Membership Workflows
Define the conditions members must meet to progress through your club's membership stages.
A workflow is a club-defined journey made up of ordered stages, with requirements (conditions) on each stage. It lets you spell out exactly what a member must do to move from one membership status to the next, instead of every move being a manual decision.
You can have:
one membership workflow, whose stages map onto your membership statuses (probation, full member) and drive the real membership changes; and
any number of separate tracks (for example, a Range Officer qualification) that don't touch membership.
Build and manage these under Membership Workflows in the admin menu.
Only one membership workflow is allowed per club. Adopting workflows seeds a starter one that mirrors your existing probation → full member journey, which you can then customise.
Creating a workflow
Go to Membership Workflows → New workflow.
Give it a name and description, and choose its purpose (membership or a separate track).
Add your stages and their requirements (below).
Publish it. Only published workflows apply to members. A workflow stays in draft until it has stages members can actually work through (a lone stage with no required conditions would finish instantly), and, for a membership workflow, every stage has a membership status.
A workflow moves through draft → published → archived. Archiving stops it applying to members. You can unarchive back to draft and re-publish.
Stages
Add your stages. Their order is the path members follow, so it matters. You don't have to get it right first time: use the up/down arrows on each stage to rearrange them whenever you like. The first stage is where members start, and the last is where they finish.
For a membership workflow, each stage can be tied to a membership status (for example, probation) and given a membership action that runs when a member finishes the stage (for example, "passed probation").
Each membership status maps to one stage. To break a long list of conditions into smaller steps, add more requirements to that stage rather than another stage for the same status. Two stages sharing a status would leave the second one unreachable, so the builder only offers each status once and won't let you save a duplicate.
Tying a stage to a membership status drives the real membership changes when a member moves on. Billing, membership records and history all run exactly as they do today. See The membership lifecycle.
Moving a member on
In this release, moving a member to the next stage is always done by an admin. The system works out when a member has met everything required and shows them to you to confirm. You make the actual move.
This is deliberate. Moving someone on usually needs a decision the system can't make for you: which membership tier to upgrade them to, whether they've paid, issuing a comp card. For a membership stage, you move them on with the usual membership action (for example, "passed probation"), which still collects the tier and payment as it does today. The workflow just tells you they're ready.
A future release may add automatic moves for stages where no such decision is needed.
Requirement types
This release ships six requirement types:
Manual sign-off. You confirm it yourself, with an optional note. Use it for an admin's say-so, with nothing checked automatically.
Declaration signed. Met when the member signs a declaration you choose. See Declarations.
Attendance count. Met when the member has a set number of checked-in attendances, optionally limited to specific events, events with a given tag, locations or event types. Use Limit to specific events to require attendance at a particular event. For example, set the count to 1 and pick your safety day or induction to mean "must attend the safety day". A recurring event counts as one event here, however many times it runs, so members can meet an "attend 3 times" requirement across its dates. Stress to members that bookings don't count, attendance does. See Attendance & range logs.
Picking an event vs tagging events. The specific-event picker matches one event, which suits a recurring event (it stays the same event every time it runs). If you instead create a brand-new event each time you hold, say, a safety day, use Limit to events tagged instead. Tag every safety day the same (for example safety-day) and the requirement counts attendance at any of them, where pinning to one specific event would only ever match that one. See Creating & managing events for how to tag an event.
Minimum time in stage. Met once a minimum time has passed since the member entered the stage (for example, a legally required three-month minimum probation, and you can set longer). It updates on its own and just holds completion back until the time has passed.
ID approved. Met once you've approved the member's proof of ID on their profile. Use it to make a stage wait until their ID is checked.
Police check cleared. Met once the member's police check has come back clear. Sending or skipping a check does not satisfy it, so a stage with this requirement waits for the result. You record the result on the member's profile. If you want to let someone through without a clear check, waive the requirement for them.
Required vs optional
Mark each requirement required or optional. Required ones decide when a member can move on. Optional ones are suggestions the member can tick off themselves, and never hold them back.
What counts
By default a requirement counts from when the member entered the stage. You can change it to count all time instead.
Re-entering a stage (for example, after moving a member back) restarts the "since stage entry" counts for that stage.
Reviewing and moving members on
A member's progress shows on their profile, with each requirement's status and who signed it off. From there you can:
Sign off a manual requirement (with a note).
Accept an automatic requirement by hand, for example a member who did the equivalent at another club. This sticks: the system won't overwrite your decision.
Waive a requirement (with a reason) so it no longer holds a member back.
Reset a requirement back to not done if you made a mistake.
Confirm the move when a member's ready, or force it through if you need to.
Members who've met everything on their current stage appear in your to-do list under Members ready to move on.
Resetting a requirement can pull a member back below the bar for a stage they've already passed. Force advance moves a member on even though their conditions aren't all met. Both ask you to confirm first.
Editing a live workflow
Editing a published workflow affects members part-way through it:
Disable, don't delete. A requirement that members have started against is disabled (its history is kept) rather than deleted. A disabled requirement can be re-enabled at any time, and it then applies to members on that stage again. If you're sure you don't want it, a disabled requirement also has a Delete button that removes it for good, along with every member's history of it. That can't be undone.
Raising a target moves progress back. If you raise a count (for example, attendances from 3 to 10), members who'd met it go back to "in progress" (3 of 10) at the next check.
Reordering or re-tying stages reshuffles the path for members already on the workflow.
When you add, edit, disable or re-enable a requirement on a live workflow, the members already working through it are refreshed automatically, so the change takes effect straight away. You don't have to do anything. (A nightly refresh also keeps everyone up to date as a backstop.)
These changes apply to members part-way through, so make them deliberately. The builder warns you where it matters.
Enrolments overview
Club Settings → Workflow Enrolments gives you the whole picture in one place: everyone currently working through a workflow, the stage they're on, how many of their required conditions are done, and whether they're ready to move on. Filter by workflow or status, and use the per-workflow active members by stage breakdown to see how people are spread out.
From here you can refresh progress, which recalculates it against the current setup. Handy if you've just changed a workflow and want to be sure everyone's caught up:
Refresh on a single row updates that one member.
Refresh all updates everyone in the workflow you're viewing.
Refreshing is always safe. It recalculates automatic requirements and picks up ones you've added or re-enabled, but it never undoes a sign-off or waiver, and never moves a member's stage. Each member's profile still has the full detail and the sign-off, waive and move-on actions.
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