Member Management

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: People → Members in the organiser menu.

The Member Management page for a club: the status tiles, then the member list.

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

About the screenshots: The images in this guide come from demo organisations (Horsify Equestrian Club, and "Brisbane Showjumping Club" for the fee, add-on and application examples). Your own club name, members and fees will appear in their place.

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Who Uses This

• Organisation admins, and staff with the Members and volunteers area: View lets them see members and applications; Manage lets them invite, edit, approve and remove. See Staff Access
• 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. In the organiser menu, open Organisation → Profile (or Settings → Organisation).
2. In Quick Navigation, choose Member Management.
3. Turn on Enable Member Management.
4. Click Save Changes.

Once enabled you can configure the sub-settings described below, and the Members page is under People in the organiser menu.

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Organisation-Level Settings

All of these settings live on your organisation profile (Organisation → Profile, or Settings → Organisation), in the Member Management section.

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, your public Organisation page offers Apply for Membership (or Join Membership to a signed-in visitor who isn't a member) so anyone can apply 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.

Fees on top of the membership price (organisation profile, Processing Fees section)

Whether anything is added to the membership price at checkout is your organisation's payment setting, not a membership setting. If your club passes Horsify's fee on to payers, it appears at checkout and on the tax invoice as its own Platform fee line, and only on online payments. A member who pays you by bank transfer or cash is charged the membership price alone. See Payment Fees Configuration.

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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 online checkout.

A membership type is priced as a base fee plus add-on lines. Most clubs need only the base fee. If what your members pay is really made of several parts (a club fee plus a grounds levy, say, or an optional arena key), set those parts up as membership add-ons rather than folding them into one figure, and members see each line on the join form, at checkout and on their invoice.

Open Organisation → Profile, go to the Member Management section and find the Membership Fees card (only editable when Member Management is enabled and a Basic subscription is active).

Membership types configured for a club. The large figure is the base fee; a type that carries add-ons also states what members actually pay.

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 type's base fee for a full year, in your organisation's currency (e.g. 85.00). Add-on lines are charged on top of it.
   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).
   Membership kind	Annual / standard membership, Family membership (one fee for several people) (see Family memberships), or Day membership (event-only), which a casual attendee gets through an event ticket and which ends with that event.
   Validity (months)	How long a membership of this type lasts (default 12 months). Overridden by the fixed expiry date setting if that is enabled.
   Add-on lines	Appears once your club has at least one membership add-on. Tick the add-ons this type carries and choose Included in price or Optional for the applicant for each. The dialog shows what members will pay.
   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.

Wherever you pick a membership type for someone (Invite Member, Add Member, the edit dialog, a dependant), the list shows each type at what its members are charged (base fee plus included add-ons), and says when optional add-ons can be added on top.

Family memberships

A family membership is one fee and one payment for a household. The member who holds it pays, and everyone it covers keeps their own member record, membership number and member rate.

When you choose Family membership as the kind, two more fields appear:

• Covers up to (people): the holder counts as one. Leave it blank to cover everyone in the family.
• Each extra person: charged for each person past that number, with an optional figure for the half-year rate. Leave it blank and nobody past the number can be added.

The fee card then sums it up, for example "covers up to 4 people, then $30.00 for each extra person". Add-ons on a family type are charged once per payment, not once per person.

Choosing who it covers. On the Members page, click Manage dependants on the holder's row. The Covered by this family membership panel lists the holder's own family with tick boxes, and Cover another member searches the rest of your member list. The panel shows the next payment's lines and total; Email the payment request sends it to the holder (it reads Resend the payment request once a payment is owing). Everyone covered becomes active when the holder pays: one payment, one receipt.

On the member list the holder's row reads Family of 4 (the holder included) and each person covered reads Family membership: followed by the holder's name. A covered person has no payments or renewals of their own: the Renewals queue lists them under the holder, and one renewal goes to the holder for everyone. To take someone off, open their panel and choose Remove from the family membership, then pick the membership type they move to.

Not on the join form yet. Family types aren't offered on your public application form or on event tickets, so add the family yourself from the Members page.

