[Solved] How Do I Manage Trip Registrations and Payments for our Members

This guide outlines how to effectively manage trip registrations and payment tracking for your members using your membership management system. This solution is adaptable to any one-off activity or event your organisation runs, such as competitions, matches, training sessions, and more.

1. Setting Up the Trip in Your Membership System:

• Create a "One-Time" Membership: Create a non-renewing membership specifically for this trip. This isolates trip registrations from regular membership renewals.
• Trip Fee: Set the trip fee. If the fee is fixed for all members, enter the amount. If the price varies (e.g., based on room type, travel options), set the fee as "custom".
• Assign Trip Membership: When a member registers for the trip, assign (or mass-assign) this trip membership to their account. This action effectively records their registration and creates a balance due for the trip. Note: Mass-assigning custom fees can only be done for a single fee value at a time, so you might need to process registrations in batches if you have varying trip costs.

2. Recording Member Payments:

• Record Receipts: As members make payments, record these receipts in the system, linking them to the member's account and the specific trip membership billing line. This ensures accurate tracking of payments against the trip cost.

3. Tracking Registrations and Balances:

• Billing Schedules: Use the "Member > Billing Schedules" view to monitor trip registrations and outstanding balances. Filter by the trip membership to see a list of all registered members and the amounts they still owe.
• Invoices and Statements: The "Member Invoices, Statements..." page also provides an overview of trip-related balances and payments.

4. Financial Tracking (Optional):

• Create a "Managed Event": For comprehensive financial tracking, you can also create a "Managed Event" in your financial system specifically for this trip. This allows you to record all income (trip fees) and expenses (travel costs, accommodation, etc.) associated with the trip.
• Automated Accounting (Tip): For seamless integration, define Accounting Rules within the trip membership record. This ensures that all receipts booked against the trip membership are automatically recorded against the corresponding "Managed Event," simplifying financial reporting. Access the Accounting tab within the trip membership record to set up these rules.

Example Scenario:

Let's say your organisation is running a weekend hiking trip. You create a "Hiking Trip 2024" one-time membership with a custom fee. When a member registers, you assign this membership to their profile and set their individual fee (e.g., £150 for a standard room, £200 for a deluxe room). As they pay, you record the receipts against their account and the "Hiking Trip 2024" billing line. Finally, you can use the Billing Schedules view to see who has registered, who has paid, and who still owes money. Creating a "Hiking Trip 2024" Managed Event allows you to track all income and expenses related to the trip.

Key Benefits:

• Organised Tracking: Clearly differentiates trip registrations and payments from regular membership activities.
• Simplified Reporting: Easy access to registration lists, outstanding balances, and overall trip finances.
• Flexible Fee Management: Supports both fixed and variable trip fees.
• Streamlined Financial Control: Integration with a "Managed Event" provides a complete financial picture of the trip.