Club store — selling shirts, tickets and levies

Nearly every club sells its members something besides membership: a club shirt, a locker, an insurance levy, tickets for the Christmas dinner, entry to an open competition. Before, that meant a list on the noticeboard and somebody collecting cash in an envelope. The Club Store (Members → Club Store) turns it into part of the same system that already knows what each member owes.

The important idea is that an order is not a separate thing to chase. When a member orders, the amount lands on their account as an ordinary charge, exactly like a subscription or a green fee. It shows in their Transactions, on their statement, in the ledger and in the year-end accounts, and it is settled the same way as everything else. Nobody has to keep a second list of who has paid for their shirt.

🏷️ Setting up what you sell

On the What we sell tab, add an item with a name, a price and, if it helps, a description. Then the parts that matter:

• Choices — sizes, colours, sittings. One per line. Add | 2.00 after a choice to charge extra for it, so an XL can cost £2 more than a small without needing a second item.
• Ask the member for — a single box of text you need from them: a name to embroider, a dietary requirement, an initial for a locker label. Leave it empty if there is nothing to ask.
• Keep count — for anything you have a fixed number of. Stock comes down as orders are placed, the item shows “only 3 left” and then “sold out” rather than taking an order you cannot fill.
• Most one member may buy — for one-per-member things like a gate key. 0 means no limit.
• Offer this when members join or renew — see below. This is the one that makes the difference to how much you sell.

🛒 Two ways members buy

Put [pvl_store] on a page and members can visit the store whenever they like. But the moment most things actually get bought is when someone is already paying the club — so any item ticked offer at renewal also appears as an optional extra on the join and renewal pages, under “Anything else while you are here?”. The running total includes it, and there is nothing more for the member to do.

If they pay online, the one payment covers the subscription and the extras together, and both are marked settled when the money lands. If they are paying the club by bank transfer or cheque, the total they are told to send includes the extras, and both sit on their account until the treasurer records the money — the same as any other charge.

📦 Getting things to people

📱 What the member sees

Their order shows in the members’ app, on the Money page, under Your club store orders — what they bought, the size, and where it has got to. The one that matters is ready to collect, and the card says how many are waiting for them. Collected and cancelled orders drop off after a month, so the list stays short enough to be read.

The charge is on their account as well, under All transactions, and it names what they bought rather than saying “club store order” — so somebody looking at £34.50 six weeks later can see it was a shirt and a tie. The two answer different questions: the account says whether it has been paid for, the orders card says whether it is in yet.

The Orders tab is the list somebody actually works from. Still to hand over at the top adds up everything ordered but not yet collected, grouped by item and size — that is the list you take to the supplier, and you can print the page as it stands. Each order then moves through ordered → ready to collect → collected, and you can tick several at once when a box of shirts arrives.

Sell to a member is for the counter: somebody asks for a shirt in person, you record it against their name, and it goes on their account just as if they had ordered it themselves.

Cancelling an order puts any stock back on the shelf. It deliberately does not cancel the charge, because whether the member gets their money back is a decision for the treasurer — refund or write it off from their Transactions card so the books stay right.

🎟 Discount codes

Store purchases accept the same discount codes as subscriptions. Set a voucher’s scope to “club purchases” under Settings → Fees and it will apply in the store but not to a membership. Prices and discounts are always worked out on the server from your own price list, never in the member’s browser, so nothing can be talked down by editing the page.

Common questions

How is this different from the till and shop?

The till is for money taken over the counter there and then — a pint, a bag of crisps, a green fee. The club store is for things ordered in advance and paid for through a member’s account: a shirt that has to be ordered in a size, a dinner ticket, an annual levy. They sit side by side and neither replaces the other.

Do I have to use the store page?

No. Many clubs only ever use the “offer at renewal” side of it, so extras appear on the join and renewal forms and there is no separate store page at all. Add the [pvl_store] shortcode only if you want members to be able to buy between renewals.

A member ordered the wrong size.

Cancel that order on the Orders tab — the stock goes back — and place a new one for the right size using “Sell to a member”. Then adjust the charge on their account from their Transactions card if the price has changed.

We collect an insurance levy from everyone. Can Pavilion do that?

Yes, and this is the neatest way. Add it as an item at the levy amount, tick “offer this when members join or renew”, and leave stock untracked. It then appears on every renewal as an optional line. If it is genuinely compulsory rather than optional, put it in the membership fee instead — the store is for things a member chooses.

Where does the money show up in the accounts?

As a charge of kind “club store order”, so it appears under its own heading in the treasurer’s income view and in the year-end accounts, separately from subscriptions. No extra bookkeeping is needed.

Can I stop selling something without losing the orders?

Untick “on sale” and the item disappears from the store and the renewal form but stays on your list with its history intact. Removing an item deletes it from the price list only — orders already placed keep their record and their charges.

Who can manage the store?

Anyone with the “manage members” permission, which is usually the membership secretary and the committee. Adjust it under Settings → Permissions.