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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Membership Add-ons

An add-on is an extra priced line a membership type can carry on top of its base fee: a grounds levy, an arena key, insurance, a magazine subscription. You create each add-on once for the club and then attach it to the membership types that carry it, so one "Grounds levy" is shared by every tier rather than typed into each.

The Membership add-ons card sits directly under Membership Fees in the same section.

Each add-on lists the membership types that carry it and whether it is included or optional there.

Included or optional

Every link between an add-on and a membership type is one of two kinds:

Kind	What happens
Included in price	Always charged with that type. A $150 Senior membership with a $30 included levy costs $180, and the join form shows both lines.
Optional for the applicant	Offered as a tick box under the type on the join form. The applicant chooses, and the total updates as they tick.

The same add-on can be included on one type and optional on another.

Creating an add-on

1. On the Membership add-ons card, click Add add-on.
2. Enter a Name (e.g. "Grounds levy"), the Amount, and optionally a Half-year amount and a Description (shown under the line on the join form).
3. Click Add add-on.

A new add-on is not charged to anyone yet. Until it is attached to at least one membership type it appears nowhere: not on the join form, not at checkout. The card flags it in amber: "Not on any membership type yet." This is the most common reason an add-on "isn't showing".

Attaching it to membership types

You can make the link from either side; both edit the same thing.

From the add-on: click Membership types on the add-on's row, tick every type that carries it, choose included or optional for each, and Save. This is the quick way to put one levy on several tiers.

Choosing which membership types carry an add-on.

From the membership type: click Edit on the type and use the Add-on lines panel in the fee dialog.

The same links from the membership type's side, with the resulting price.

Good to know

• Half-year amounts follow the membership type. An add-on's half-year amount is charged while the type's half-year rate is in effect; an add-on has no dates of its own. An add-on with no half-year amount is charged in full all year.
• Inactive add-ons are never charged or offered, whatever they are attached to. Make one inactive (under Edit) to retire it without losing history.
• Invoices and receipts list every line (the base fee and each add-on separately), and the embedded checkout shows the same breakdown before the member pays.
• Renewals remember the member's choices. A renewal is priced with the type's included add-ons plus whichever optional add-ons the member paid for last time.
• A membership sold through an event ticket charges the base fee only. Add-ons are not added to a membership ticket.
• Changing an add-on's price does not change a payment that has already been made. Each payment keeps the lines it was charged.

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The Member Management Page

In the organiser menu, open People → Members. The organiser bar at the top shows the People tabs (Members, Committee, Volunteer Claims, Helper Tasks and Work Parties) with the Import, Add member and Invite member buttons beside them. If you look after more than one organisation, switch between them from the Switch list in the menu; the page follows it.

Tabs and the summary line

Everything that filters the list sits in one panel at the top of the page.

• Tabs: All, Active, Pending, Expired, Cancelled and Day members, plus Applications and Renewals. Each tab shows the number of rows it lists, so the figure on a tab matches what you see when you open it. The Pending and Applications tabs are highlighted when something is waiting for you.
• Summary line: under the toolbar, a line shows how many members are active today (not counting dependants), then only what needs attention: members waiting for approval, applications to review and memberships ending within 45 days. Each of these is a link to the matching tab (ending within 45 days opens the Renewals queue). The line also lists how many memberships end in each of the next few months, starting from this month, to help you plan renewal communications.

Search and View Options

• Search bar: searches your whole member list as you type, word by word, across name, email, membership number and a dependant's guardian, so "jane smith" finds Jane Smith.
• Membership type filter: All types, or one type.
• Clear search: × button inside the search bar.
• Table / Cards switch: the page opens in card view. If you switch to Table, Horsify remembers your choice on that device and opens in table view next time.
• Export CSV: downloads the member list as a CSV file.
• The list shows 50 members at a time, with Previous and Next below it.

Table view shows sortable columns in reading order, so the Expires column is on screen on a typical laptop. Wider screens add more columns: Member #, then Role and Club credit, then Enrolled. On a narrower screen the member number is shown under the member's name.

