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 User management → 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.

Governing-body registrations sit on their own screen, one level down: Members → Governing-body registrations. That is where the second half of most clubs' membership lives — the registration your state association or national federation holds, which you are the one asked to prove at affiliation time and every time a grant is acquitted.

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.

Update several members at once

Tick the checkbox at the start of a row to select that member, or the checkbox in the table header to select everyone on the page you're looking at. A dark bar slides up from the bottom of the screen showing how many you've selected and what you can do with them:

• Mark paid +1 month / +3 months / +6 months / +1 year sets every selected member's paid-until date to that far from today. It's the same date for all of them, not an extension of each member's own expiry.
• Clear payment removes the recorded paid-until date from every selected member, sending them back to unpaid.

Clear payment asks you to confirm first, and lists the members by name so you can check them before anything is written. There's no undo — you'd have to set each date again — so read the list.

The selection follows what's on screen. Change the search, a filter or the sort and anyone who no longer matches drops out of the selection, so you can never act on rows you can't see. Selecting across pages is fine: filter first, then tick your way through page after page and act on the lot in one go.

If some rows can't be updated, the bar tells you which ones and why, and keeps just those rows selected so you can try again without re-picking them. A row that isn't listed went through.

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.

Record a date of birth and gender

A member's own page carries a Personal details card with two optional fields.

1. Date of birth — used for age-group eligibility and junior safeguarding. The card shows the member's age today, worked out from the date against your club's own timezone; no age is ever stored, so it cannot go stale.
2. Gender — a list following the Australian Bureau of Statistics standard: Man or male, Woman or female, Non-binary, I use a different term, Prefer not to say. That last one is a real answer, kept deliberately separate from a blank field, so you can tell someone who declined from someone who was never asked.
3. Click Save details.

Both fields are optional and both are treated as sensitive. They are never visible to an anonymous visitor, they never appear in the audit log — which records only that a value was set or cleared, never the value — and they are erased when a member exercises their right to be forgotten.

Link a guardian to a junior, and what that parent then sees

A junior on your roster does not need a sign-in of their own. Add them with Add someone without a sign-in on the Members page, then link the adults responsible for them using the Guardians card on the member's own page.

1. Open the member and find the Guardians card.
2. Type the adult's email address — the one they use to sign in to ClubHelix — and choose the relationship: parent, legal guardian, grandparent, carer, adult sibling or other.
3. Mark one of them Primary contact if you want a single name to call first.
4. Click Link guardian. The adult needs a ClubHelix account already; linking never creates one, so ask them to sign up first if the lookup finds nobody.
5. Leave Receives notices switched on for everyone who should be told about fixture changes and cancellations, and switch it off for a separated parent who has asked not to be contacted.

Someone who is no longer responsible for a child gets revoked, not deleted. The row stays as history — who was responsible for a child last season is exactly the sort of thing a club gets asked for afterwards — and re-linking the same adult later simply makes the existing row live again.

What the parent sees. Every adult you link gets a My children page on their own account, listing every child they are responsible for at every club that uses ClubHelix — so a parent with a swimmer at one club and a netballer at another sees both families' worth of commitments in one place. Opening a child shows:

• Upcoming games — fixtures for every team the child is in.
• Upcoming classes — program sessions they are enrolled in.
• Attendance — what your coaches marked on the roll. A session nobody marked says Roll not marked rather than counting as an absence, and a class the family told you about in advance says Excused. The summary line only counts sessions you actually marked, so a term with two marked rolls never turns into a misleading attendance percentage.
• Progress — the levels and skills you have signed off, ordered up your ladder. A child nobody has assessed yet reads Not assessed yet, which is deliberately not the same as being on your first level.
• Payments — program fees and any invoices you have raised for that member, with what is still outstanding.

What a guardian never sees. Medical notes, emergency contacts, your private notes on the member, the note a coach left on an award, the note an administrator left on an invoice, and who paid. That last one matters in a separated household: both parents can be guardians of the same child, and neither can see what the other paid with. A guardian also cannot reach another family's child — the check runs in the database on every request, not just on the page, so changing an id in the address bar gets them a refusal rather than somebody else's record.

