ClubBalans
Log in Sign up
6 steps

The member area in ClubBalans

Let members look up their own invoices, credit and details, and update their address themselves. They log in with a link in their email, without a password. The member area is on by default, so this guide mostly shows what members see and how they get in. Every step shows a screen with example data.

Our example: at Sportvereniging De Demo Milan van Vliet logs in to look up an open invoice of € 120.00.

Someone holding invoices while working on a laptop

Step 1: check that the member area is on

The member area is on for every club. You see it, and you can switch it off, under Settings (Instellingen), Miscellaneous (Diverse).

The setting that switches the member area on or off, with the address of the member area
The setting that switches the member area on or off, with the address of the member area

Member area (Ledenomgeving): On (Aan) means members can log in, Off (Uit) hides the member login. Here it is On.

Address of the member area (Adres van de ledenomgeving): the address you can share with your members. They can also just open the login page of your club.

Check in the member administration that your members have an email address. That is what they log in with.

Step 2: members choose the member login

On the login page of your club a visitor sees two buttons.

The login page of a club with the choice between the member login and the board login
The login page of a club with the choice between the member login and the board login

Member login (Leden login): for members: a link in their email, no password.

Board login (Bestuur login): for the board and other users: password and a code. Nothing changes there.

Step 3: the member asks for a link

The member enters their email address.

The member login, where a member enters their email address to receive a login link
The member login, where a member enters their email address to receive a login link

Email address (E-mailadres): the address in the member record. In the demo it is filled in already.

Email login link (Inloglink mailen): sends the link. The answer is the same for every address, so nobody can find out who is a member. In the demo you are logged in right away.

In the email the member clicks Log in. A confirmation page follows with one more button, so a mail program that opens the link in advance cannot use it up. The link works once and is valid for 30 minutes. Members who share an email address get one link per member.

Step 4: the overview

After logging in the member lands on the overview.

The overview of the member area with the memberships, the groups and the open invoices
The overview of the member area with the memberships, the groups and the open invoices

Menu: Overview, My details, Invoices and Credit (Overzicht, Mijn gegevens, Facturen, Tegoed).

Memberships (Lidmaatschappen): the kind of membership with its start and end date. Below it are the groups of the member.

Open invoices (Open facturen): how many invoices are still open and the total, here one invoice of € 120.00, with a link to the invoices.

Step 5: change the contact details

Under My details (Mijn gegevens) the member changes their email address, phone number and address.

The page where a member changes their email address, phone number and address
The page where a member changes their email address, phone number and address

Email address (E-mailadres): the address the member logs in with. A new address is used from the next login.

Save (Opslaan): saves the details. The change is recorded in the change log with the name of the member.

Your membership details (Je lidmaatschapsgegevens): name and membership number, which the member cannot change. The page tells them to contact the club.

Step 6: look up the invoices

Under Invoices (Facturen) the member sees every invoice and credit note.

The invoices of a member with the status, the amount and what is still open
The invoices of a member with the status, the amount and what is still open

Invoice number (Factuurnummer): opens the invoice with its lines, the PDF and, if your club receives payments through SitePack Payments, a Pay online button (Online betalen).

Status: Outstanding, Paid, Credited or Credit note. An invoice past its due date is marked Overdue (Verlopen).

Still to pay (Nog te betalen): what is still open on the invoice, here € 120.00 on the first one.

The Credit (Tegoed) tab shows the balance and every top-up and spend, see credit of members.

Good to know

  • A member only sees their own data. There is no member list and nothing from the bookkeeping.
  • The board logs in as before, with a password and a code. Read more about roles and security.
  • More about the member area in the feature page.
Questions

Frequently asked questions

Does a member need a password?

No. A member enters their email address on the login page and receives a link by email. The link works once and is valid for 30 minutes.

Which email address does a member log in with?

The email address in their member record. A member without an email address cannot log in, so fill it in in the member administration.

What if the email does not arrive?

The member can ask for a new link, three times in ten minutes. Check the spam folder and the email address in the member record first. If your club switched off sending emails, login links are still sent.

What can a member change?

Their own email address, phone number and address. Name and membership are changed by the club. Every change is recorded in the change log, with the name of the member.

Can members see each other?

No. A member only sees their own memberships, groups, invoices and credit.

How do I switch the member area off?

Go to Settings, Miscellaneous (Instellingen, Diverse) and set Member area (Ledenomgeving) to Off (Uit). The login page then only offers the board login.