Card view shows each member as a card with Edit and a ⋯ menu beside their name, then their membership, expiry (in amber when it ends soon), member number, club credit (only when they have some) and payment. Approve and Decline buttons appear only on the card of a member awaiting approval.

Club fields on member cards

If your club collects its own fields for members (for example a Blue Card, first aid or a grade), each member's card shows their answers under Club fields. Click Edit (or Fill in, when nothing has been filled in yet) to update them; the card refreshes as soon as you save. The card also notes how many of your fields are not filled in yet. Club fields appear on cards only for staff with permission to manage members.

Table view: sortable columns, colour-coded statuses and what each member has paid. Dependants are shown beneath their guardian.

Card view: the same members displayed as expandable cards.

What each member has paid

The Payment column (a Payment row on each card) shows what each member was charged for their membership and what they have paid, laid out the way the entry list shows an entrant's payment:

• A word for where it stands: Paid, Partly refunded, Refunded, Unpaid, or Nothing owing for a cancelled membership that was never paid.
• What was paid of the total, for example "$120.00 paid / $120.00 total". The total is what the member was actually charged, add-ons included, not just the membership type's base fee.
• Outstanding, when something is still to be paid.
• Renewal owing, when you have sent a renewal for the next term and it is not paid yet. A member whose current term is paid still reads Paid, so an early renewal notice doesn't make them look unpaid.
• How it was paid: Card, Marked paid (recorded by your office), or With event entry (a membership bought with an event ticket).
• The invoice number the payment is on.

The payment shown is the paid payment for the term that is running now, or the member's latest payment if none is paid. A payment that was cancelled or expired without any money being taken is ignored.

A member with no payment on record reads No payment recorded, and the membership type column shows the type's own fee for them instead. Someone covered by a family membership reads Paid with the family's membership in the table, because the holder pays for everyone.

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 not yet created a Horsify account show a No Horsify account badge, so admins can see at a glance who still needs to sign up. That includes invited members and members you added or imported yourself; the badge goes away once the person signs up with the email on their member record.

What Horsify keeps up to date overnight

Shortly after midnight each night (your organisation's own midnight), Horsify tidies your member list. You don't need to open and save anyone for either of these:

• A membership whose end date has passed is marked Expired. A membership ending on 8 July is current on the 8th and Expired from the 9th. The change is recorded in the member's status history as made by Horsify, with the date the membership ended. A renewal payment makes the member Active again.
• A member who has a Horsify account is linked to it, and the No Horsify account badge goes. Horsify links a record when the account's email matches the record's and the name on the account matches too. It leaves the record alone when the names differ (a couple or a family sharing one address), or when that account is already a member of your club on another record. See Auto-Link Member to Rider Profile.

Two things it deliberately leaves alone:

• Admins and staff are never marked Expired automatically. Their status is also what lets them into your organisation's pages, so marking a treasurer Expired the morning after their own membership lapsed would lock them out. Their end date still shows as expired and they appear on the Expired tab; an admin can change their status by hand.
• Pending and Cancelled members stay as they are.

Nobody is emailed or texted by this.

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Adding Members to Your Club

There are three ways to get people onto your member list, all reachable from the buttons in the organiser bar on 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 in the organiser bar.

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 Invitation: send a fresh invitation email (resets the 7-day timer).
• Remove: 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.

The tab counts the pending applications. Its Status filter shows All applications, Pending, Approved or Rejected, the search bar searches applications by name, email or phone while the tab is open, and the newest come first, 50 to a page.

Application fields collected

• First name, surname, email, phone
• Selected membership fee type (if configured). Optional add-ons the applicant ticked are shown on review, carried onto their payment and listed line by line on the invoice
• Any custom questions from your Membership Application form template, including questions that only appear for some applicants (see below)
• Optional file attachments
• When your club has conditions of entry, when the applicant accepted them and the exact text they accepted

The ticked add-ons are shown on review. In the Applications list the amount under the membership type is what this applicant pays (the base fee, the add-ons the type always carries and the optional ones they ticked), with the add-ons named beneath it ("Includes Grounds levy"). View opens the same price line by line under Membership price, with the total. Once the applicant has a payment, the lines are the ones recorded on that payment, so they keep the figures that were charged even if the add-on is re-priced later; before that they are a quote at today's rates. An unpaid payment that the applicant has since outdated by resubmitting with different add-ons is shown as the new quote, which is what they will be charged.

