Add a member or a contact

Add someone to the list when they join at the desk, or to keep a person who is not a member, such as a function hirer or a parent. A person with a membership type is a member; a person without one is a contact.

If someone applied through the club's website, do not add them here: recording the committee's election makes their record for you. See Record the committee's election.

Before you start

• You need to be able to add and change members. The Administrator, Head Coach and Casual Staff roles can by default. Raising the joining invoice also needs the permission to raise invoices, which those roles also have by default.
• Search the list first, so you do not make a second record for someone the club already has.

Add the person

1. Open Club › > Members › > Members & contacts and press New member. A side panel opens headed New member.
2. On Details, type their first name, last name and email address, and anything else you have: phone, date of birth, gender, occupation, address, emergency contact. A record needs at least a name or an email address.
3. Under Tags, press any tags that apply. See Tag members.
4. For a member, open the Membership tab and choose their Membership type. For a contact, leave it at None — contact only and go to step 7.
5. The panel shows the fee for joining on the day in Joined, which starts as today. For example: Joining 16/10/2026: $530.00 + $900.00 joining fee = $1,430.00, and under it 9 of 12 months left in the membership year, which ends 31/07/2027. The full year is $700.00. The Expiry is filled in with the end of that membership year.
6. Leave Status at Active. Member number says Assigned on save: the next number is given when you save, unless you type one.
7. To link them to a household, open Family and search for the person who holds the account. See Households: who pays for whom.
8. Press Create. A message says Member created, and the person is on the list.

Raise the joining invoice

The joining invoice can be raised only once the member is saved.

1. Open the member's page and press Edit details, then the Membership tab.
2. The fee shows when the membership type or the Joined date is chosen. If it is not showing, choose another type and then theirs again.
3. Press Raise the joining invoice. Sports Club OS asks, for example, Raise an invoice to Harriet Newmember for $1,430.00?
4. Press OK. The invoice is raised, and the Invoices page opens on it.

The invoice has the first year's fee and the joining fee. It is issued, not emailed: print it or save it as a PDF to send, or the member sees it on their own pages once they have a login.

After adding them

• Auto renew and invoice starts on for a new member if your club has ticked New members start on Auto renew and invoice in Admin › > Settings, Club tab. See Auto renew and invoice.
• If they make their own login with the same email address, it is linked to their record and waits for the office to approve it. See Approve portal sign-ups.
• They are asked which emails they want the first time they sign in.

Many people at once

Import CSV on the member list reads a spreadsheet saved as a CSV file and says how many rows are new and how many people are already in Sports Club OS, matched by member number or by email and name. It adds only the new people, so a file imported twice adds nobody the second time. People with a membership type it does not recognise are added as contacts. The columns it reads and what an import does not bring in are in Bring in your members from a spreadsheet or another system.