Renewals - Checklist before doing Bulk Renewal

If the club needs assistance with their renewals, please book this in with DotGolf.

This is it ensure someone will be available to assist the club with their renewals.

If the club calls on the day and it is not booked in, we are not able to guarantee there will be a staff member available to help, due to other bookings.

Before doing your Bulk Renewal, you will need to check the following

This is applicable for clubs who are Periodic

1. Subscription Dates

• Go into the Subscriptions > Subscription Dates (to check if your sub year is already defined)

• Click on "Add new year" and define your start and end of your Sub year

2. Categories

• Define your line items (including the amount) on each category to the new sub year by going into Settings > Categories > Select Category > Select the Sub year and either add the line items manually or copy items from the previous Sub year > Save changes. Note that you will need to do this to each category.
• If the Club wishes to add extra content to the invoice for a specific category only, they can do so by adding the details in to the Additional Invoice Message box.

Please Note: the details in the Category Description Box will also so on the members invoices

3. Members who are changing to instalments and/or going direct debit

• Find the member and go the member's details > click on Membership Tab
• If Member would like to go on Direct Debit, add the bank account and tick the Direct Debit Bank Account number (Please note that the club is set up for Direct Debits first -- if the club is not set up for Direct Debits, please contact support)
• If the member would like to change to pay on instalments, please set this up under Default Payment Schedule before doing the bulk renewal so the instalments will be created when the new invoice is created.

4. Members changing category, having additional items or not renewing an item

 Members changing category:
If you have age based categories use the Member Age Report to check if their category should change at the time of renewal. 

• Find the member and go to the member's details > click on the "Renewal tab" > Click on the drop down if the member would like to change category and select the appropriate category (by default this is set to "Keep same category")

Additional Items

• Carts, Trundlers and additional items need to be added for members who haven't been invoiced for these before (e.g. newly created members or existing members who decided to have additional items) and/or members who do not want to renew

           On Member's Renewal tab > at the bottom, click on the "Add Item" drop down (to add the necessary items that the member wants to add or remove > Once this is added, Click on the "Edit" link wherein you could modify the amount and or a tick box "Do Not Renew" (for the item which shouldn't be renewed) > Click on Save > Save Changes 

5. Unbilled Members Report 

 This report will show you the members who have unbilled items that is automatically populated due to change in category or adding the items manually against the member's membership tab

Go to the Reports > Unbilled Members > Click on the membership number and go to the member's membership tab

Delete this line item so that when you do the bulk renewal this member will be picked up by the system.

Once all these are fine, you can then proceed to do your Bulk Renewal

6. Check the invoice details are updated and sit shows the correct details before sending them out

- Check category description boxes

- Check invoice additional content and foot text boxes

7. Set members to Auto Resign

If a plyer has contacted the club and confirmed they wish to resign at the end of the current Sub period they can see the player to Auto Resign, as at the ends of the current invoice date. 

This can be located on the members, Membership Tab,

If the Auto Resign Box is not showing, this means the member does not have an Invoice therefore the system does not know when to set the Auto resign date

To get this to work the club can add a Sub line and set he end date to be when they want to resign the member

8. Check the Line Items are set are NOT set as once off

Check the Line Items are NOT set as once off

Set any Line items  to Once-off if needed

Subscriptions Tab

Line items’

9. Confirmed the Invoice date and Invoice due date 

Confirm the Invoice Document Date and Invoice Due Date as these will be needed when running the renewals

10. Update the details that are due to show on the Member’s Invoice  

 Update details that show on the invoice and this is done in the Invoicing & Accounting System Settings area,

11. Check the correct Email Address is going to show on the bottom left-hand corner of the invoice.

This email address can be updated in the Club Contacts under the Accounts option. When you update the Accounts email address option that will update the email address that shows at the bottom on the invoice

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Related Article - How to batch process subscription renewals