Member Management

Category: Organiser Features

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Overview

Horsify's Member Management system gives equestrian clubs and associations a complete platform to run their membership programme — from sending invitations and collecting online fees, through tracking renewals and managing dependants, to generating membership numbers and exporting records. Everything is available from a single Member Management page at /organiser/members.

The Member Management page for a club, showing the status tiles and member list.

Requires: An active Basic subscription ($10/year) on your organisation, and Member Management enabled in your Organisation Settings.

About the screenshots: The images in this guide were captured from a demo organisation ("Brisbane Showjumping Club") in a Horsify development environment. Your own club name, branding, members and fees will appear in their place.

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Who Uses This

• Organisation admins — full access to invite, edit, approve, pay, and export members
• Riders and members — can view their own membership status on the Organisation page

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Enabling Member Management

Member Management is off by default. An admin must switch it on before any of the member features appear.

1. Go to Organiser Dashboard → Settings → Organisation Profile.
2. Scroll to the Member Management section.
3. Turn on Enable Member Management.
4. Click Save.

Once enabled you can configure the sub-settings described below and the Members page becomes accessible from the Organiser Dashboard sidebar.

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Organisation-Level Settings

All of these settings live in Organiser Dashboard → Settings → Organisation Profile. Open your organisation, click Edit Organisation, and choose the Member Management tab.

The Member Management Settings and Membership Number Settings, shown with a prefix of BSC1.

Enable Member Management

Turns the entire membership system on or off. When disabled, the Members page is hidden and all membership-related UI is suppressed.

Allow External Membership Requests

When enabled, a "Register / Join" button appears on your public Organisation page so anyone can apply for membership without receiving an invitation first. Applications land in the Applications tab for your review.

Membership Number Settings

Setting	Description
Auto-generate Membership Numbers	When on, Horsify assigns a sequential number automatically whenever a member is added or an application is approved.
Membership Number Prefix	A 4-character code prepended to every auto-generated number (e.g. HORS). Numbers are formatted as {PREFIX}12001, {PREFIX}12002, etc. When off, admins enter numbers manually.

All Memberships Expire on Date

When enabled, every membership for this organisation expires on a single calendar date rather than rolling from each member's individual join date. A date picker appears to set that fixed expiry date (e.g. 31 May each year). The system uses this setting when calculating expiry dates for new payments.

Membership Rules

A free-text field containing your club's terms and conditions or membership rules. The text is shown to riders during the public join / application flow so they can read and agree before applying.

Processing Fee Setting (Organisation Profile → Payments section)

Controls whether card-processing fees are passed to the member or absorbed by the organisation. When Pass Processing Fees to Customer is on, a surcharge is added on top of the membership fee at checkout and is itemised separately on the tax invoice.

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Membership Fees

Membership fees define the membership types your organisation offers and their prices. They appear in the invite modal, the application form, and Stripe checkout.

Navigate to Organiser Dashboard → Settings → Organisation Profile → Membership Fees section (only editable when Member Management is enabled and a Basic subscription is active).

Membership fee types configured for a club, including half-year rates and a lifetime tier.

Adding a Membership Fee

1. Click Add Membership Fee.

2. Fill in:

   Field	Description
   Member Type	Name displayed to members and admins (e.g. "Junior Member", "Adult Member", "Affiliate").
   Annual Fee	The full-year price in AUD (e.g. 85.00).
   Half-Year Amount (optional)	A discounted rate charged when a member joins mid-year on or after the Half-Year Rate Start Date. Both fields must be filled together.
   Half-Year Rate Start Date (optional)	The date within each membership year from which the half-year rate applies (e.g. 1 Jan for a July–June year).
   Validity (months)	How long a membership of this type lasts (default 12 months). Overridden by the fixed expiry date setting if that is enabled.
   Description (optional)	What is included — shown on the public application form and in payment checkout.
   Active	Inactive fees are hidden from applicants and the invite modal but kept for historical records.

3. Click Save.

The Add Membership Fee dialog. Validity of 12 = an annual membership; the optional half-year rate charges a reduced fee to members who join later in the year.

GST Display

If your organisation is GST-registered, fee amounts show "(inc. GST)" or "+ GST" depending on whether your prices are set to include GST.

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The Member Management Page

Navigate to Organiser Dashboard → Members (or /organiser/members). If you administer multiple organisations, a dropdown at the top lets you switch between them.

