Adding a New Club Membership
- 29 Mar 2023
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Adding a New Club Membership
- Updated on 29 Mar 2023
- 7 Minutes to read
- Print
- DarkLight
- PDF
Article Summary
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Club Memberships can be added by clicking the [+] Add Club Membership button. From here, there are a few main sections to review as you add a membership.
Club Membership
In the Club Membership section, you can edit things like the Club they belong to, hold dates, cancel dates, cancel reasons, and more. See the image and detailed information below on what each tool does.
Below is a list of the properties that are editable for a customer's Club Membership:
| Club* | This drop-down menu allows you to scroll between the clubs for which the customer is signed. |
|---|---|
| Sign Up* | Displays the signup date for a club membership. |
| Sales Associate | The sales associate is credited for this club membership. |
| Hold Start | If a customer wishes to have their Club Membership held on a specific date, an admin user may use this feature to select a date to put the customer's Membership on hold. Club Processings that occur while a customer has a Club Membership on hold will not include the customer. Once a Hold start date has been inputted, you will receive a "Send Hold Confirmation Email" checkbox. For more information on how to set up this email, please click here. |
| Hold End | If a customer wishes to have their Club Membership held until a specific date, an admin user may use this feature to select a date to put the customer's Membership on hold until a specified date. Club Processings that occur while a customer has a Club Membership on hold will not include the customer. |
| Cancel On | Club Membership will cancel on the date specified. |
| Cancellation Reason | Allows users to assign custom cancellation reasons when a customer cancels their Membership. Please visit the Cancellation Reasons documentation for more information on creating these cancellation reasons. This will not show if no 'cancellation on' date is added. |
| Send Cancellation Email | The Club Cancellation Email box will appear if a Cancel Date is entered. It will be unchecked by default, so check if you want to send a cancellation email. Upon clicking Save, the email will be sent. You can edit the cancellation email in the Email Documents section under Contacts. |
| Send Hold Email | If Hold Dates are entered, the Club Hold Email box will appear. It will be unchecked by default, so check if you want to send a hold email. Upon clicking Save, the email will be sent. You can edit the hold email in the Email Documents section under Contacts. |
| Retain Club Privileges | Checking this option off will allow both Cancelled and On Hold members to still have access to any Club Membership promotions, Allocations, or any other benefits. Customers who retain their club privileges will also be included in any email lists that include active club members. The only feature these customers will not keep is the Club Processing. |
| Source Code | It will be visible on Club Membership reports. This open-text field can be used for any applicable information. Examples include names of tasting staff, customer referrals, etc. This field is only available in the Admin Panel. |
| Notes | This field is for any club notes a customer adds when signing up for a Club Membership or editing their Club Membership via the website. This field is visible and editable by the customer; this note field is not intended for internal notes used by the winery. |
| Product Discount (%) | Allows admin users to assign a Club Membership a specific product discount percentage off each product in their club shipment. If no promotions apply to club orders, you should calculate club discounts directly into the price of each wine or product in the shipment. This product discount will take the set percentage off each item in the club shipment after any price override or value in the club processing. |
| Shipping Discount (%) | Allows admin users to assign a Club Membership a specific shipping discount percentage off the shipping price of their club shipment. No promotions apply to club orders, so you can discount specific Club Memberships on shipping their club shipments. |
| Send/Resend Club Confirmation Email | If you would like to send (when you initially add the Membership) or resend (if you are editing the Membership after it's been added) the Club's confirmation email to the contact, you can check this box. Upon clicking the Save button, it will trigger the email to be sent. |
*Required fields are shown with an asterisk
Shipping Options
In the Shipping Options section, you can edit things like where the club package is getting shipped to or if it's being picked up. See the image and detailed information below on what each tool does.
Below is a list of the properties that are editable for a customer's shipping options:
| Ship To* | Allows a user to select the shipping address used for Club Processing. The available options include a billing address, shipping address, pickup at the winery, and the opportunity to create a new shipping address. Each Club Membership may only have one lesson at a time; multiple memberships will be required for customers with the same Club Membership going to separate shipping addresses. |
|---|---|
| Override Club Shipping Type During Club Processing | This option allows users to assign a club membership to a specific Shipping Strategy and Type for processing club shipments. This selection will override the settings setup of any Club Processings. |
| Shipping Strategy | This field only becomes available after selecting the Override Club Shipping Type During Club Processing feature. This allows the admin user to choose a Shipping Strategy for the Club Membership. |
| Shipping Type | This field only becomes available after selecting the Override Club Shipping Type During Club Processing feature. This allows the admin user to choose a Shipping Type for the Club Membership. |
*Required fields are shown with an asterisk
Payment Options
In the Payment Options section, you can edit the payment method (credit card) for their club membership. Credit cards are required for any club member. Contacts are not able to have a club without a credit card.
If the customer has an existing credit card on file, you can select a saved card or click Add New.
Enter the details for the credit card the customer wants to use for the Membership in the popup.
| Card Number* | Enter the credit card number. This needs to be a valid card number. The entered card number will automatically recognize the card type. |
|---|---|
| Expiry Date* | Enter the expiry month and year. You cannot enter a card that has already expired through this tool. |
| Name On Card | Enter the name that appeared on the credit card. |
| Primary Card | The primary card that will be selected when a customer places an order. Marking a card as primary does not assign the card to a customer's Club Membership. This change only affects the checkout process for future orders (Admin Panel, website, POS, etc.). To update a customer's Club Membership to use a specific credit card, the checkbox for the appropriate club level must be selected under the field Update Club Membership(s) with this card. |
*Required fields are shown with an asterisk
User Choice Options
In the User Choice Option section, you can edit the choice of the season(s) that are available. This section only shows if your Club has user choice tools turned on. See the image and detailed information below on what each tool does. For more information on User Choice Clubs, find it here >
Below is a list of the properties that are editable for a customer's user choice options:
| Season | All of your seasons that are set up will show here. In the example above, only one season is set up, so only one season appears. |
|---|---|
| Min / Max | This will show the season's minimum and maximum quantities (if they are set up in the season). |
| Wine/Product Options | The number will show the quantity of the products selected. This will indicate what you have picked for them, the default amount setup in your season, or what the contact has already set. |
The Wine/Product Options numbers may reflect what the contact has already picked, so by changing the numbers, you would be overriding what the connection would have wanted. Please take caution when making any adjustments here.
Welcome Package Options
Welcome Package OptionsYou can see a quick view of their membership stats in the stats section. See the image and the detailed information below on what each field means.
Below is a list of the properties that are editable for a customer's Club Membership:
| Gift Card | Allows the value of a gift card to discount the welcome package order when creating a new Club Membership. This will only apply to the welcome package order automatically created after you save the Club Membership. |
|---|---|
| Coupon | Allows discounts to apply on a welcome package through promotion codes. This will only apply to the welcome package order automatically created after a Club Membership is created. |
| Don't Send Welcome Package | Suppose a welcome package is set up to go out when a customer signs up for a membership. In that case, users can create a Club Membership through the Admin Panel without having a welcome package order generated for the customer. |
Statistics
You can see a quick view of their membership stats in the stats section. See the image and the detailed information below on what each field means.
Below is a list of the properties that are editable for a customer's Club Membership:
| Shipments | This will show the number of shipments this contact has received through the club processing tool. It will not show orders placed outside the club processing tool (admin panel, website, POS, etc.). It will also indicate if the Membership is:
|
|---|---|
| Last Processed | She indicated the date the last club order was processed. |
| Pre Pay | Indicates if the Membership is prepaid. |
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