Preparing for the install of your new membership system

Club Details
This information will be used for software licensing and configuration. Fees may apply if changes are required after initial install.
Club Trading Name*
Club ABN*
Club Phone No.*
Address
Street Address Address Line 2 Suburb State Post Code Country
General Manager/Secretary Name
First Last
General Manager/Secretary Phone No.
Club General Manager/Secretary Email
Membership Manager Name
First Last
Membership Manager Email
Financial Controller Name
First Last
Financial Controller Email
Club Bank, BSB and Account Details
Required if you wish to print this information on the invoices
Club Trading Hours

Settings
To setup and configure MiMembership for the processes of Members, Security, Financials, Integration, and Communications
Settings - Accounts
Aged Balance Days for Accounts and Statements
i.e. 30,60,90,120
Do you use close off dates for the end of the month?
What is the last date you closed off?
MM slash DD slash YYYY
Settings BPay
Does the Club offer BPay as a Payment Option?
BPay Customer Reference Number Prefix
BPay Customer Reference Number Generation Method
i.e. Member Number, Sequence Number, Random Number
Please describe the current BPay procedure
Settings - Invoices
Invoice Due Date is X days from Invoice Date
Invoice Grace Period
X days after due date that an invoice is classed as unfinancial
Invoice Rounding done to the nearest
Do you require the Rounding to be posted to the General Ledger
Generate Invoices X days before renewal
Number of days before the renewal date that an Invoice is generated
Do you charge Invoice Late Fees?
What is the Late Fee amount?
What is the Late Fee grace period?

Configuration - Members
Name your current Membership and POS Data Base Providers
Does your current membership system integrate with your POS?
Membership Details and Other Custom Field Information
Be sure to list all relevant information you collect about each of your members that you want to import to MiMembership in the supplied spreadsheet (i.e. contact details, locker lists, buggy storage, next of kin, proposers, committee status, etc)
List custom data that the club collects of their members
How many active members are there currently
Membership Statuses
List the statuses & their restrictions, that can be applied to each member to identify their current status of membership
i.e. Active, Unfinancial, Resigned, Deceased
Membership Groups
Do you offer a Lifestyle Points Membership?
Do you require your resigned/expired members to be imported into MiMembership?
Approx. how many resigned/expired members will this be?
Can you supply a spreadsheet of your resigned/expired Members?
Membership Billing Period
Annually, Monthly, Half Yearly etc.
Membership period start date/s
Membership period end date/s
Membership Renewals
Date the membership subscription renewal run is typically completed
Date the membership subscriptions were last billed
MM slash DD slash YYYY
Please give a brief description of your current membership subscription renewal process

Settings - Financials
Account Types
List the accounts that each member currently has available, i.e. subscription account, house account, top up account, prize account
Do members have accounts that can be used at POS?
Membership Subscription Account
Does the membership Subscription Account have a control account in the balance sheet, with the current balance outstanding?
Does this balance reconcile with the outstanding balance for Subscription Accounts in your existing system?
Can the detail of the transactions that are outstanding on the Subscription Account be provided?
Can Subscriptions be paid at POS?
House Account
Do members charge to a house account and receive a statement for payment at the end of the month?
Does the House Account have a control account in the balance sheet with the current balance outstanding?
Does this balance reconcile with the outstanding balance for House Accounts in your existing system?
Can opening balances for members House Levy Accounts be provided?
List what POS locations members can use their House Account at?
House Top Up Account
Do you currently have an account type of House Top Up?
At what locations can members add funds to a House Top Up Account?
Does the House Top Up Account have a control account in the balance sheet with the current balance available?
Does this balance reconcile with the credit balance for the House Top Up Accounts in your existing system?
Can opening balances for members House Top Up Accounts be provided?
Do the House Top Ups expire or roll over?
Prize Account
Do you currently have an account type of Prizes?
Are Prizes currently issued to an account that is available to spend at POS?
Is the use of Prizes limited to particular locations or products?
List these limitations
Do issued Prizes expire?
On what basis do they expire?
Does this account have a control account in the balance sheet with the current balance available?
Does this balance reconcile with the available credits for prize accounts in your existing system?
Can opening balances for members Prize Accounts be provided?
Charges
Does the Club pro rata Charges?
What are the pro rata calculations?
House Levy
Are members charged a House Levy?
Is the House Levy charged as part of the standard membership renewal?
Is the House Levy Credit only available once it has been paid in full?
Does the House Levy expire if it is not used?
For what period is the House Levy available?
i.e. 01 July to 30 June
Is the use of the House Levy Credit at POS limited to particular locations or products?
List these limitations
Membership Discounts
Are members offered discounts on their subscriptions?
i.e. family discount, years of service discount
Describe these discounts:
How are these discounts currently calculated and applied?
Will an invoice format that displays Discounts be required?
Payment Methods & Surcharges
List the payment methods that are currently accepted and any surcharges that are applied to the payment method i.e. Cash, Credit Card