More about this

4 steps

Creating members

The first fields of the form for a new member: kind of member, membership number, name and date of birth

Add a private or company member with their membership, contact details and groups, and check the result. With example data and a screenshot of every step.

Read the guide
4 steps

Importing members

The second step of the member import, with the columns of the file linked to member fields and the default values

Import the members of your club from an Excel or CSV file, link the columns to the member fields, and check what was added and what was skipped. With example data and a screenshot of every step.

Read the guide
5 steps

Processing card payments manually

The booking of the card payments: the sales on the canteen revenue and the cost of sales on the stock

Enter the card payments of the canteen as day sales, process the payout of the payment provider with its costs and check the result. With example data and a screenshot of every step.

Read the guide
4 steps

Collecting membership fees

The membership fee collection with the dates, the option to email the invoices and the members to invoice

Create the membership fee invoices of all members in one run, email them and send reminders for the invoices that stay unpaid. With example data and a screenshot of every step.

Read the guide
4 steps

Processing bank statements

Processing a payment of a member: the suggestion, the invoice it pays and the amount still to distribute

Import a bank statement, let ClubBalans suggest how every payment is booked and process payments of members and suppliers. With example data and a screenshot of every step.

Read the guide
4 steps

Booking incoming invoices

Booking an incoming invoice with the invoice from the inbox next to the form

Receive supplier invoices in the invoice inbox, book them with the invoice next to the form and pay them. With example data and a screenshot of every step.

Read the guide
4 steps

Booking day sales

The day sales form with the date, the starting cash and the first transaction paid in cash, with a tip

Enter the sales of a day in one go, paid in cash, from credit or by card, with tips and a cash count. With example data and a screenshot of every step.

Read the guide
4 steps

Credit of members

The form to top up the credit of a member with cash, with the member, the cash register and the amount

Set up credit, top it up with cash, spend it at the bar and see what every member has left. With example data and a screenshot of every step.

Read the guide
5 steps

Keeping track of stock

The stock counts with the expected stock, the counted stock and the difference, and the stock in the books

Set up a kind of stock with its purchase and sales price, see how the margin is calculated, how every sale lowers the stock and how a count shows what went missing. With example data and a screenshot of every step.

Read the guide
4 steps

Closing the financial year

The annual accounts with the choice of financial year, the balance sheet and the buttons for the PDF and the Auditfile

Check the annual accounts, download the PDF and the Auditfile, close the financial year and start the next one. With example data and a screenshot of every step.

Read the guide
4 steps

Scanning invoices

The booking screen filled in by Scan and recognize, with the supplier, invoice number, dates and category next to the invoice

Switch on Scan and recognize, let AI read an invoice from the inbox, check the suggestion and book it. With example data and a screenshot of every step.

Read the guide
4 steps

Scanning card payout reports

The payout found in the payout report, with the sales, the costs, the amount received and the bank transaction to process

Let AI read the payout report of your card payment provider, find the bank transaction of every payout and process it with the sales and the costs filled in. With example data and a screenshot of every step.

Read the guide
4 steps

Emailing your members

The new mailing form with the groups to choose from, each with its number of email addresses

Choose the groups, write the email, send it after a check and follow the delivery per email address. With example data and a screenshot of every step.

Read the guide
4 steps

Registering loans

The overview of the loans with the debt that is left, the interest of this year and the next installment

Add a loan with its schedule, process the installments from the bank statement with the repayment and the interest split for you, and see what is left to repay. With example data and a screenshot of every step.

Read the guide
4 steps

Setting up notifications

The notification centre with the bell and the number of unread notifications, and a list of notifications

Create a rule that notifies a role or user, test it, read your notifications at the bell and choose whether you get them in ClubBalans, by email or both. With example data and a screenshot of every step.

Read the guide

Member area

Members log in with a link in their email, without a password. They see their memberships, invoices and credit, pay invoices online and keep their own contact details up to date.

Read more

Member administration

Private and company members, kinds of membership and their history. Import your members from a spreadsheet and keep lists of birthdays and anniversaries.

Read more

Bring the books of your club in balance

No payment details needed. Your club is ready in a minute.

Try it free for 14 days

Ask a question

We answer by email.
Before you go

Try ClubBalans free for 14 days

You do not need payment details. Start with your members.

Try it free for 14 days