Members & access

Members

Add, edit, search and manage every member of your club.

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 three parts, top to bottom:

Header — the page title and an Export CSV button (top right) that downloads your full member list as a spreadsheet.
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.
Active members — your approved members, in a searchable table.

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.

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

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

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:

Find the member's row.
Set their paid until date. ClubHelix uses this date to decide whether a member counts as financial (paid up).
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.

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.

Field reference

Column	What it means
Name	The member's display name, or their email if they haven't set a name.
Email	The email they sign in with and receive notifications at.
Joined	The date their membership became active.
Paid until	The date their dues are paid through. Drives whether they're treated as financial.
Registration	A summary of their registration orders: paid, pending and failed counts, and total paid.
Paid for	The dependants and guardians covered by their paid registrations.

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.