💷 Renewals

The Renewals screen answers two questions, in this order: how is the round going, and who do I chase next. The subscription year runs 1 April to 31 March by default (the start month is changeable in Settings → General → Membership Settings).

📊 Reading the top of the screen

The bar across the header is the whole round in one line: green is renewed, grey is still to come, red is overdue. The percentage beside it is the number a treasurer can read straight out at a committee meeting.

Underneath it, five figures — and every one of them opens the list behind it, so the figures double as the way you move around the screen. The one you are looking at is ringed in its own colour.

• Renewed — who has paid, and how much has come in this season. Opens the list of them, most recently paid first, showing what each actually paid rather than what their membership type costs, so a pro-rata or agreed amount reads correctly.
• Still to renew — who has not, and what that is worth if they all do. Opens everything outstanding.
• Coming up — due in the next 30 days.
• Overdue — anybody past their date. Opens the list filtered to just them.
• Covered — members whose subscription is paid on somebody else’s record, because they are on a household membership. Shown only if your club uses them. They are neither renewed nor outstanding: the subscription is one payment, on the payer’s row.
• Never due — your life and honorary members plus anyone on their own renewal date. They are not late, they are simply never chased, and they are deliberately kept out of the progress bar so they cannot make a finished round look unfinished. Each is counted once however many reasons apply.

👥 The list

Sorted by urgency — the person furthest past their date is first, because that is the order anybody actually works down the list in. Each row carries a coloured rail and a chip saying how late or how soon, so the state reads without relying on colour. The subscription price for that membership type is shown on the row, and Mark paid offers that amount rather than making you type it.

Search by name, email or membership type, tick Overdue only to narrow to the stragglers, and widen the window to everything outstanding when you want the whole list rather than the next few weeks. Click anywhere on a row to select it; select several and a bar appears at the bottom to send reminders or move their dates together. The screen prints cleanly if you want the list on paper for a committee meeting.

A member with no email address is marked as such and their Remind button is greyed out — a reminder to nowhere is worse than no reminder, because you stop chasing them.

Recording payment

• Mark paid — manually record cash, cheque or BACS payment
• Online payments — set up GoCardless, Stripe or PayPal in ⚙ Settings → Payments
• Send reminder — click ✉ to email the member using the Renewal Reminder template
• Export CSV — download the renewal list for the Treasurer

⏳ How long a membership runs

Each membership type under Settings → Fees has a term:

• The club membership year (the default) — everyone shares the club’s year and renews together.
• Twelve months from joining — the membership runs a year from the day they join or last renewed, so they are on their own anniversary from the outset. Pavilion puts them on their own renewal cycle automatically, and the mid-year joining rules do not apply because there is no part-year to work out.
• Never expires — life and honorary memberships. The fee is charged once and no renewal is ever due.

💷 Joining fees and a different price for renewing

Two further boxes sit against each type:

• Joining fee — a one-off charge new members pay on top of their first subscription, and never again. Shown as its own line so the treasurer can see the subscription and the levy apart.
• Renewing members pay — leave it blank and renewals cost the same as the headline fee. Fill it in and existing members pay that instead, which is how clubs run an introductory rate for newcomers, or a discount for staying. A price of £0 is honoured; only a blank box means “the same”.

🗓 Joining part way through the year

Very few members join neatly on the first day of the season. Under Settings → Fees each membership type carries its own rule for what a mid-year joiner pays, because the right answer differs by type — full members are usually charged pro-rata, while a social or winter membership is often a flat fee whenever you join. (This applies to types on the club membership year; a twelve-month or never-expiring term has no part-year to calculate.)

• Full annual fee whenever they join — the simplest, and what Pavilion did before this setting existed.
• Pro-rata — a twelfth of the annual fee for each month left, counting the month they joined. On an April–March year, someone joining in October pays six twelfths; someone joining in the last month pays one.
• Pro-rata, then next season included after a cut-off — pro-rata until a date you choose, after which the fee covers the rest of this season and all of the next. The usual “join after Christmas and next year is included” offer. Those members are put straight into next season, so they will not appear in this year’s renewal round at all.

The amount is a suggestion with the reasoning shown beside it — you can always override it. Rounding is to the penny.

⏸ Pausing the renewal round

Every spring the same thing happens: the renewal date arrives before the AGM has set the year’s fees. Without a pause Pavilion would go on chasing members for a subscription nobody can pay yet, and lapse them when the date passes. Pause renewals at the top of the Renewals screen stops the reminder emails, the expiry notices and the automatic lapsing, and leaves everything else alone — a member who wants to renew early still can. Restart it when the fees are agreed and the sequence picks up where it left off.

📅 Moving a batch of renewal dates

Between renewing one member and rolling the whole club over there was nothing. Tick the members on the Renewals screen, click Move dates, and shift them all by the same number of days or months — for a green that opened a month late, or a season cut short. A negative number brings dates forward. Members on a membership that never expires have no date and are quietly left alone.

⚡ Quick renew

For working through a pile of cheques or standing-order notifications. Quick renew shows one member at a time with the right amount already filled in, you pick how they paid, and it moves straight on to the next one due — the payment method carrying over so you are not choosing it forty times. Skip anyone you have not been paid by. Members on their own renewal date advance by twelve months from their own date rather than being pulled onto the club’s.

🎟 Vouchers and discount codes

Set these up under Settings → Fees. Two shapes:

• A code the member types in — an introductory offer, or a gift voucher the committee hands out.
• An automatic discount with no code, applied to whichever membership types you choose — so a junior never has to know a discount exists.