When someone stops being a member

Set a member's status to Withdrawn, or reject an application, and ClubHelix records the date it happened against their record. Move them back to active later and that date clears itself, so somebody who rejoins never looks like a former member.

Nothing is deleted. The row stays on your roster with their name, the date they joined, what they had paid, and the date they stopped being a member — which is what lets a committee answer "were they a member in 2024?" years later, and what several states expect an association to still be able to show.

Removing a former member's other details — their address, contact numbers, emergency contact — is a separate duty, and how quickly it applies depends on where your organisation is incorporated. ClubHelix can run that removal for you overnight, and it is deliberately not switched on yet: the requirement differs state by state, we're confirming the wording with each regulator before acting on it, and clearing a club's records on a wrong reading is not something anyone can undo. Two things are worth doing now:

1. Record your state in Business details under Address & country. The rule is worked out from your own record and will never run for an organisation whose state we can't establish — it is built so it cannot guess.
2. Read Removing a former member's details, which sets out what the duty asks for, the records that must survive it, and a leaving checklist your secretary can work through in an afternoon.

When the rule does run, it clears the emergency contact, medical notes, private notes, date of birth and gender from the former member's row, records in your audit log which fields it cleared (never their values), and leaves their name, their dates and their payment history in place. It never touches a waiver, an incident report, a complaint record or the minutes of a meeting that was held — those are historical records, and naming people is the whole point of them.

Keep track of registrations with your association

Open Members → Governing-body registrations.

1. Add the body once. Give it the name your members would recognise ("Netball SA") and, if you like, what that body calls its number ("National ID") — that heading then appears on the table and in the file you send. Tick "This is our parent organisation on ClubHelix" if your association runs on ClubHelix too: they then see your totals, never your member records.
2. Send them your roster. Download CSV gives you one row per active member, each carrying a member_ref column. Ask the body to leave that column alone in whatever they send back — it is what makes their reply a round trip rather than a name-matching exercise.
3. Load what they return. Pick the file under "Load the file … sent back". Any spreadsheet will do as long as one column holds a status; we read the usual headings ("Registration Status", "National ID", "Expiry") without you mapping anything.
4. Read the result. Each member now shows Registered, Expires within 60 days, Expired, Lapsed, Held by the body, Rejected, Sent or Not sent, with the number and expiry date the body gave.

What the load does not do is guess. A row we cannot tie to exactly one member is reported rather than applied — including an email address two members share, which is completely ordinary in a family. A status word we do not recognise is recorded as "Not recognised", never rounded to registered or lapsed. And every exchange is listed underneath with its counts, so "we sent 214 members on 12 September" is a thing you can point at.

Field reference

Tips & FAQ

• Does a registration with our association happen automatically? No, and nothing here pretends otherwise. Almost every association still works by spreadsheet, so this is a proper record of that exchange rather than a live connection: you send a file, they send one back, and the status sits against each member until the next one. If your association runs on ClubHelix too, tick the parent-organisation box and they see your totals without you sending anything.

• Someone says they cannot create an account: "that email provider is not accepted". ClubHelix refuses sign-ups from throw-away email services — the ones that hand out an address that stops working after an hour. These were being used to create junk accounts and organisations. Ordinary providers are never affected: Gmail, Outlook, Yahoo, iCloud, Proton, a work address and an internet provider's address all work normally. If somebody legitimate is caught by this, ask them to sign up with a permanent address, or get in touch and we can allow their domain. The block applies only to NEW accounts and to changing an address — an account that already exists keeps working.

• A member says they are registered but we show "Not sent". We only know what the last file from the body said. Send a fresh roster, load their reply, and the row will correct itself — the exchange history shows when each side last spoke.

• Do we have to delete a former member's details? Somewhere between "no" and "within a fortnight", depending on which state your organisation is incorporated in — and the answer is never "delete everything about them". Keep the register entry and the historical records; it's the contact detail that shouldn't linger. Removing a former member's details has the long version, and When someone stops being a member above covers what ClubHelix does and doesn't do for you today.

• 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.

• I selected some members and the count went down on its own. That's the selection keeping up with the table. Changing a filter, the search or the sort drops anyone who no longer matches, so a bulk action can only ever touch rows you could see when you pressed it.

• 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.