End of Season Wrap-up

This checklist will help you wrap-up your season at the end of the year. We want to make sure that your club administrator and board have all the information you need to end the season on a firm footing and be able to plan for next year. 

1. Take a look at your accounts both PAID and UNPAID.   Review the status of your members and determine what went right.  Take a look at your unpaid accounts and decide how you wish to handle them for next season (will they be offered membership again or will they be asked to pay back dues).  Make sure you have done this before you start preparing for next season and resetting your accounts to UNPAID.  (Please see "New Season Checklist" for better understanding of the complete yearly cycle.) 

2. Check your MEMBER ACCOUNTS.   Do a spot check on the your members account to be sure they are paid up for the year and have no outstanding balance on the snack bar or facilities rentals.  Be sure to communicate to the members that they must pay any outstanding balances and make them aware of any consequences for delayed or non-payment. 

Check your accounts to see how many members are on them and if they meet with your business rules.  You can always limit the number of members on an account by the account type .  Review your check-in notes using the account filter, see if they need updating. You can also use the Membership Account screen to pull a report of how many members are currently on each account, if you set your Manage Filter up to pull the "# Member." 

3. Determine the need for back-billing and fees.   Once you have reviewed the data on your membership and finances for the season you will want to determine if there are any clean-up efforts needed. Do you need to assess fees on members that did not rejoin the pool? Do you want to give last years members a credit? If you find that you need to back-bill members, there are a couple of product options that will aid in reconciling the accounts: 

• Add an Account Balance product and custom fields to charge the member for outstanding bills. If you only have a small number of members who owe past dues/bills, this is the best way to go. For instructions, please see our Account Balance or Credit Solution Article 
• A "Special Circumstance" product can come in handy if you have a larger group of members who still owe the pool for items like an Initiation Fee or Maintenance Fee. For instructions on how to set up a "Special Circumstance" product, please see our article here.
• Make any outstanding 'point of sale' bills mandatory for payment.  This can be done by going to Members Splash Settings > Payment Setting > Invoice Settings and enabling the Make Open Bills Required setting.

4. Review your FACILITIES RESERVATIONS set-up.  Take a look at your facility groups, facilities, programs and events - which ones worked for your members? Which facilitates need some attention given their popularity and use?  What facilities can we eliminate? Do the limits need to be updated? For more information on the reservations system, please visit our Knowledge Base and find the section called Reservations. 

5. Check your ACCOUNT TAGS.  In some cases your set-up involves actively managing your account tag. Check your 'new client credentials' and review what you need to do in order to clean up your tags at the end of the season. Your onboarding team would have documented this for you.  

Also determine if account tags may be helpful for next year and tag customers appropriately for the coming season. Determine whether or not certain tags should be removed at the end of the season, as well. Click here for a tutorial on Tags and how they can help you to offer price variations to different groups within your membership. Our bulk action tool can update Account Tags for a larger portion of your membership, the Manage Tags bulk update can make that a breeze. 

6. Review your PRODUCTS & Point of Sale Items (POS).  Determine if products need to be updated to attract new members. Do we need a "Young Family Membership" to attract families with children under the age of 7 to your pool?  See if your POS items are outdated or need a refresh. Think about what may sell well in the next year (plastic cups, ice, baby needs, Swim team items). 

7. Review your Club’s Policies & Procedures as well as your Waivers.  See if there is a need to update your policies and procedures. If there is a need then, this may be the time to review it with your membership and have all the language set in time for next season.  If you need a new waiver each year you will need to clone your old one and connect it to the system. 

• Your Terms and Conditions can be found in your Member Splash Settings > Payment Settings > Fee and Conditions. For more instruction, please see Payment Settings. 
• Waiver forms will need to be checked on a yearly basis to determine if updates are needed. Please see our Solution Articles entitled Waiver Forms and The Waiver Process Flow for more information

8. Update messaging on your website. If you have added text to your Home page or other pages throughout your site referencing membership availability for the current year, you may want to update the messaging advising prospective/current members of the registration period for the following season. Or if you are unsure of the timeline, simply update the messaging to read "Thanks for a great season, See you next year." This will help you to avoid questions during the off season. 

9.  Send an end of year message.  Keeping in touch with your members is a great way to get feedback and ensure that they will be returning next year!