Hello Club shell account maintenance for Clubs

Any time a new member joins your club,

1. Open your Hello Club administrator account

2. Go to People

3. Click the “+” icon (bottom right) to add a member

4. Enter the member’s basic details:

• First name
• Last name
• Date of birth
• Email address

5. Untick “Send this member a welcome email” and click Next

6. Leave Member Details fields blank → click Next

7. Leave Role = Member → click Next

8. Tick Create a membership for this member

9. Choose the correct Club Membership Type (see section below for creating or editing Membership Types)

10. Enter the Start Date and Expiry Date

• Fixed-length memberships → 1 year from start
• Anchor date memberships → e.g., all renew 1 April
• Unlimited → no end date, admin cancels once member leaves the club

11. Tick “Please accept the affiliation terms and conditions on behalf of the member”

12. Click Save

Note: shell accounts by default will not send welcome emails, as your members do not have access to a club profile.

1. Open Hello Club admin account

2. Go to People

3. Select the member who has cancelled

4. Go to Memberships

5. Click the three dots (…) on their current membership → select Stop

6. Tick “Yes, I want to stop this membership”

7. Set the end date to:

• The day they cancelled, or
• The end of their current membership period

8. Click Stop

After this, the member’s MySquash player subscription and access will end on the same date.

Best Practice – Use Auto‑Renewal or set membership type to Unlimited

Enable Auto‑Renewal when setting up membership types. This ensures:

• Members renew automatically
• Access to MySquash stays active

If Auto‑Renewal Was Not Enabled

Before a member’s current membership expires:

1. Open their profile

2. Go to Memberships

3. Click Add Membership

4. Apply the next membership period

This ensures continuous MySquash access.

Changes to membership types must be made before adding new memberships to players.

There are two different ways you can set up your membership types in your shell account,

1. Using your club membership types
2. Using the MySquash player subscription types

If you have a large number of different club membership options, including family memberships which are a combination of adult and junior members, using MySquash player subscription types may be easier.

Details on how to set these up using either method are below.

1. Setting up club membership types using your club memberships

• Log in to your Hello Club shell account.
• Click on the + icon on the top left to expand the menu and click on ‘Membership types’.
• Click on the + icon on the bottom right of the page to begin creating a new membership type.
• Select ‘Primary or individual membership’ and click Next.
• Enter the name of the membership type (i.e. Junior) in the ‘Name’ field. It can be useful to enter the membership length in the ‘Suffix’ field. Click Next.
• Select ‘Fixed duration’ and then select the term of the membership. This must match how you normally charge the club membership (i.e. do they pay monthly or annually). For Life Members, you can select Unlimited. 
• Click Next.
• Untick the two boxes under ‘Renewal By Member’ and set the rest as below. Under Auto Renewal tick the ‘This membership type is auto renewable’. then click ‘Next’.
• Tick ‘Enable auto renewal for memberships of this type by default’ and change the auto renewal timing to 1 days before expiry. This setup is to remove the need for you to renew memberships manually each time it expires for a member. 
• If your membership is for 12 months from the time of joining, leave the ‘Anchor this membership’ box unticked and click ‘Next’.
• 'If you anchor your membership, that is all membership renews on a certain date (i.e. 1 April every year), tick the ‘Anchor this membership’ box and select the Anchor date the memberships will roll over.
• Tick the ‘Automatically issue a membership for the next term…’ box to start the member on a new membership if they join just before the anchor date (i.e. they join on 3 March and the membership would start on 1 April anyway)
• Untick all boxes on the ‘Conditions and fees’ tab, and click ‘Next’.
• Untick the ‘Can be selected by new members during registration’ box, and click ‘Next’.
• Select from the dropdown list the MySquash player subscription you want members with this particular club membership type to receive, and click ‘Next’. NOTE: this tab may not be available yet. Once released you can edit your membership types and complete this setting without having to set up the membership types again.
• Leave unticked and click ‘Next’.
• Leave unticked and click ‘Save’.
• Your membership type is now set up. Repeat the process for your other club membership types.

2. Setting up club membership types using the MySquash player subscription types

When creating the membership types, please ensure the names are entered in the exact same format as below. If you only offer an annual membership, you can leave out the ‘Monthly’ and ‘Quarterly’ options.

• Competitive Adult - Monthly

• Competitive Adult - Quarterly

• Competitive Adult – Annual

• Junior Player - Monthly

• Junior Player - Quarterly

• Junior Player – Annual

• Lifestyle Player - Monthly

• Lifestyle Player - Quarterly

• Lifestyle Player – Annual

• Life Member

• Digital

• Log in to your Hello Club shell account.
• Click on the + icon on the top left to expand the menu and click on ‘Membership types’.
• Click on the + icon on the bottom right of the page to begin creating a new membership type.
• Select ‘Primary or individual membership’ and click Next.
• Enter the name of the first MySquash Player Subscription type (i.e. Competitive Adult - Annual) in the ‘Name’ field. Click Next.
• Select ‘Fixed duration’ and then select the term of the membership. This must match how you normally charge the club membership (i.e. do they pay monthly or annually). This is so the player subscription will align and renew the same time as their club membership.  For Life Members, you can select Unlimited.
• Click Next.
• Untick the two boxes under ‘Renewal By Member’ and set the rest as below. Under Auto Renewal tick the ‘This membership type is auto renewable’. then click ‘Next’.
• Tick ‘Enable auto renewal for memberships of this type by default’ and change the auto renewal timing to 1 days before expiry. This setup is to remove the need for you to renew memberships manually each time it expires for a member.  
• If your membership is for 12 months from the time of joining, leave the ‘Anchor this membership’ box unticked and click ‘Next’.
• If you anchor your membership, that is all membership renews on a certain date (i.e. 1 April every year), tick the ‘Anchor this membership’ box and select the Anchor date the memberships will roll over.
• Tick the ‘Automatically issue a membership for the next term…’ box to start the member on a new membership if they join just before the anchor date (i.e. they join on 3 March and the membership would start on 1 April anyway).
• Untick all boxes on the ‘Conditions and fees’ tab, and click ‘Next’.
• Untick the ‘Can be selected by new members during registration’ box, and click ‘Next’.
• Select from the dropdown list the MySquash player subscription the same as the one you are setting the membership type up for, and click ‘Next’. NOTE: this tab may not be available yet. Once released you can edit your membership types and complete this setting without having to set up the membership types again.
• Leave unticked and click ‘Next’.
• Leave unticked and click ‘Save’.
• Your membership type is now set up. Click on the three stacked dots, and click on ‘Copy’ to repeat for the other types. You should only need to change the name and Affiliation tab (and duration if you do a monthly one next), everything else you can just click Next on.