Feature

Membership

Membership types, renewals and payments, with the records a society needs to look after its members properly.

Key Features

Membership types

Full, concession, youth, family or friend — set the fee, renewal period and grace period for each.

Fixed or rolling renewal

Renew everyone on one date each year, or a year from whenever each member joined.

Payments & reminders

Collect fees by card, Direct Debit or cash, and remind members before their membership runs out.

Youth members & guardians

Record guardians and emergency contacts for younger members.

Consents & DBS checks

Track consent for photos and communications, and DBS checks with expiry reminders.

Data retention

Spot lapsed members whose data is due for review, so you only keep what you need.

Every member, and where they stand

The members list shows each person's membership type, status, start and end dates and last payment. The figures above it answer the questions committees actually ask: how many active members you have, whose membership expires in the next 30 days, who has lapsed, and how much membership has brought in this year.

The members list: active, expiring and lapsed members, with this year's membership revenue.

Membership types that fit your society

Create as many membership types as you need, each with its own fee and renewal rules. Renew everyone on a fixed date — the start of your season, say — or on a rolling basis from the day each member joined. A grace period gives late payers time before their membership lapses.

Membership types with their fees, renewal periods, grace periods and number of active members.

Looking after people properly

Societies have duties to their members, especially younger ones. TheatreHQ keeps guardian and emergency contact details, medical notes where needed, consent records, and DBS checks with reminders before they expire. Data retention tools help you review the records of members who have left, so personal data is not kept longer than it should be.

How-to guides

Step by step, with screenshots

Setting up membership typesCreate membership types with their own fee, renewal period, renewal date and payment options, and see which members belong to each. Adding members and recording membership paymentsAdd someone as a member, record payments taken in cash or by bank transfer, and keep track of renewals. Consent forms and membership compliance reportsSet up the consents you need from members, such as photos and emergency treatment, and use the compliance reports to spot gaps.

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