Dashboard Tiles (Status Summary)

Five tiles at the top give an instant snapshot:

Tile	Meaning	Click action
Active	Members with Active status and a valid (non-expired) membership expiry date.	Filters list to active members.
Expiring 45 days	Members whose membership expires within the next 45 days.	Opens the Renewals queue.
Expired	Members with Expired status or a past expiry date.	Filters list to expired members.
Pending approval	Members with Pending status awaiting admin action.	Filters list to pending members.
Cancelled	Count of cancelled memberships (informational only).	—

An Expiries by month summary line below the tiles lists how many members expire in each upcoming month, helping you plan renewal communications.

Search and View Options

• Search bar — filters the visible list by name or email address (debounced, no need to press Enter).
• Clear search — × button inside the search bar.
• Table / Cards toggle — switch between a Syncfusion data grid (table view) and card view. Table view shows sortable columns; card view shows each member as an expanded card.

Table view — sortable columns, colour-coded statuses, and dependants shown beneath their guardian.

Card view — the same members displayed as expandable cards.

Member Status Definitions

Status	Meaning
Active	Current, paid-up member.
Pending	Awaiting admin approval or invitation acceptance.
Expired	Membership period has ended; renewal required.
Cancelled	Membership was terminated.

Members who have been invited but have not yet created a Horsify account appear in the list with Pending status and a No Horsify Profile badge, so admins can track outstanding invitations at a glance.

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Adding Members to Your Club

There are three ways to get people onto your member list, all reachable from the top-right of the Member Management page:

Method	Best for	Sends an email?	Creates a login?
Invite Member	Someone who has (or will create) their own Horsify account	Yes — a secure 7-day link (unless they already have an account)	Yes, on acceptance
Add Member	Recording a single member from your own records	No	No — login-less until they sign up
Import	Loading an existing member register in bulk	No	No — login-less until they sign up

• Add Member opens a one-page form that captures the member's details, contact and profile information, and any custom club fields in a single step. The member is created immediately.
• Import opens a four-step wizard (Upload → Map columns → Review → Done) that reads a .xlsx or .csv register, guesses how each column maps, lets you review new/updated/duplicate rows, and can even create new club fields straight from your spreadsheet columns.

Both Add Member and Import create the person as a login-less member — a complete record that exists straight away, whether or not they ever sign in. If they later create a Horsify account with the same email, the records link automatically.

➡️ See the full guide: Importing and Adding Members.

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Inviting a Member

Admins can add members by sending an email invitation. Horsify handles two cases automatically:

• Invitee already has a Horsify account — they are immediately added as an Active member. No acceptance step is needed.
• Invitee is new to Horsify — a pending invitation is created and a secure 7-day email link is sent.

Steps

1. Click Invite Member (top-right).

The Invite Member dialog. The membership number is filled automatically when auto-generation is enabled.

2. Fill in the Invite Member dialog:

   Field	Notes
   Email address	Required. Must be a valid email.
   Invitee name	Optional but recommended for personalised communication.
   Member type	Select from your active membership fee types.
   Membership number	Auto-filled if auto-generation is enabled; otherwise enter manually or leave blank.
   Membership expiry	Optional. Pre-set an expiry date for this member.

3. Click Send Invitation.

What happens next

• You see a success confirmation and the member appears in the list immediately.
• If the email address already has an active invitation, a confirmation dialog asks whether to resend.
• If the invitee is new, they receive an invitation email with a link valid for 7 days.

Managing Pending Invitations

Pending invitations are visible in the All and Pending tabs. Each pending invitation card shows:

• Status badge: Invited
• The email address and name (if provided)
• Membership type and expiry (if set)
• Edit — change role, membership type, number, or expiry before acceptance.
• Resend — send a fresh invitation email (resets the 7-day timer).
• Cancel — removes the pending invitation.

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Reviewing Membership Applications (Applications Tab)

When Allow External Membership Requests is on, applicants can submit a public form and their applications appear in the Applications tab.

The Applications tab. Each pending application can be reviewed, approved, or rejected.

Application fields collected

• First name, surname, email, phone
• Selected membership fee type (if configured)
• Any custom questions from your "Membership Application" entry form template
• Optional file attachments

Approving an application

1. Click View on an application to review all answers and attachments.
2. Click Approve.
3. A membership number is auto-generated (if enabled) and a welcome email is sent to the applicant.
4. A new member record is created with status Active.

Rejecting an application

1. Click Reject on the application card.
2. Enter optional notes (sent to the applicant).
3. Confirm. The applicant receives a rejection notification and their application is marked Rejected.

