview #

The Club Management system provides comprehensive tools for managing club memberships, generating reports, and handling administrative tasks. This system is designed for use by club administrators, membership chairs, and treasurers.

Accessing Club Management #

1. Log in to your WordPress admin dashboard
2. Navigate to Club Management in the left sidebar menu
3. The system includes several sections:
   • Settings – Configure payment and system settings
   • Member Reports – Generate comprehensive membership reports
   • Pending Activations – Review members awaiting activation

Settings Page #

PayPal Fee Configuration #

The settings page allows you to configure automatic PayPal processing fees:

1. Go to Club Management → Settings
2. Enter the PayPal fee amount (default: $1.77)
3. Click Save Changes

When members select PayPal as their payment method during checkout, this fee will be automatically added to their total.

Member Reports #

The Member Reports feature is the core of the Club Management system, allowing you to generate detailed reports of your membership data.

Accessing Member Reports #

1. Navigate to Club Management → Member Reports
2. You’ll see two main options:
   • Report Format: Choose between CSV or PDF
   • Member Status: Filter members by their current status

Report Formats #

CSV Reports #

• Best for: Data analysis, spreadsheet manipulation, mail merges
• Output: Excel-compatible file that downloads immediately
• Usage: Opens in Excel, Google Sheets, or any spreadsheet application
• Filename format: member-report-[status]-[date].csv

PDF Reports #

• Best for: Print-ready reports, board meetings, presentations
• Output: Opens in a new browser tab/window
• Usage: Can be printed or saved as PDF using browser’s print function
• Features: Optimized layout for printing with proper page breaks

Member Status Filters #

All Members #

• Includes every registered user regardless of membership status
• Use case: Complete membership directory, annual reports

Active Members Only #

• Shows only members with active, current memberships
• Use case: Current member directory, active member communications

Inactive Members Only #

• Displays members whose accounts are deactivated
• Use case: Re-engagement campaigns, account cleanup

Expiring Soon (30 days) #

• Lists active members whose memberships expire within 30 days
• Use case: Renewal reminders, retention efforts

Expired Members #

• Shows members whose memberships have already expired
• Use case: Win-back campaigns, renewal follow-ups

Report Contents #

Each generated report includes comprehensive member information:

Basic Information #

• Member ID
• Username
• Email address
• First and Last Name
• Display Name
• Registration Date

Membership Details #

• Current membership status (Active/Inactive)
• Membership type (e.g., Annual Membership)
• Expiration date
• Days until renewal needed

Contact Information #

• Phone number
• Complete billing address
• Individual address fields (street, city, state, postal code, country)

Activity Tracking #

• Last login date
• Account activity status

Generating Reports #

Step-by-Step Process #

1. Navigate to Member Reports
   • Go to Club Management → Member Reports
2. Select Report Format
   • Choose CSV for data analysis
   • Choose PDF for printing/presentations
3. Choose Member Filter
   • Select the appropriate member status filter
   • Consider your specific use case (see filter descriptions above)
4. Generate Report
   • Click Generate Report
   • CSV: File downloads automatically
   • PDF: Opens in new tab for printing/saving

Best Practices #

For Membership Chairs #

• Monthly Reviews: Generate “Expiring Soon” reports to plan renewal outreach
• Member Communications: Use “Active Members” CSV for email lists
• Annual Planning: Generate “All Members” reports for yearly summaries

For Treasurers #

• Financial Planning: Use expiration data to forecast renewal revenue
• Payment Tracking: Cross-reference with billing information
• Audit Preparation: Generate comprehensive “All Members” reports

For Board Meetings #

• PDF Format: Use for printed handouts and presentations
• Summary Data: Focus on “Active Members” for current status
• Trend Analysis: Compare reports over time to track growth/retention

Pending Activations #

The Pending Activations feature provides quick access to members awaiting account activation:

1. Click Club Management → Pending Activations
2. Redirects to WordPress user management filtered for inactive accounts
3. Review and activate new member accounts as needed

Tips and Troubleshooting #

Report Generation Tips #

1. Large Member Lists: For clubs with 500+ members, report generation may take longer
2. Browser Compatibility: PDF reports work best in modern browsers (Chrome, Firefox, Safari)
3. Data Accuracy: Reports reflect real-time membership data at generation time

Common Issues #

CSV Won’t Open in Excel #

• Solution: Right-click the downloaded file → “Open with” → Excel
• Alternative: Open Excel first, then use File → Open to select the CSV

PDF Doesn’t Display Properly #

• Solution: Ensure browser allows pop-ups for your site
• Alternative: Try a different browser or check pop-up blocker settings

Missing Member Data #

• Cause: Member hasn’t completed profile or billing information
• Solution: Contact member to complete their profile setup

Data Privacy Considerations #

• Access Control: Only administrators can generate reports
• Sensitive Information: Reports contain personal information – handle securely
• Data Retention: Consider your organization’s data retention policies
• Sharing Reports: Be mindful of privacy when sharing member information

Integration with Other Systems #

BuddyPress Integration #

• Member profile information syncs with BuddyPress user profiles
• Billing address updates reflect in both systems

WooCommerce Integration #

• Membership purchases automatically update member status
• Billing information syncs from WooCommerce checkout

WP-Members Integration #

• Membership status and expiration dates managed by WP-Members
• Renewal tracking based on WP-Members product assignments

Support and Additional Help #

If you encounter issues with the Club Management system:

1. Check this documentation for common solutions
2. Verify your user permissions (administrator access required)
3. Test with a small member subset first
4. Contact your site administrator for technical support

The Club Management system is designed to streamline your membership administration tasks while providing the detailed reporting needed for effective club management.