🧠When a member leaves
Somebody has rung to say they are not renewing. Here is the whole thing, in the order it matters.
1Find out why, and write it down
Ask, gently. Most people will tell you. This is the one piece of information that lets a committee see a pattern later — and Members → Leavers only has a story to tell if somebody records the reason each time.
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?Check the money before anything else
Open their member record. Is the subscription paid? Is there a locker fee, a shirt from the store, an unpaid match fee? Settle or write off whatever is outstanding now, while you are still talking to them.
They owe the club → send a final statement, or agree to write it off. Archiving does not clear a charge, deliberately. | The club owes them → a part-season refund is a committee decision; record it as a refund against their account so the year end still balances. |
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3Archive them, and read the warnings
On the member list, press Archive. Pavilion lists everything they are still holding before you confirm — an upcoming booking, a duty on Saturday, a competition entry, a locker, a committee role, a club key.
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4Deal with the key and the role yourself
Pavilion clears the committee role and the key-holder flag on the record, but only you can get the actual key back. If they were the safeguarding officer or a signatory on the bank account, that needs a committee decision this week, not next season.
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5Pick the reason and confirm
Choose a reason from the list, add a note, set the date they left, and leave “release everything they were holding” ticked. Their bookings are cancelled, the rota slot goes back to needing somebody, the locker is freed, and — the part that used to be missing — the club stops emailing them.
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6If it was a bereavement
Use the reason deceased. It is a membership status of its own, and it is what stops every mailing list, newsletter, text and renewal chaser. Do it before the next renewal run, not after.
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7Look at the reasons once a season
At the AGM, open Members → Leavers for the season just gone. Moving away and health are weather. Cost and “unhappy with the club” are decisions somebody made, and they are the ones worth twenty minutes of a committee meeting.
💡 Tip: A member who tells you themselves from the app appears at the top of the Leavers screen and changes nothing until somebody deals with it — so a person who pressed it in a bad week can still be talked round.