Your custom questions are built in the form designer, and the designer's Logic tab lets a question show, hide or become required depending on earlier answers: "Where is your horse kept?" only for applicants who said they have a horse. A question that is hidden for an applicant is neither validated nor stored. See Membership Applications and Entry Form Designer, Rules and Event Templates.

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 (someone who already held a membership with you gets a "membership renewed" email instead).
4. A new member record is created with status Active.
5. Answers to your custom questions are copied onto the member's Club fields where a club field has the same label (for example "Pony Club number"). A field the member already has an answer for keeps it, and uploaded files aren't copied.

Rejecting an application

1. Click Reject on the application card.
2. Enter an optional reason. It's kept on the application for your team; it isn't sent to the applicant.
3. Confirm. The application is marked Rejected. Horsify doesn't email the applicant, so let them know yourself if you'd like to.

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.
Lifecycle Reason	Optional note explaining a status change (e.g. "Non-payment").
Membership Number	Edit the assigned number. If another member of your club already holds it, Horsify won't save it and tells you who has it, so each member keeps a number of their own.
Membership Start / End Date	The membership period dates.
Member Type (fee)	Re-assign to a different fee tier.
Title	Free-text label for what they do (e.g. "Treasurer", "Volunteer"). It's for show and doesn't change what they can do.
Access	Not set here. The dialog links to the Committee page (or Staff, for riding schools), where admin and staff access are managed.
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. Status changes are also recorded in a status history.

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Membership Payments

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

Sending a payment link

Payment links go out from the Renewals queue (see below): Send on a member emails them a renewal notice with a Stripe payment link, or your bank transfer details if online payment isn't available. The payment is priced as the type's base fee plus its included add-ons (and any optional add-ons the member paid for last time), and the period end date comes from the fee's validity length and the fixed-expiry setting.

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.

Recording a manual payment

If a member pays by bank transfer, cheque or cash, record it against their invoice:

1. Open Invoices & Receipts from the organiser menu and find the member's invoice. (A member who chooses bank transfer at checkout is emailed an unpaid invoice, which appears here.)
2. Click Mark as Paid and enter the amount received.
3. Horsify records the payment, the invoice shows as paid and the membership payment is set to ManuallyPaid.

Marking invoices paid needs Finances at Manage (or an admin).

When a member pays online

When a member pays a renewal or a payment request by card, they get their receipt and your club is told too: a Membership Paid email goes to your organisation's notification or contact email (or, if neither is set, to your admins), and admins and staff with the Members and volunteers area get a Membership paid notice in Horsify. If the member's Horsify account has a confirmed email address, replying to that email reaches them. A payment that comes with a membership application sends the application's own alert instead, and a payment you mark paid yourself sends your club nothing.

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.

Horsify sends at most two of these automated reminders for each payment, a week apart; the next renewal period's payment starts the count again. A renewal you send yourself from the Renewals queue isn't counted or limited, but it pushes Horsify's next automated reminder back a week. Both automations can be switched off; see Membership Renewal Reminders.

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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 and its bucket filters. When members are due, each is listed with a Send button for their renewal notice; when nobody is due in the chosen period, it says so.

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. It reads Resend once a reminder has gone out.
• Send N Renewals: tick members in the list, then bulk-send to all of them.

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 a member can put towards event entries at checkout; a tick box on the cart applies it against the total. Admins, and staff with the Finances area at Manage, can grant, adjust, or deduct credit from the member edit modal.

Credit can't be spent in the club store. The store's cart and checkout have no club-credit option, so a member with credit still pays for store orders in full. If you've promised a member credit against merchandise, take it off their order another way.

