Follow the simple steps below to create a Supporters Club in LoveAdmin:
Step 1: Hover over ‘Payment Options’ found in the navigation bar at the top of the page, then click ‘Supporters Club’.
Step 2: Next, select 'Add new’.
Step 3: Enter the name and cost of your Supporters Club. Select whether the Supporters club is a one-off payment or a recurring payment.
If your account has been set up to take payment by Direct Debit, by default, the system will require people to pre-authorise their payment. So, each time money is due it will get automatically collected and reconciled for you.
If your account is not set up to take payment by Direct Debit, then the system will require people to pre-authorise payments via PayPal. The limitation with PayPal is that pre-authorised agreements only run for 12 months meaning these aren’t suitable for things that auto-renew annually.
Step 4: Select whether you wish to limit the number of people who can join the Supporters Club.
If you have limitations on the amount of Supporters Club contacts you wish to have, you can cap the number of people that can purchase it.
If you would also like the system to add people to a waiting list once the cap has been reached, you can do so by selecting 'Yes' to the question, 'When full, give the option to join a waiting list?' and give your waiting list a name and click ‘Next’.
People registering after the maximum number has been reached will be added to the system group 'Online registrations awaiting approval' - you can view that group by going to 'Contacts' > ‘System Groups’ > ‘Online registrations awaiting approval’. Once you have approved the contact from there, they will be added to the waiting list.
Please note - if the Supporters Club becomes full, people registering for the Supporters Club will be notified at the point of registration, so they can decide whether they want to continue or not.
Step 5: On the next settings page you will be asked; ‘Who can join the Supporters Club? People associated to:’
Here you can set which Membership Categories / Groups you want to have the ability to register for the Supporters Club.
Step 6: The next setting will give you three yes or no questions to choose from, select the appropriate answers to the following questions; ‘Display the option to join the Supporters Club:’
- On the registration form of the selected groups/categories?
This option allows you to publish the Supporters Club on the registration form of the Groups / Categories selected in the question above.
- As a standalone option for people to register for via the registration page?
Select this option to display the Supporters Club in the main dropdown list of items to register for via the registration page.
- In the person’s online account?
Select 'Yes' if you wish to display the Supporters Club in the person’s online account for current contacts to join.
Step 7: When people pay, move or copy them to a new group?
You can choose to select one of two options when someone pays for the Supporters Club; ‘Copy person to group’ and ‘Move person to group’. These options are useful if you want to be able to group together all the people who have paid for quick reference.
Each Supporters Club comes with its own set of email templates that are used when the system sends automated emails out.
All email templates are customisable and give you the option to select who they should come from, what the subject header should be, whether to insert field data or add an attachment.
Here's a full list of the templates available:
Template 1: Payment Request Email Template
This email template is used when requesting payment from people added to the Optional Extra.
Added to the Optional Extra could mean adding someone individually, importing people via a spreadsheet or approving people that have registered online. Each of these processes will purge the system to ask if you want to generate a payment request. This email will be used to request payment.
Template 2: Welcome Email Template
This email template is sent to people registering online.
The default text of this email template differs depending on whether you have opted to take payment at the point of registration or you whether you want to vet people before approving their membership.
Please note - this email template will not be available if you have selected 'No' to the option ‘Display this class as a standalone option for prospects to register for on your online registration page?'.
Template 3: Overdue Payment Reminder
If switched on, this will send automatically. You can also set after how many days the reminder should be sent.
Template 4: Instalment Notification Email
For Supporters Club’s that have the option to pay by instalments, this email template is used to send the instalment notifications to contacts. Again, this includes the option to switch on / off any future notifications.
Template 5: Renewal Notification Email
This email template will apply to any payment requests automatically scheduled for recurring fees. After the first request, all emails will work from this template. They can be turned off by going to ‘Financials’ > ‘Upcoming Payments’.
Step 8: Once you're happy with the settings you have entered, you can 'Save' or 'Save and build form’. The latter will link you through to the form builder page.
Once you have completed the above steps you will have successfully created your Supporters Club.