Who this is for: treasurers, registrars and administrators who set what members pay. Permission required: Assess Fees or Manage Finances.
Most club fees are attached to groups. When someone joins Masters or Juniors, they owe that group's join fee and every scheduled fee still to come. Leave the group and their future group fees are removed. That way, you set dues once per group instead of charging people one by one.
Everything on this page lives under Finances → Fees & Discounts, which has two tabs: Group Fees and Discount Codes. To charge one person directly, see Member accounts.
Assess Fees or Manage Finances? Both permissions can manage group fees, payment plans and discount codes, add charges and credits, and upload charges. Only Manage Finances can change Finances → Settings, withdraw funds, issue refunds on Payments Received and manage fundraisers. Give Assess Fees to people who bill members but should not touch the club's money.
Fees can only be collected once your club's payment account is set up; see Setting up club finances.
Set a join fee
- Go to Finances → Fees & Discounts and stay on Group Fees.
- Pick a group from Active Groups.
- Enter the amount under Join Fee. It saves when you leave the field.
Everyone who joins the group from then on pays the join fee. Existing members are not charged when you change it. If a member leaves after paying, the fee is not credited back, and they are not charged again if they re-join.
Add fees to the schedule
Use the Fee Schedule for recurring dues, such as a monthly or seasonal fee.
- Select the group, then click Add fee to schedule.
- Enter the Amount, choose What day should the fee be due? and add a Fee Description.
- Click Add Fee.
Everyone in the group is charged the fee on its due date. People who join later still pick up every scheduled fee that hasn't come due yet. To remove an upcoming fee, click X next to it.
Past fees
Once a scheduled fee's date passes, it moves to Past Fees. Everyone who was in the group at the start of that day was charged. If you remove a past fee with X, everyone who paid it receives a credit.
Offer a payment plan
A payment plan lets members split the join fee into up to ten payments.
- Select the group and scroll to Payment Plan.
- On each row, enter the Days after joining the payment is due and the Amount. Use as many rows as you need; each row saves when you change it.
When someone joins a group that has both a join fee and a payment plan, they can choose whether to enroll in the plan or pay the join fee in full. If they enroll, each payment is added to their account, due that many days after the date they joined. Members can view the plan before deciding from Groups → My Groups.
Discount codes
A discount code gives the member a credit when they join a group, which helps people in different financial circumstances get on the water.
Create a code
- Open the Discount Codes tab and click Create New Code.
- Enter the code, the Discount Amount and the Maximum Uses, then click Create Code.
- Click Edit next to the new code. Under Groups Allowed, pick each group the code can be used for from the drop-down list. A code only works when someone is joining one of these groups.
You can change the Discount Amount and Maximum Uses from Edit at any time. To remove a group, click X next to it.
How members use a code
- When joining a group with a join fee, the member enters the code under Discount Code and clicks Check Code.
- They can also enter it on Finances → My Finances with Redeem Discount Code, as long as they already belong to a group the code allows.
Each person can use a code only once, and it stops working after reaching its Maximum Uses. The discount is added to the member's account as a credit labelled Discount Code.
Track use
The codes table shows each code's Value, Uses (used / maximum) and total Redeemed Value. Click Uses to see who redeemed it, when, and for how much.
FAQ
We raised dues. Will current members be charged the difference? Not for the join fee. Changing the join fee only affects people who join later. For an extra charge to everyone currently in the group, add a fee to the Fee Schedule instead.
A member left the group. Do they still owe upcoming fees? No. Their future group fees are removed when they leave. Charges that already came due stay on their account.
Can a member join without a card on file? Only if Require users to have payment method before joining groups with a Join-Fee is set to No under Finances → Settings → Payment Settings, or the group's join fee is $0.
Where do I set which groups members can join themselves? That is a group setting, not a finance setting. See Groups and Join requests.
When are a group's fees posted to a member's account? The join fee is posted when the member joins the group, or when their join request is approved if the group needs approval. At the same time, every scheduled fee in the group's Fee Schedule that hasn't come due yet is added to their Upcoming Charges. See Paying as a member.
If an administrator adds someone to a group, are the group's fees posted? Yes. The join fee is posted for the amount entered in Select amount to charge for join fee (enter 0 to waive it), and the group's upcoming scheduled fees are added to their account, just as if they had joined themselves.
Can a member use more than one discount code? Each code can be used once per person. A member can enter one code under Discount Code when joining a group, and redeem a different code later with Redeem Discount Code on Finances → My Finances, as long as they belong to a group that code allows. Each code is added to their account as its own credit.
Do we need a separate group for each price option? Yes. Fees follow groups, so each price level (for example full season and summer only) needs its own group, and members join the one that fits. Within one group you can still offer a payment plan, and an administrator can set a different join fee when adding someone. See Collecting season dues.
Can we charge monthly dues automatically? Yes. Add each month's dues to the group's Fee Schedule, for example $100 due on the 1st of every month. On the due date the fee is posted to everyone in the group and, with Enable Auto-billing on, collected from their card on file. The schedule is a list of dated fees rather than a repeating rule, so enter the months ahead of time (a year takes a few minutes) and add more before the last one comes due.
How do we offer a month-to-month tier and a cheaper tier with a longer commitment? Create one group per tier, because fees follow groups. For the month-to-month tier, set the Join Fee to any sign-up fee and add the monthly dues to the Fee Schedule. For a six-month tier, fill in six Payment Plan rows (for example $80 at 0, 30, 60, 90, 120 and 150 days after joining); all six payments are posted to the member's account the day they join and each is collected on its date. A member who enrolls in a payment plan does not also pay the join fee, so if the longer tier needs a sign-up fee too, add it to the first payment.
Can we charge a one-time initiation fee? Yes. That is the Join Fee. It is charged once, when the member joins the group or when their join request is approved, and it is not charged again if they leave and re-join. Set it only on the groups that should carry it and leave it at $0 on the others.
Can we sell day passes or a multi-visit pack to visiting rowers? Not yet. Boathouse Connect does not have passes or a count of remaining visits. In the meantime, create a Visitors group with a join fee for a one-time drop-in charge and add the visitor to the practice, or post each visit with Add Charge on Finances → All Accounts. Either way the visitor needs a Boathouse Connect account in your organization.