Membership Subscriptions

NOTE: Whilst we refer to Membership in this article, your client may be set up to refer to them as Quarterage.

A subscription is an automated payment schedule created for the membership. When the membership is set to renew, the system automatically:

1. Creates a subscription with the appropriate payment instalments
2. Schedules payment collection dates
3. Sends the member notifications about upcoming payments
4. Processes payments on the scheduled dates

The is normally managed when creating a membership for the member, details of which can be found in this article: Creating a Membership/Quarterage

Once a membership is created for a member you will typically see something like below:

In the above example the member has the Standard membership, which:

• Began on the 1st January 2026
• Has a renewal frequency of Annual - 12 instalments
• Has a Renewal Date of 1st February 2026

The page lists a summary of the memberships at the top, and the details of the memberships below it for reference.

When a membership renewal date occurs and a frequency has been set, the system will generate the instalments for that membership, based on its frequency.

In the example below, the member has the Standard membership, which began on 1st October 2025, and originally had a renewal date of 12th October 2025.

On the 12th October, as the membership has a frequency of Annual - 12 Instalments, the system created the subscription and the 12 instalments throughout the year, based on the membership cost divided by the number of instalments.

These instalments are held against the subscription, and on the respective date of the instalment the system will generate the related transaction for that instalment.

The page shows the instalment schedule created and the status of the instalments.

To view the subscription and manage the instalments/transactions click the View Subscription button against the membership.

This displays additional details as shown below.

Additional transactions may be added to this subscription, for example to cover pro rata memberships where the member has joined and started a membership part way through the membership year.

To edit the subscription, for example to change the instalment dates created, or add or remove instalments, press the Edit Subscription button.

This will open a new window which allows for editing of the subscription.

Pro Rata Membership

If you have just set up a membership and their first renewal date is in the future then the page will not have any subscriptions generated and appear as below.

In this case you will need to create a new subscription using the New Subscription button.

This will open a new window where details can be added, such as the pro rata amount.

Typically this is a one-off payment and no instalment is required, but if the payment is to be taken on a specific date in the future then the instalment can be created and an amount and date added, as shown below.

If you simply wish to take the amount now then leave the instalments empty and save to create the subscription.

This will create the base subscription:

If an instalment was added then it will show the instalments:

If an instalment is added to handle processing of the pro rata cost then the system will create the transaction on that date or dates, as set.

If you prefer to manually collect the pro rata amount then you may instead press the New Transaction button to create the transaction now.

This will open a window for creating the transaction, as below:

Complete the fields as required, optionally if your client has payment methods set you may also initiate the payment directly (payment method dependent).

Alternatively, leaving the Add payment checkbox unticked will create an open transaction, which the member may pay using their Payments page in the Members Area.

Some payment methods allow for a unique payment link to be generated, which can be copied and sent to the member to pay without having to log in to the members area, which can be useful for taking initial membership payments before allowing access to the Members Area.