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Manage Club Memberships

The Manage Club Memberships section allows you to manage any existing wine club membership or add a new membership. This section will display all Club Memberships associated with an contact, both active and cancelled memberships, as well as providing users a membership history for customers.

From the main screen, you will see the Club Signup Date, Cancel Date, Ship To, and Status of each membership. Clicking the magnifying glass will allow you to open and edit an existing membership. The green [+] Add Club Membership button icon will allow you to create a new membership.

Adding a New Club Membership: Learn more about adding a new membership. Learn More >

Managing Existing Club Memberships: Learn how to manage a existing club memberships. Learn More >

Managing Gift Club Memberships: Learn how to manage gifted club memberships. Learn More > 


Adding a New Club Membership

Club Memberships can be added by clicking [+] Add Club Membership button. From here, there are a few main sections to review as you add a membership. They are listed below:

Club Membership: Select the club, hold dates, cancel dates, create club notes, and more. Learn More >

Shipping Options: Select where this membership is getting shipped or picked up. Learn More >

Payment Options: Add/Edit a credit card to the membership. Learn More >

User Choice Options: Manage the user choice options for the club. Learn More >

Welcome Package Options: Select the options for the welcome package. Learn More >

Statistics: See some quick stats on the membership. Learn More >


Club Membership

In the Club Membership section, you can edit things like the club they belong to, hold dates, cancel dates, cancel reasons, and a lot more. See the image and the detailed information below on what each tools 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 club that the customer is signed up for.
Sign Up* Displays the signup date for a club membership.
Sales Associate The sales associate that is credited for this club membership.
Hold Start If a customer wishes to have their Club Membership held on a certain 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.
Hold End If a customer wishes to have their Club Membership held until a certain 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. For more information on creating these cancellation reasons, please visit the Cancellation Reasons documentation. This will not show if there is no 'cancellation on' date added.
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 have their club privileges retained will also be included in any email lists that include active club members. The only feature these customers will not retain is the Club Processing.
Is A Gift This feature indicates whether the Club Membership is a gift membership or not.
Source Code Will be visible on Club Membership reports. This is an open text field that can be used for any type of 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 when 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 of each product in their club shipment. There are no promotions that apply to club orders and it is suggested that you 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.
Shipping Discount (%) Allows admin users to assign a Club Membership a specific shipping discount percentage off the shipping price of their club shipment. There are no promotions that apply to club orders so this allows you to give specific Club Memberships a discount on the cost of 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

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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 the 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 billing address, shipping address, pickup at winery and the option to create a new shipping address. Each Club Membership may only have one address associated with it 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 a user to assign a club membership to a specific Shipping Strategy and Type to be used when processing club shipments. This selection will override the settings setup of any Club Processings.
Shipping Strategy This field only becomes available after the Override Club Shipping Type During Club Processing feature is selected. This allows the admin user to select a Shipping Strategy for the Club Membership.
Shipping Type This field only becomes available after the Override Club Shipping Type During Club Processing feature is selected. This allows the admin user to select a Shipping Type for the Club Membership.

*Required fields are shown with an asterisk

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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 membership. Contacts are not able to have a club without a credit card.

If the customer has and existing credit card on file you can select a saved card or click Add New.

Enter the details for the credit card that the customer wants to use for the membership in the popup that appears.

Card Number* Enter the credit card number. This needs to be a valid card number. The card type will automatically be recognized by the card number that is entered.
Expiry Date*

Enter the expiry month and year. You are not able to 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.

*Required fields are shown with an asterisk

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User Choice Options

In the User Choice Option section, you can edit the choice of the season(s) that are available. This section will only show if your club has user choice tools turned on. See the image and the 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 setup will show here. In the example above, only one season is setup so only one season appears.
Min / Max This will show what the season's minimum and maximum quantities are (if they are set up in the season).
Wine/Product Options The number will show the quantity of the products selected. This will show either what you have picked for them, the default amount setup in your season, or what the contact has already selected.

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Welcome Package Options

In the stats section, you can see a quick view of their membership stats. 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 that is automatically created after you save the Club Membership. 
Coupon Allows discounts to apply on a welcome package through the use of promotion codes. This will only apply to the welcome package order that is automatically created after a Club Membership is created.
Don't Send Welcome Package If a welcome package is setup to go out when a customer signs up for a membership, users will have the option to create a Club Membership through the Admin Panel without having a welcome package order generated for the customer.

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Statistics

In the stats section, you can see a quick view of their membership stats. 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 that this contact has recieved through the club processing tool. It will not show any orders placed outside of the club processing tool (admin panel, website, POS, etc.). It will also indicate if the membership is:
  • On Going = They pay for each package when you process the club.
  • Prepay = They have prepared for the club membership.
Last Processed Indicated the date the last club order was processed.
Pre Pay Indicated if the membership is a pre pay membership.

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Managing Existing Club Memberships

Club Memberships can be managed/edited after they are setup. To do this, click on the magnifying glass on the specific club you'd like to edit or learn more about:

Once you have selected the club membership you'd like to edit, click on the Edit button in the specific section you'd like make an edit to. For more information on each individual section, click on one of the links below:

Club Membership: Select which club, hold dates, cancel dates, club notes are more. Learn More >

Shipping Options: Select where this membership is getting shipped or picked up. Learn More >

Payment Options: Add/edit a credit card to the membership. Learn More >

User Choice Options: Manage the user choice options for the club. Learn More >

Welcome Package Options: Select the options for the welcome package. Learn More >

Statistics: See some quick stats on the membership. Learn More >

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