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Member management

  • How do I assign a plan to a member?
    Assign plan to an individual: On the member’s profile page, click on Add Plan and fill in the empty fields. If a member has an active plan, a draft invoice will automatically be created under the tab Financial > Invoices > Uninvoiced.   Assign plan to multiple members: Filter your specific group of members under the tab Members > Active. Then assign a plan to this group by clicking the button Assign Plans.
  • Where can I add a plan?
    Create a new plan under the tab Financial > Plans. Click on Add plan, select a season, add a name and fill in the exact amount. The plan is now ready.
  • Can I import data from my existing system?
    Yes, you can. We have made it easy for you to import and export data into ClubBase. You can migrate fully from your existing system or use ClubBase in parallel to an existing system, for example just for invoicing.
  • Where can I find my financial data?
    All data regarding payments, costs and invoices can be found within the ClubCollect system. Go to Financials > Invoices, and click on the ClubCollect button. Then go in the ClubCollect system to Reports to gain insight into payments, costs, and invoices.
  • How do I cancel a plan?
    You can cancel a plan on the personal profile page of the member. Go to the tab Plans, click the Edit button next to the relevant plan and fill in the termination date. A member is shown as inactive when all plans have been canceled.
  • Where can I add and assign a tag?
    You can create tags under the tab Settings > Tags. Once you’ve ve created the tags, you can assign them to a member on their personal profile page. To do this, click on Assign Tag and select the tag. You can add unlimited tags to a member.
  • Where can I add a member?
    Go to the tab Members and click on the subtab Active. Then click Add Club member to create a new member in the system. Fill in the empty fields and save your changes. You have now added a new member.

Invoicing

  • Can I change plans?
    Of course, you can! You can upgrade, downgrade or stop plans at any time. If you are using invoicing and still have an active invoice cycle, we can only perform the downgrade once this cycle has finished in order to make sure invoices can get paid. If you downgrade before all outstanding invoices have been collected, all data will be deleted. And you will no longer have insight into the invoice history.
  • When I will be billed for ClubBase?
    Depending on the active plan, you will be billed on a monthly or yearly basis for your subscription. Monthly billing will occur at the end of each period based on your actual usage. Yearly billing occurs at the start of the year based on your indicated usage. At the end of the period, we will settle any deviations from your indicated usage. Transaction costs (for payments or communication) will always be billed during the period these costs were incurred.
  • What is included in the free trial for invoicing?
    The free trial for invoicing contains all functionalities of the invoicing plan. We will cover the costs of the payment transactions and communication for 10 invoices in order for you to try it out. We hope you like it!
  • What information do you require for the invoicing to work?
    In order to be compliant with regulation, we are required to know whether you are a legitimate representative of an official organization. Therefore, we need the following documents: Personal identification document of signatories of the organization Bank statement of the organization (with at least IBAN, address and name of the account holder) SEPA mandate Proof of registry in the chamber of Commerce (we will try to download this ourselves)
  • When do I receive my money?
    We pay out the received money on a weekly basis. You will find an overview of all weekly payments and receivables in the ClubCollect system. This data can be viewed under the tab Overview.
  • Are our funds safe?
    Your financials are crucial and we understand that. Therefore, we are committed to taking care of them as if they were our own. ClubCollect is registered at the Dutch National Bank, we have full EU regulatory coverage as an agent of Docomo Digital (an FMA authorized payment institution), we process your payments through a dedicated third party foundation to limit your exposure to our operational activities, we payout funds collected on a regular basis and we operate with a high focus on security.
  • How do I create and send an invoice?
    There are two ways to create an invoice. You can create an invoice based on a plan, and you can create an invoice without a plan. In this article, both ways will be explained in a few simple steps.   Create an invoice based on a plan When you create an invoice based on a plan, you invoice the membership fee that has been set for this member in advance. During the creation of this draft invoice, you will still be able to increase or decrease the amount using invoice lines. Creating an invoice based on a plan is explained in five simple steps.   Step 1: Create an invoice that suits the target audience. Learn more on the Where can I add a plan? page.   Step 2: Assign this plan to a member. Go to the personal profile of the member, and click on Assign Plan. Select the relevant plan, en determine the start date. This plan is now displayed under the tab Financial > Invoices, under the subtab Uninvoiced.   Step 3: Select the specific member on the Uninvoiced page and click on Create Invoice Draft. It’s also possible to increase or decrease the amount. Use Add Custom Invoice Lines to do it. Everything set? Save the draft and click on Save. On the next page, an overview of the created invoices will appear. Click on Raise Invoice. Then Raise [X] invoices and proceed to send it in a batch. Don’t forget to check the box I checked [X] invoices.   Step 4: Add a name to your invoice batch, and click on Create and send the batch of [X] invoices. The batch will now appear under the subtab Sent. Note: The batch will not be sent until you click on Start Processing.   Step 5: Check the status of payments in the ClubCollect system via the ClubCollect button. Create an invoice without plan When you want to create an invoice that is not linked to a plan, for example for an event or a donation, you can create a draft in which you can easily set an amount yourself. Creating an invoice without a plan is explained in three simple steps.   Step 1: Under the Financial tab, click the Uninvoiced subtab. On the Uninvoiced page, click Create Invoice Draft. Search and select the name of the member, and enter a description and the amount in the empty fields. Everything set? Save the draft and click on Raise invoice. On the next page an overview of the created invoices will appear. Click on Raise [X] invoices and proceed to send it in a batch. Don’t forget to check the box I checked [X] invoices.   Step 2: Add a name to your invoice batch, and click on Create and send the batch of [X] invoices. The batch will now appear under the subtab Sent. Note: The batch will not be sent until you click on Start Processing. Step 3: Check the status of transactions in the ClubCollect system via the ClubCollect button.

Communication

  • How do I export and import data to Mailchimp?
    Click on Members > Emailable. Filter your specific group of members, select them and click on Export to Mailchimp. ClubBase has created an excel file which you can directly import into Mailchimp.  Go to www.Mailchimp.com and click on the tab Lists. On this page you can create target audiences, and import the member data by uploading the Excel file you generated from ClubBase.
  • How do I send an email?
    Click on Members > Emailable. Filter your specific group of members, select them and click on Compose email. Add a subject title, fill in a reply-to address and start writing your email.