Use a membership for a fee a person pays once per period, such as annual club dues, no matter how many programs they join; use the program's own fee for the price of one registration. A membership can be required for a program, so it's charged at registration only to people who don't already have a current one, bought on its own from the Cart, and set to renew and charge the card automatically. Only admins can cancel a membership.
Applies to: Admins · All plans with the Membership module · Registration programs for individual participants (youth or adult)
Where: Programs > Configurations > Memberships; the program's 1 Setup page > Membership Settings; Customers > Account Management > Search > (customer) > Memberships
Membership, program fee or payment plan?
| You want to charge | Use | How it bills |
|---|---|---|
| The price of one registration in one program or season | The offering's cost in the program | Once, at each registration |
| A yearly or monthly fee per person or per family, such as club dues, whatever programs they join | A membership | When it's bought; again only if it's recurring, or when it's bought again after it expires |
| One program fee split into installments | A payment plan (Enhanced, Elite and Enterprise plans) | A set number of payments, then it stops |
Don't use a recurring membership to collect a program fee in monthly installments: it keeps charging every period until someone cancels it, even after the season ends.
The settings that decide billing
Each membership, added with Add Membership on Programs > Configurations > Memberships, has one or more options.
- Enrollment Required (on the membership): checked, families can get it only with a registration for a program that requires it. Unchecked, they can also buy or renew it on its own: in the Cart they choose I would like to > Buy or Renew a Membership.
- Cost (on each option): charged at purchase and at each automatic renewal. If you change it, recurring members pay the new cost at their next renewal.
- Expiration Type: Year From Purchase lasts the Payment Frequency you choose, 1 to 12 months or years, from the purchase date (the Expires column shows, for example, "1 year from purchase"). Fixed Date ends on a set date, shown as "Fixed:" and the date. You can't change the Expiration Type after you save the option.
- Type: Individual covers one person; Group covers everyone on the family account.
- Is Recurring: checked, the membership renews and charges the card automatically. Unchecked, it simply expires and the family buys it again to renew.
The first option you add is the default, the one placed in the cart when a program requires the membership.
Require a membership for a program
- Go to Programs > Manage Programs and open the program's 1 Setup page.
- Under Membership Settings, choose the membership in Membership Program.
- Click Save.
What you'll see: when someone registers, TeamSideline checks whether that person already has a membership of that type that hasn't expired, or whether the account has a Group one. If not, the default option is added to the cart with the registration, and at checkout the family reviews the option and accepts the membership's terms, if you added any. If they already have one, they aren't charged again.
How recurring renewals work
- About five days before a recurring membership expires, the family gets an email titled "Upcoming Membership Auto-Renewal Notification" with the date and amount.
- The day after it expires, the card used to buy it is charged the option's current Cost, plus the Processing Fee if your customers pay it, through your Payrix payment gateway, and the membership is extended.
- If the charge fails, the family gets "Membership Renewal Payment was not processed", and TeamSideline tries again about every two days. After three failed attempts, auto-renewal stops and that email says the membership has been canceled.
- Families can replace the card with the (change) link on their Memberships page; admins can use Update Payment Method.
Cancel a membership (admins only)
Families can see their memberships and change the card, but they can't cancel.
- Open the customer's account and click Memberships.
- Click More Options on the membership and choose Cancel Membership/Auto Renew.
- Click Cancel Auto-Renewal to stop future charges and keep the membership until its Expiration Date, or Cancel Membership to end it now, and confirm.
What you'll see: "Auto-Renewal Cancelled." or "Membership has been cancelled." Canceling doesn't refund anything. To return the last payment, refund the membership's order with Add Transaction > Refund/Void - Credit Card.
If it doesn't work
- A family was charged for a membership they think they have. Their membership is an Individual one for a different person on the account, has expired, or is a different membership. Refund the order if needed; use a Group option if one membership should cover the whole family.
- A family keeps being charged. The option is recurring. Cancel auto-renewal on that member's Memberships page.
- A membership wasn't added at registration. The person already has a current one (or the account has a Group one), the registration is a team registration, the membership is archived, or the program's Membership Program is Not Applicable.
- Membership Settings isn't on the 1 Setup page. Your organization has no active membership, or your admin role doesn't include memberships.
- Families can't find the membership in the Cart. It's set to Enrollment Required, it's archived, or its visibility is turned off (red icon on the Memberships list).
Good to know
- Archiving a membership (Yes, archive this membership) removes it from your list, from the Cart and from Place Order, and stops every program from adding it at checkout, including copies of a program that required it. It doesn't cancel anyone's auto-renewal; cancel those on each member's Memberships page.
- A copied program keeps the original's Membership Program. To stop one program from requiring it, set Membership Program to Not Applicable on that program's 1 Setup page.
- Admins can sell any membership that isn't archived, even one set to Enrollment Required, with Place Order > Add/Renew Membership.
- Renewing before the expiration date doesn't lose time: the new period starts from the current Expiration Date.
- The Req. Membership setting on a program's configuration checks a USA Lacrosse membership; it isn't a TeamSideline membership.
- To add the Membership module, contact TeamSideline Support at support@teamsideline.com.