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:

Profile view

Joining and applying

A person can join the registry with an email address or a phone number. Joining with email proves the address with a sign-in code. A new address creates the account, and the club profile is created after they sign in with the code. An existing account signs in; if they do not yet have a profile in this environment, it is created after that sign-in. If the address is already on a profile that has no account, they can still sign in, but that profile is not attached and a second profile is not created.

Membership is applied for by choosing an ongoing season and a class and filling the season registration form. A season is ongoing when its start date is today or earlier and its end date has not passed. A profile cannot apply for a future season that has not started yet. 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 profile holder sees:

• active memberships by season
• membership status (pending, approved, waiting for cancellation, and so on)
• unpaid membership fees as a list (class name and remaining amount, including leftovers after a partial payment) and the option to pay
• digital membership card (name, class, valid until the end of the season)

Sub-profiles

An account can add sub-profiles, for example children, and manage their details. Adding a sub-profile does not create a Hob account for them. On their page (Membership registry card) the managing profile selects the sub-profile and applies for membership for them in the same way as for themselves. Another profile or a sibling sub-profile cannot apply or pay for that membership.

Cancelling membership

The profile holder 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

An approved member gets the season newsletter by email by default. They can opt out. The profile holder can also subscribe themselves. A profile approved for membership for the first time can additionally get an automatic newsletter subscription on first approval — the Automatic newsletter rule is still configurable.

Admin view

Dashboard overview

On the member registry home, for the selected season:

• profile count
• number of open payments
• pending membership applications (direct link to approval)

Managing profiles

• create, edit, and delete profiles (a person, or an organization such as a company or association — name required, contact details optional, no login account)
• inspect profile details (name, contact details, saldo, reference number)
• flags: Actual member, Has paid the membership fee
• record cash payments for a profile
• correct the amount of a transaction

In club settings you can define a profile 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 profile management page. The form can include a birth year field (the calendar year is stored, not age) or a birth date field (the calendar date is stored, not age). Other modules can also use profile 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

An admin can create and copy future seasons in advance. For applications, a profile only sees the ongoing season — a future season is not active until its start date.

Managing membership classes

For each class you set:

• name and description (multilingual)
• price — seasonal membership fee. The price can include discounts that match the applicant or the season registration-form answers (for example home city). On approval, the charge is the discounted amount when the condition matches.
• joining fee — a one-off fee when the person is approved as a member for the first time. The same price can include discounts.
• 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
• ending a membership mid-season (pending, approved, or cancelled): unpaid membership charges are removed and actual-member status ends immediately. Approver permission is not enough. A paid membership fee is not refunded. This is distinct from cancellation, where a paid membership keeps actual-member status until the end of the season.
• membership lifecycle (history: application, approval, cancellation, ending, and so on)
• updating profile details in the membership flow

CSV import

• Profile import — bulk import with names, email, and phone number
• Membership import — import memberships as approved or pending. CSV columns for first name and last name create the profile when needed; if those fields are on the season registration form, they are stored on the membership as well. Rows that already match a membership can be ignored, updated (membership extra data and state), or imported as a new membership. The existing profile is not overwritten.
• duplicate detection for profiles and memberships

Reports

In the dashboard Reports section, for a selected membership season:

Automation

Membership classes can have ready-made rules. They set Hob apart from manual registries and cut repeated work.

Ready-made rule types

Advanced automation rules

The system also supports custom rules based on events:

• Season start — a custom season-start rule is still available when the ready-made inherit rule is not enough (for example with other conditions). Typical inheritance is the ready-made rule above.
• Application — automatic approval based on conditions (e.g. city = Orimattila).
• Not already at this status — a custom condition: actions do not run if the profile already has a membership this season at the given status. Status applied means a pending or approved membership in any class this season. Typical use: buying a season pass does not create another application if the profile has already applied or been approved.
• Due date — reminder messages, a stricter reminder after a week, or an automatic cancellation request for unpaid memberships.
• Integrations with other modules — the ready-made weekly-class rule (see above) applies for membership when the chosen season pass is bought. Joining a team-sports team can still apply for membership with a custom rule. In competition, a custom rule can apply for membership for every player on the team when staff approve an entry; a pending entry does not apply, and a player who already applied is not applied twice. This is not a ready-made rule on the class list.

Payments

When a membership is approved, a membership-fee charge is created automatically, including any discounts. A first-time approved member also gets a joining-fee charge if one is defined. If the profile pays only part of several unpaid membership charges, the smallest unpaid charge is settled first (for example the joining fee before the larger class fee). The remaining amount stays on the unpaid list.

The profile and the membership each have a reference number for payments. The profile holder can pay online; an admin can record cash payments and correct a transaction amount.

A rejected or cancelled unpaid membership removes the charge automatically. An admin-ended membership removes unpaid charges and actual-member status immediately; a paid fee is not refunded. 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:

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. Before sending, an admin can preview who will receive the letter.
• Notifications — email notifications about applications and newsletters
• Weekly class module — buying a chosen season pass can create a membership application (ready-made rule on the class)
• Team sports — joining a team can automatically apply for membership
• Competition — approving a pending entry can apply for membership for every player on the team (custom rule on the class)