Payment Plans & Ezidebit
Current Payment Plan Setup
Can members pay their membership subscriptions by payment plan?
What frequencies of payment do you offer your members who elect to pay their membership subscriptions by payment plan?
- Weekly
- Monthly
- Quarterly
- Half Yearly
Are there any other payment options you offer your members who elect to pay their membership subscriptions by payment plan?
Do you have selected charges that are required to be paid in full with the first instalment?
List these charges
Is a surcharge or fee added to a members account who elects to pay by payment plan?
How is the surcharge calculated?
Is this surcharge paid in full with the first instalment or is it distributed across each instalment?
Provide details on your current direct debit management
Ezidebit
MiMembership uses Ezidebit to manage direct debits
Will the members pay the administration fee directly to Ezidebit or will the club absorb the cost of the administration fee?
If the club absorbs the administration costs, will a surcharge be applied to members who agree to use Ezidebit?
Describe how you would like to manage this surcharge

Communications
Does each member receive an invoice or a statement for membership subscription renewals?
If you send statements how often do you send them?
Do you currently email invoices and/or statements to members from your existing membership system?
Do you currently email reminders and/or overdue notices from your existing membership system?
Will your emails require a specific Staff Members Name/Signature?
How many members receive these communications by post?
Do you currently send regular emails of letters and/or newsletters to your members from your existing membership system?

Website Integration
What features are currently available to members on the website?
Do you want members’ accounts to be made available to view and pay on the website?
Are prizes to be posted at the close of a competition to each member’s account for use at POS?
Do you post Competition fees to Members House Accounts from MiClub Golf?
Do you want golf bookings made on the website to be sent to POS for payment on arrival at the pro shop?
General Ledger Integration
What accounting system and version is currently used?
What is the start and end date of the accounting period?
Is the Membership Financials on a Cash or Accrual basis?
Will the club be installing a new Accounting System in preparation for the MiMembership install?
Which Accounting System will be used?
Which version is to be installed?
If a new accounting system is to be implemented, will this be in place when MiMembership is installed?
Will this new accounting system be a local installation or cloud based?
Do you require the financial information from MiMembership to be integrated with the accounting system?
Will the existing Chart of Accounts be used or is the Chart of Accounts to be revised?
General Ledger Postings
Do you currently post manual transactions to your existing accounting system?
Do you post daily summary journals or one journal at the end of the month for membership?
Do you post daily summary journals or one journal at the end of the month for POS?
Banking for Membership
Please give a brief description of your current banking process for membership
Banking for POS
Please give a brief description of your current banking process for POS
Bank Reconciliation
Please give a brief description of your current bank reconciliation process

Membership Card Printing
Do you currently print membership cards?
Supplied images of the cards
Are the cards used at POS?
For what other purpose or access are the cards used?
Are the cards printed from your existing membership system or is a third-party application used?
If the cards are printed on site, what is the make and model of your current card printer?
What details are printed on the membership card?
What type of card is used?
For example, a card with a mag stripe on the back, a fob, a Mifare card

Software Users
Please list all Employees and their position titles who will require training on one or more components of MiMembership
Other
Please list any other items MiClub may require to implement the transition to MiMembership
Do you have a Function Space or Meeting Room we can utilise for On Site Training
Do you have a Projector and Projector Screen we can utilise for On Site Training

IT & Network Provider
Company Name
Contact Name and Telephone
After Hours Contact Name and Telephone

Step 1 of 10

Club Details

Settings

Settings - Accounts

Settings BPay

Settings - Invoices

Configuration - Members

Membership Details and Other Custom Field Information

Membership Statuses

Membership Groups

Membership Renewals

Settings - Financials

Account Types

Membership Subscription Account

House Account

House Top Up Account

Prize Account

Charges

House Levy

Membership Discounts

Payment Methods & Surcharges

Payment Plans & Ezidebit

Current Payment Plan Setup

Ezidebit

Communications

Website Integration

General Ledger Integration

General Ledger Postings

Membership Card Printing

Software Users

Other

IT & Network Provider