Membership Sign Up Web Engine

By the end of this training article you will be able to:

• Set membership types to be published online from HART
• Create the online form and understand the configuration tabs
• Create notification emails
• Understand held memberships and how to use them

The membership web engine is a chargeable addition to your monthly SAS fees. please contact HART support ahead of creating your engine. 

Setting memberships to be published in HART

In HART, navigate to Configuration > Memberships to open up your membership rate plans.

The rate plans need 3 things in attendance to ensure that they pull through to the cloud.

• The rate plan must be active
• The Publish button must be ticked
• It must have an active season

Go through the rates plans and publish the ones you wish to utilise on the booking engine. This is the only configuration you need to do in HART. 

Create the online form & styling

Log into cloud-reservations and navigate to Sales > Membership > Configuration >Set up

Add a new record to create a new sign-up form. You are able to have multiple forms if you wish, so if you had a paid membership vs a social membership, they would have different forms with separate payment and membership options.

• Form ID: Automatically generated when you save the form for the first time. This will be used in your engine URL
• Title: The name of your registration form
• Unit: Not required
• Manual Member Number: When not automatically processing memberships into HART, this gives you the option when manually processing to add a membership number of your choice
• Membership Selection: Activates the membership selection down on the form. Leave unticked if there is only one membership option
• Redirect URL: The web redirect where you wish the guest to go at the end of the session
• Renewals: When ticked, allows members who already have a membership number to renew their membership. They will be required to put in a matching membership number and email address to pull through the details.
• Payments: when ticked this will activate the payment gateway for taking initial payments
• Email Member: Tick if you wish the member to get an email when the membership is processed.

Defaults Tab

This tab is where you set the membership default settings for that form.

• Membership Type: Set from the drop-down list which membership type this form is linked to. Ie Spa Membership, Golf Membership. This is not the rate plan, but rather the Type as set in HART
• Fixed Renewal: Fixed renewal applies to memberships that all renew at the same time each year. For example, a golf membership which starts each Jan and runs for 12 months. Leave unticked for rolling direct debits
• End Date*: Works in conjunction with the fixed renewal
• Default Length*: Calculates the default end date which will drop into HART
• Default Status: Sets what status the membership will drop into HART as
• Medical Form Facility: If you wish to link a medical form questionnaire to the membership, here is where you select which facility is the default form

With the exception of the two starred items, all other cells should be filled in. 

Texts Tab

This tab allows you to customise some of the text as it displays on the form.

• T&C's: Transaction Terms & Conditions
• Marketing Opt-in: Any wording next to the marketing opt-in tick box
• DoB Text: Some optional text to go next to date of birth section to explain why it is needed
• Renewal Text: If you are activating renewals, then this text will display next to the member number input to explain how to pull their details through
• Joint Text: If a customer selects a joint membership, this provides additional instruction for them

All of these texts are optional, but the Terms and Conditions and marketing opt-in tick boxes will still show if there is no text in there. 

Colours

This section is where you can set the colours for your form. Simply click on each cell and either put in your brand hex code, or pick the colour from the colour picker.

Memberships Tab

Press the Refresh button in this screen to automatically pull through the rates plans which were published in step one in HART.

If your data is set up correctly in HART you will not need to edit the majority of this.  It will pull through the rates depending on what you published and also on what membership type you set as the default in the first tab.

• Joint: Tick this box if the membership is a joint one. This will activate the Joint Text which explains what users need to do for a joint membership. There is further development coming on joint members.
• Active: Tick or untick to toggle the membership as active or not

Financials Tab

We have an interface with Bottom line which create and manage direct debit mandates. If you sign up for this interface then this is where you put the webform URL. 

Communications Tab

This is where you set up your email settings for any automated communications sent out.

• From: the front-facing email which guests will see the email is coming from
• To: If cc is enabled, this is the address which will get a copy of the membership communications

Creating Email Confirmations

Confirmation emails can be found in Sales > Membership > Configuration > Templates

There are two emails which can be set up in this engine. 

Firstly, if you are doing a non-paid community or loyalty card which needs validation prior to guest membership becoming active, then you select member sign-up default.  This email will trigger each time a membership is created and put into the held bookings section. This is an internal email and can utilise the following tags.

If membership is paid and automatically drops into HART, then you configure the Member sign-up confirmation. This email will send directly to the guest with all the details of the membership. If you enable CC in your communications section, then this will be what you get a copy of as well. It uses the same tags as above, and in addition, can link with the Medical form by using $$Link$$.

Held Bookings

If you are setting up a loyalty or community card which does not require payment but may have another membership stipulation  - such as geographical location - then you can configure sign-ups to be help on the cloud until reviewed and processed. 

If Paid is not selected in your main configuration of the form, then it will default to holding the memberships.

These can be found in Sales > Memberships > Sign-up requests

Select the form from the drop-down, and press the refresh arrows to pull through any new ones.

You then have the option to either process the transaction - in which case it will drop into HART - or decline the transaction and remove it from the list. 

If you process the transaction and have the manual membership number configured, then this is where it will pop up for input before processing.