Only Pending applications can be approved or rejected. Already-processed applications are read-only.

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Editing a Member Record

Click Edit on any member card or row to open the edit modal.

The Edit Member dialog groups everything you can change about a member into clear sections.

Fields you can update:

Field	Description
First Name / Surname	Override the name stored on the member record (separate from their Horsify account name).
Member Email	A contact email for members who don't have a Horsify account.
Membership Status	Active, Pending, Expired, Cancelled.
Membership State Reason	Optional note explaining a status change (e.g. "Non-payment").
Membership Number	Edit the assigned number.
Membership Start / End Date	The membership period dates.
Member Type (fee)	Re-assign to a different fee tier.
Role	Free-text role label (e.g. "Member", "Committee", "Coach").
Admin	Grant or revoke admin access to the organisation.
Notes	Internal admin notes.
Is Contactable	Uncheck to suppress automated emails to this member.
Preferred Contact Channel	Record the member's preferred way to be contacted.

When membership status changes to Active, the system automatically records the renewal date and sets the membership start date if one isn't already set. All status changes are written to the Status History audit trail.

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Membership Payments

Horsify supports both online payment (via Stripe Connect) and manual payment tracking for membership fees.

Creating a Payment Link

From the edit modal or member card:

1. Click Create Payment (or Send Payment Link).
2. Select the fee type and set the period start date.
3. The system calculates the period end date using the fee's validity length and the fixed-expiry setting.
4. If your organisation has Stripe Connect configured, a Stripe Checkout link is generated automatically and a payment-link email is sent to the member.
5. If Stripe is not connected, the payment record is created as Unpaid and you manage collection manually.

Payment Statuses

Status	Meaning
Invited	Payment link sent; member hasn't paid yet.
Unpaid	Payment record exists but no payment received.
Paid	Online payment completed via Stripe.
ManuallyPaid	Admin marked the payment as received (cash, bank transfer, cheque).
Expired	Payment period passed without payment.
Cancelled	Payment record was cancelled.

Marking a Payment as Manually Paid

If a member pays by bank transfer, cheque, or cash:

1. Open the member edit modal.
2. Click Mark Paid.
3. Enter optional notes (e.g. bank transfer reference or cheque number).
4. The system sets status to ManuallyPaid, records the date, notes who marked it paid, and generates a tax invoice.

Automated Payment Reminders

Horsify automatically sends membership reminder emails on a regular schedule:

• Overdue reminders — for unpaid payments past their due date.
• Expiry warnings — 45 days before a membership expires.

Reminders are throttled to once per week per payment, and each member's reminder count and last-sent date are tracked so nobody is over-emailed.

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Renewals Queue

The Renewals tab (activated by clicking the "Expiring 45 days" tile) shows members approaching or past their expiry date so you can act proactively.

The Renewals queue. Overdue members are highlighted in red and those due soon in amber, each with a Send button for their renewal notice.

Bucket Filters

Bucket	Members shown
All	Everyone in the renewal window (overdue + next 45 days).
Overdue	Payments/expiries already past (up to 180 days ago).
0–15 days	Expiring within the next 15 days.
16–30 days	Expiring in 16–30 days.
31–45 days	Expiring in 31–45 days.

Sending Renewal Notices

• Send (individual) — sends a renewal email to one member with their payment/checkout link.
• Send Selected — bulk-sends to all ticked members in the list.

Each item shows whether a reminder has already been sent, how many reminders have gone out, and whether a Stripe payment link is available.

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Granting and Adjusting Club Credit

Club credit is a virtual balance that members can spend at checkout against event registrations or store purchases. Admins can grant, adjust, or deduct credit from the member edit modal.

Grant Credit

1. Open the member edit modal.

2. Scroll to the Club Credit section.

3. Enter:

   Field	Notes
   Amount	Positive to grant credit, negative to deduct. Max 2 decimal places.
   Reason Code	Category for the grant (e.g. ManualAward).
   Reason	Free-text description (required).
   Expiry date (optional, grants only)	Credit expires on this date. Leave blank for no expiry.
   Event-only (grants only)	Restricts the credit to event registrations only.

4. Click Apply Credit.

An email is sent to the member notifying them of the grant. The current balance is shown on each member card and in the table view.

Club credit can only be granted to members who have a linked Horsify account.

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Dependants (Child / Junior Members)

Admins can attach dependant profiles to a guardian's member record. Dependants are under 18 years old (or any age if they have a disability and the admin marks HasDisability).

