Member registry
The member registry is Hob’s module for association membership. It fits sports clubs, hobby clubs, and other small associations that have seasonal membership, several membership classes, and membership fees.
The module covers the full membership lifecycle: joining, application and approval, payment follow-up, digital membership card, cancellation, and season change. Automation reduces manual work — for example, memberships from the previous season can be carried into a new season automatically.
The registry works together with Hob’s payments. Membership fees, joining fees, and reference numbers share the same saldo as other charges. Pricing follows Hob’s general pricing — the registry is part of the Hob ecosystem and is not purchased as a separate service.
Who is it for?
- Associations with seasonal membership (e.g. a calendar year or a season)
- Clubs with several membership classes — adult, child, student, and others
- Clubs that have a membership fee and an application process before actual membership
How it works
A few terms help before the features:
| Term | Meaning |
|---|---|
| Member | A person in the registry (name, email, phone). Linked to a Hob account. A member can also manage sub-members, for example children. |
| Membership season | The period for which membership is granted (e.g. 1 Jan–31 Dec). The season has a registration form. |
| Membership class | The type of membership inside a season (e.g. adult, child, student). A class can have a price, description, due date, and rules. |
| Membership | A member’s membership in a class for a season. It moves through states: pending → approved → cancelled or ended. |
| Actual member | A member with an approved membership. This can be used to limit newsletters and other benefits. |
| Saldo | The member’s payment position. An approved membership creates a charge; payment clears the saldo. |
Member view
Joining and applying
A person can join the registry with an email address or a phone number. If a Hob account already exists with the same email, the system asks them to sign in instead of creating a duplicate.
Membership is applied for by choosing a season and a class and filling the season registration form. The form can be edited per season — for example postal code, age, or city can be asked only in a given season. The application stays pending until an admin or automation approves it.
Following your own membership
On their page (Membership registry card) the member sees:
- active memberships by season
- membership status (pending, approved, waiting for cancellation, and so on)
- open payment and the option to pay
- digital membership card (name, class, valid until the end of the season)
Sub-members
A member can add sub-members, for example children, and manage their details. Sub-members can apply for membership in the same way as the primary member.
Cancelling membership
A member can request cancellation. Cancellation may require admin confirmation — that depends on the class rules.
If the membership fee is already paid, cancellation does not immediately remove actual-member status. The membership is marked cancelled until the end of the season.
Notifications
A member can subscribe to email notifications about new newsletters for the season. A new member can get an automatic newsletter subscription on first approval — the rule is configurable.
Admin view
Dashboard overview
On the member registry home, for the selected season:
- member count
- number of open payments
- pending membership applications (direct link to approval)
Managing members
- create, edit, and delete members
- inspect member details (name, contact details, saldo, reference number)
- flags: Actual member, Has paid the membership fee
- record cash payments for a member
In club settings you can define a member extra form (form builder). It is club-wide, not per season — different from the season registration form. When the form has fields, an admin can fill and update them on the member management page. Other modules can also use member extra data, for example reservation Applies-to conditions.
Managing seasons
- create seasons (name, start date, end date)
- copy a season from the previous one (classes and prices included)
- edit the registration form per season with the form builder
Managing membership classes
For each class you set:
- name and description (multilingual)
- price — seasonal membership fee
- joining fee — a one-off fee when the person is approved as a member for the first time
- due date (MM-DD) — a recurring reminder date for the membership fee
- automation rules (see below)
Managing memberships
- all memberships listed by season
- approval, rejection, and cancellation confirmation
- membership lifecycle (history: application, approval, cancellation, and so on)
- updating member details in the membership flow
CSV import
- Member import — bulk import with names, email, and phone number
- Membership import — import memberships as approved or pending
- duplicate detection and updating existing records
Automation
Membership classes can have ready-made rules. They set Hob apart from manual registries and cut repeated work.
Ready-made rule types
| Rule | What it does |
|---|---|
| Manual approval | The application needs approval from one or more named approvers before actual membership. |
| Automatic approval | The application is approved at once (default: one approval). |
| Manual cancellation confirmation | Cancellation needs confirmation from one or more approvers. |
| Automatic cancellation | Cancellation is confirmed as soon as it is requested. |
| Automatic newsletter | A first-time approved member is subscribed to the season newsletter automatically. |
| Membership fee reminder | X days after the due date a reminder is sent only to members with an open payment. |
Advanced automation rules
The system also supports custom rules based on events:
- Season start — approved memberships from the previous season can be inherited into the new season automatically (details included).
- Application — automatic approval based on conditions (e.g. city = Orimattila).
- Due date — reminder messages, a stricter reminder after a week, or an automatic cancellation request for unpaid memberships.
- Integrations with other modules — for example buying a weekly class season pass or joining a team-sports team can automatically apply for membership.
Payments
When a membership is approved, a membership-fee charge is created automatically. A first-time approved member also gets a joining-fee charge if one is defined.
The member and the membership each have a reference number for payments. The member can pay online; an admin can record cash payments.
A rejected or cancelled unpaid membership removes the charge automatically. A paid membership keeps actual-member status on cancellation until the end of the season.
Privacy
Registration-form fields can be marked sensitive. Sensitive data is deleted automatically two days after the membership season ends. Other data, such as name, remains as history.
Permissions
The module provides three ready-made roles:
| Role | Rights |
|---|---|
| Membership admin | Full management: members, memberships, seasons, classes, payments, newsletters |
| Membership viewer | View only |
| Membership approver | View and approve pending applications |
Admins also receive email notifications about new applications and approved memberships — the setting is configurable.
Together with other modules
The member registry works with other Hob modules:
- Payments — saldos, reference numbers, and online payments in the same system
- Messaging and newsletters — seasonal newsletters for approved members
- Notifications — email notifications about applications and newsletters
- Weekly class module — buying a season pass can automatically apply for membership
- Team sports — joining a team can automatically apply for membership