Members

The Members page is your club's roster. From here you approve people who have applied to join, keep track of who has paid their dues, and see who has completed a paid registration for the current season.

You'll find it in the admin sidebar under Members & access → Members.

Who can use this

Club admins and moderators can open the Members page. Admins can do everything; moderators can do everything shown here unless an admin has restricted their permissions.

Every action on this page only ever affects your own organisation — you can never see or change members of another club.

What's on the page

The page is split into five parts, top to bottom:

1. Header — the page title and an Export CSV button (top right) that downloads your full member list as a spreadsheet.
2. Pending applications — everyone who has applied to join and is waiting for a decision. The count in the heading tells you how many are waiting.
3. Active members — your approved members, in a searchable table.
4. Member fields — define your own custom fields (for example shirt size or working-with-children check date) that appear on every member's detail page.
5. Member directory — settings for an optional, opt-in directory of your members on your public site. It's off by default.

Opening a member from the table takes you to their detail page, which adds three more cards: Notes (private admin notes), Custom fields (the values this member holds for your custom fields), and a Timeline of their history with your club.

Step by step

Approve or reject an application

When someone applies to join your club, they appear in the Pending applications card with the date they applied.

1. Find the person in the Pending applications list.
2. Click Approve to accept them — they immediately become an active member and move down into the Active members table.
3. Click Reject if you don't want to accept the application.

Tip: if the list says "No pending applications", you're all caught up.

At your member limit? Paid plans are priced in active-member bands, and the free plan has its own small limit. Once your active member count reaches your ceiling, approvals pause until an administrator moves up on the Billing page. On a paid band you'll normally have seen warning banners from 90% of the band onwards, and your price never changes without that confirmation.

Find a member

Use the search box above the Active members table. Search matches a member's name and email — and also the names of any dependants they have paid to register (for example, a parent who registered two children will turn up when you search for either child's name).

Record or update a member's dues

Each row in the Active members table shows how far a member is paid until. To change it:

1. Find the member's row.
2. Set their paid until date. ClubHelix uses this date to decide whether a member counts as financial (paid up).
3. To undo a manual payment, use Clear payment on the row.

You normally don't have to set this by hand: when a member pays through an online registration, ClubHelix updates their paid-until date for you. The season's end date is used when it's known; otherwise the date is extended by a year. A new payment never shortens an existing paid-until date.

See a member's registration history

The table shows a registration summary for each member — how many orders they have, how much they've paid, and whether anything is still pending. Open a member's row to view their full detail page, where you can see their most recent order and the people they registered.

Leave a note on a member

Open a member's detail page and use the Notes card to record anything your committee should remember — a conversation, a hardship arrangement, a volunteering offer.

1. Type your note in the box at the top of the Notes card and click Add note.
2. Use the pin icon on a note to keep it at the top of the list; edit and delete icons sit alongside it.
3. Each note shows who wrote it and when.

Notes are only ever visible to admins and moderators. The member can never see notes about themselves — not on their account page, not anywhere. They're your club's private record, so keep them factual and courteous.

Set up custom member fields

The Member fields card at the bottom of the Members page lets you define extra information to track for every member.

1. Enter a label (for example Shirt size), pick a type — text, number, date, dropdown or checkbox — and click Add field. For a dropdown, list the options separated by commas.
2. The field now appears in the Custom fields card on every member's detail page, where you fill in each member's value and click Save.
3. Archive a field to hide it without losing its values; Restore brings it (and the saved values) back.

Values are checked against the field's type — numbers must be numbers, dates must be real dates, and dropdown values must be one of the options you listed.

On the Free plan you can have up to 3 active custom fields. Paid plans have no limit. Archived fields don't count towards the cap.

Read a member's timeline

The Timeline card on a member's detail page shows their history with your club in one chronological list (newest first): when they applied, were approved and became active, every membership and registration payment, offline payments you've recorded, and when notes were added. It's built from records you already have — there's nothing to maintain.

Publish a member directory

The Member directory card at the bottom of the Members page lets you put a searchable list of your members on your public site (at /members on your site). It is designed privacy-first:

• The directory is off by default — until you turn it on, the page simply doesn't exist.
• Every member is unlisted by default. Turning the directory on lists nobody: each member must individually tick "Show me in the member directory" on their own account page. They can opt out again at any time and disappear from the directory immediately.
• Only active members who have opted in ever appear — pending, suspended and withdrawn members are never shown.
• You choose exactly what shows: every listing carries the member's display name, and you can optionally add their membership type, year joined, and any of your custom member fields.

To set it up:

1. Choose who can see the directory: Off (no directory), Members only (signed-in active members of your organisation), or Public (anyone on the internet).
2. Optionally write a short introduction shown above the list.
3. Tick the details each listing should show. Think carefully before showing a custom field — whatever you tick becomes visible to everyone who can see the directory, so never include anything sensitive.
4. Save, then let your members know they can opt in from their account page.

The member directory is a Pro feature. You can prepare the settings on any plan, but turning the directory on requires a Pro or Enterprise subscription.

Export your members

Click Export CSV at the top of the page to download every member as a spreadsheet — handy for mail merges, grant reporting, or your own records. The export includes a column for each active custom field (headed with the field's label) and a notes_count column showing how many notes each member has. The notes themselves are never included in the export.

Field reference

Tips & FAQ

• Approving someone doesn't take their payment. Approval grants membership; dues and registrations are tracked separately so you can run free, paid, or application-only clubs.
• A member is missing from the table. Check the Pending applications card — they may still be awaiting approval. Rejected applicants don't appear in either list.
• Where do applications come from? From your public site's join flow and, for some clubs, club-membership requests. See the Applications guide for the full review workflow.
• I want to import lots of members at once. Use Bulk import instead of adding them one by one.
• Why is the member directory empty even though it's turned on? Because nobody has opted in yet. Members are never listed automatically — each member must tick "Show me in the member directory" on their account page. Emails and phone numbers are never shown in the directory, and admin notes and unticked custom fields stay private.
• A member asked to be removed from the directory. They can do it themselves instantly from their account page, or you can ask them to — the listing disappears as soon as they opt out. Setting the directory back to Off hides everyone at once.
• Can members see the notes I write about them? No — never. Notes are strictly for admins and moderators of your organisation. If you want to tell the member something, send them a message instead.
• Why can't I add a fourth custom field? The Free plan includes up to 3 active custom fields. Archive one you no longer use, or upgrade for unlimited fields.
• I renamed a custom field — did I lose the values? No. Editing a field's label or options keeps every saved value; only the label shown on screen (and in the CSV header) changes.
• A member paid cash at the clubhouse. Open their member page and use Record a payment on the Membership dues card. Enter the amount and method (cash, cheque, bank transfer), choose whether it pays for a membership type (which extends their paid-until automatically and never shortens it) or sets a date directly, and optionally email them a receipt. The payment lands in the same ledger as online payments, so your revenue reports stay complete.