Adding a Dependant

1. Open the member edit modal for the guardian.

2. Click Manage Dependants.

3. Click Add Dependant and fill in:

   Field	Description
   First Name / Surname	Dependant's name.
   Date of Birth	Required for age validation.
   Relationship	e.g. Parent, Guardian, Carer.
   Member Type (fee)	e.g. "Junior Member".
   Membership Number	Auto-generated or manual.
   Membership Expiry	When their membership expires.
   Medical Notes	Allergies or conditions relevant for riding.
   Has Disability	Waives the under-18 requirement when checked. Reveals a Disability Details field.

4. Click Save.

Each dependant has their own membership status and membership number. If the dependant later creates their own Horsify account they can be linked to it and graduate to an independent account.

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Removing a Member

1. Find the member (card or table view).
2. Click the ⋯ menu → Remove, or click the trash icon in the edit modal.
3. Confirm the removal.

Removal deletes the member record for your organisation only. The person's Horsify account and any event history are preserved. They can be re-invited at any time.

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Exporting Members to CSV

1. Click Export CSV (visible when a list of members is loaded).
2. A file named {OrgName}_Members_{timestamp}.csv is downloaded.

The CSV includes: First Name, Surname, Email, Member Email, Status, Membership Type, Fee ($/year), Role, Membership Number, Enrolled Date, Expiry Date, Is Admin, Notes, and Has Horsify Account.

Only the currently filtered/searched view is exported — use "All" filter and clear the search bar to export the complete member list.

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Email Templates

Horsify sends the following automated emails for membership events. Each template can be customised per-organisation from Organiser Dashboard → Settings → Email Templates.

Template	When sent
Member Invitation	When an invitation is sent to a new member.
Welcome	When a membership application is approved.
Payment Link	When a payment link is created for a member.
Payment Reminder	Automated overdue payment reminder (weekly).
Expiry Warning	Sent 45 days before a membership expires.
Payment Confirmation	Sent when payment is confirmed (Stripe or manual).
Renewal Notice	Sent manually from the Renewals queue when admin clicks Send.
Club Credit Added	Sent when an admin grants club credit to a member.

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Membership Status History

Every time an admin changes a member's status, Horsify writes an entry to the Status History log. The log records: previous status, new status, timestamp, the admin who made the change, and an optional reason.

To view the history:

1. Open the member edit modal.
2. Click View Status History.

This provides a full audit trail for disputes and compliance requirements.

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Public Join Flow (Rider-Facing)

When Allow External Membership Requests is on, visitors to your Organisation page see a Register / Apply button. The flow depends on your configuration:

1. Application form — if your club site has a Membership Application Form block, visitors are directed to that embedded form.
2. Stripe checkout — if the applicant selects a paid tier, they can complete payment before submitting.
3. Admin review — the application lands in your Applications tab (status: Pending).
4. Approval — you approve, a member record is created, and a welcome email is sent.

If a member has an existing Horsify account, their membership status is shown on your Organisation page including their membership number and expiry date.

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Club Site Membership Blocks

The following blocks are available in the Club Site page editor for surfacing membership to visitors:

Block	Purpose
Membership Application Form	Renders an application card with a customisable heading, description, button, and conditions-of-entry waiver.
Membership Join CTA	A call-to-action block encouraging visitors to join, with configurable heading and button text.
Members-Only Section	Content inside this block is hidden from non-members and shown only to logged-in active members.

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Access and Subscription Requirements

Requirement	Details
Horsify subscription	Active Basic plan ($10/year). The Members page displays a paywall if no active subscription exists.
Admin role	You must be an admin of the organisation.
Member Management enabled	Toggled on in Organisation Settings. Membership fee configuration and the Members page are hidden when off.

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Related Features

• Importing and Adding Members — bulk spreadsheet import and the one-step Add Member form (including custom club fields)
• Membership Applications — full guide to the public application form and club site blocks
• Member Creation (Invite Member) — detailed guide to the invite flow
• Dependent / Child Membership — managing junior members under a guardian
• Club Credits — how members spend credit at checkout
• Email Templates — customising membership email communications
• Club Site Builder — adding membership blocks to your club site

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Support

For assistance with member management, contact support@horsify.com.au or visit the Horsify Help Centre.\n\n---\n\nSource: wiki/features/MEMBER_MANAGEMENT.md \nLast synced: 2026-07-19 22:03:17 UTC