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 checkout only (grants only)	Restricts the credit to event registrations only.

4. Click Apply Credit (it reads Deduct Credit for a negative amount).

An email is sent to the member notifying them of the grant. A member's card shows their balance whenever it isn't zero, and the table has a Club credit column on a wide screen.

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

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Dependants (Child / Junior Members)

Admins and staff with Members and volunteers at Manage can attach dependant profiles to a member's record. A dependant can be any age: a child under 18 is linked to the member as their guardian, and an adult is linked either as a rider who simply has no login of their own or, where it actually applies, with the member as their legal guardian.

Adding a Dependant

1. On the member list, click Manage dependants on the guardian's row (in card view it's the Dependants pill). This opens a Dependants: [member name] panel; you don't go through the edit modal.

2. Under Add Linked Rider, fill in:

   Field	Description
   First Name / Surname	Dependant's name (required).
   Date of Birth	Required. For an adult, you then choose how they're linked to the member (see above) and confirm they've agreed.
   Relationship	Parent, Guardian, Step-parent, Grandparent, Spouse, Partner, Sibling, Carer or Other.
   Membership Type	e.g. "Junior Member", or no membership type.
   Medical Notes	Allergies or conditions relevant for riding.

   If the dependant is already on your member list, use Link an existing member in the same panel instead.

   If you enter Medical Notes, tick that the dependant (or, for a child, their parent or guardian) has agreed to the club recording this health information. The notes can't be saved without it, and the same tick appears when you change a dependant's medical notes later.

3. 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, Has Horsify Account, Payment, Amount Paid, Payment Total, Outstanding and Invoice Number.

The five payment columns match the Payment column on screen and are blank for a member with no payment on record. They sit at the end, so a spreadsheet built on the earlier columns still lines up.

The file holds every member the current tab, membership type and search match, not just the page on screen. Use the All tab, All types and an empty search bar to export the complete member list. One export holds up to 10,000 members; a larger list is refused with a message asking you to narrow it with a tab, type or search.

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Email Templates

Horsify sends the following automated emails for membership events. Each template can be customised per-organisation from Settings → Templates → 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 (at most two per payment, a week apart).
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 a member's status changes, Horsify records the previous status, the new status, when it changed, who changed it and the optional reason. There is currently no screen on the Members page for viewing this history.

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Public Join Flow (Rider-Facing)

When Allow External Membership Requests is on, visitors to your Organisation page see your membership types and an Apply for Membership button (Join Membership for a signed-in visitor who isn't a member yet). A Membership Application Form block on your club site leads to the same form. The flow:

1. Application form: a visitor who is not signed in is offered Sign in first, so their name and email are filled in for them; nobody has to.
2. Membership type and add-ons: each type shows its total and the lines that make it up. Choosing a type reveals its optional add-ons as tick boxes, with a running total.
3. Online checkout: if the applicant selects a paid tier, they can complete payment, with the same lines itemised.
4. Admin review: the application lands in your Applications tab (status: Pending).
5. Approval: you approve, a member record is created, and a welcome email is sent.

The join form as a visitor sees it: the price broken into lines, an optional add-on ticked, and a question ("Where is your horse kept?") that a rule revealed.

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	An active Horsify plan; the Members page displays a paywall without one. The Basic plan covers it and is priced by active member count: $10/year up to 100 members, $20/year for 101–200, 30/yearabovethat(NewZealandclubspayNZ12, NZ24orNZ36).
Access	An admin, or staff with the Members and volunteers area (View to see, Manage to make changes). See Staff Access.
Member Management enabled	Toggled on in your organisation profile (Organisation → Profile). 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
• Entry Form Designer, Rules and Event Templates: building the join form's questions and the rules that show, hide or require them
• Member Creation (Invite Member): detailed guide to the invite flow
• Dependent / Child Membership: managing junior members under a guardian
• WYSIWYG Email Template Editor: customising membership email communications
• Custom Club Website Setup and Usage Guide: 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: 2026-10-30 19:13:09 UTC