Each can be a percentage or a fixed amount, limited to a number of uses, given an expiry date, and pointed at subscriptions, club purchases or both. A single-use gift voucher can delete itself once it has been spent. Where more than one voucher could apply, the first in the order wins — one discount per purchase, never two stacked into a free membership, and never more off than the price itself.

The discount is worked out on the server from your own fees, not in the member’s browser, so a code cannot be forged by editing the page. A voucher is only counted as used once the money has actually been taken — browsing the renewal page never burns through a limited offer.

🔁 Members who renew on their own date

Every member has a renewal cycle on their profile:

• The club renewal date (the default) — they renew with everyone else, and Start new season moves them on with the rest of the club.
• Their own date — for a mid-year joiner you have agreed a twelve-month term with, or any arrangement that does not fit the club year. Start new season skips them entirely, so their date is never overwritten, and recording a payment will not drag them back onto the club date either.

Their renewal date is a field on the profile, so you can set it to whatever was agreed. They still appear in the renewals list when their own date comes round, still get reminders, and still lapse if their own date passes unpaid — the only difference is that the club-wide rollover leaves them alone.

Common questions

How do I start a new season for everyone at once?

On the Renewals tab click Start new season…. The wizard previews how many active members will roll into the next subscription year (reset to renewal-due/unpaid), leaves honorary members untouched, and lets you optionally lapse anyone who never paid the outgoing season. Members set to their own renewal date are skipped and counted separately, so the arrangement you agreed with them survives. You confirm by typing the new season before it runs. It is also in the 🧙 Wizards menu.

Someone wants to join in February — do they really pay a full year for six weeks?

Only if you have left that membership type on “full annual fee”. Set it to pro-rata under Settings → Fees and Pavilion works out the part-year amount for you — two months of an April–March year is two twelfths. If you would rather their money bought the rest of this season plus all of next, use the third option and set the cut-off date; anyone joining on or after it is put straight into next season.

Can different membership types have different rules?

Yes — that is exactly how it is set up. Each type has its own row under Settings → Fees with its own fee, joining fee, renewal price, term and mid-year joining rule. So full members can run on the club year with pro-rata, while a life membership never expires and a corporate membership runs twelve months from whenever it started.

We charge a joining fee on top of the first subscription.

Put it in the Joining fee box against that membership type. It is added to the first subscription only, shown as its own line so it can be accounted for separately, and never charged again on renewal.

New members pay a lower rate than existing ones.

Set the headline fee to what a new member pays and fill in “Renewing members pay” with the existing-member price. Leave that box blank and both are the same. It works the other way round just as well if your renewals are the cheaper of the two.

Our membership runs a year from whenever you join, not to a club date.

Set that type’s term to “Twelve months from joining”. Each member then renews on their own anniversary, Pavilion puts them on their own renewal cycle automatically, and the club-wide rollover leaves them alone. Mid-year joining rules do not apply, because everyone gets a full twelve months whenever they start.

We have life members who should never be asked to renew.

Set that type’s term to “Never expires”. No renewal date is set, no reminders go out and they are never lapsed. Honorary members were already treated this way by the rollover; this makes it a property of the membership type so you can have life members on any type you like.

We agreed a member could renew each October instead of April.

Set their renewal date to the October date on their profile and change their renewal cycle to “their own date”. Start new season will then skip them every year, and their date stays exactly where you put it. Renew them when it falls due like any other member.

Will a member on their own date still get reminders and still lapse?

Yes. Everything that looks at renewals works from each member’s own renewal date, so they appear in the renewals list, get the reminder emails and lapse if the date passes unpaid, just like anyone else. Only the bulk rollover treats them differently.

I set our fees on the Fees tab but renewals still show £25.

That was a genuine fault, fixed in 9.99.151: the Fees tab was saving to a setting nothing else read, so renewals, reminders and the members’ renewal page all fell back to the £25 default. Open Settings → Fees, check the figures are what you want and save once — they now feed everything.

How does locker hire pricing work?

Set a club-wide annual renewal fee and a first-year monthly rate at the top of the Lockers page. When you record a payment, Pavilion suggests the right amount automatically — a pro-rata first-year charge for the months from the hire date to 31 March, or the annual fee for renewals — and records how it was paid (cash, card, bank transfer, with membership renewal, or other). Use Bulk add lockers to create a numbered range in a location, e.g. 1–24 in one changing room and 25–60 in another.

Can I change how lockers look in the grid?

Yes. In the grid view each locker is drawn as a little locker with its number and the member’s name. Click 🎨 Locker style at the top of the Lockers page to pick from several designs — Classic, Simple block, Modern, Panel door and Gym (padlock). Whichever you choose, the door colour still shows status: light/grey = available, teal = assigned, amber = fee outstanding. Your choice applies to everyone and can be changed at any time.

How are renewal dates set?

Each member has a renewal_due date on their profile, defaulting to 31 March. For mid-year joiners, adjust the date on their profile page.

What happens when a member's status becomes Lapsed?

Lapsed members cannot make bookings from the member portal. The lapse routine runs automatically daily, or manually from Settings.

Can I edit the renewal reminder email?

Yes — go to ⚙ Settings → ✉ Email Templates → Membership Renewal Reminder. You can edit the subject, body text, and insert variables like {member_name} and {renewal_due}.