Adding a member, a company or a family

Everything you create goes through the Add menu (the button with the + sign in the toolbar), which offers three choices: Add a contact, Add a company, Add a family.

Click Add then Add a contact: the Add a member window opens. Its information is spread over three tabs, Personal data, Club data and Billing data, themselves divided into sections. Only the First name and the Last name are required: you can fill in the rest later.

The Personal data tab

1. 1Photoclick the avatar, drop an image on it or click Import (PNG, JPG or WebP, 2 MB at most). The Adjust photo window then lets you crop it, rotate it and zoom.
2. 2Memberthe member's identity. The Title (Mrs, Mr or To the parents of) is printed above the name in the invoice address, and the Salutation (Dear, Dear Sir…) is used by the texts that need it. The First name and the Last name, marked with a red asterisk, are required.
3. 3Add the legal representativesopens the legal representatives section for an adult, for example when their parents pay their subscription. For a minor, it opens by itself (see "Adding a minor member" below).
4. 4Addressthe member's postal address. The Country is Switzerland by default.
5. 5Privacytick Allow photo publication if the member agrees that the club publishes photos of them. Their choice is visible on their record and in the Photo consent column of the grid.
6. 6Nationality & IDthe AVS number, needed for the J+S export (the 756 prefix is already filled in; a number with a wrong check digit is refused), the Nationality, and the Language, a piece of information meant for J+S.
7. 7Contactthe Email is the member's main address: they receive the club's emails there and, by default, their invoices. For the Mobile and the Landline, choose the country code, then type the number: GestiClub checks that it has the right number of digits.
8. 8Custom fieldsyour club's own fields, created in Settings › Custom fields. The section only appears if your club has some for this tab.
9. 9Must validate profilechooses the email sent to the member when the record is saved (see "Saving the member" below). Cancel closes the window, Save creates the record.

The Club data tab

1. 1Generalthe Club entry date, today by default, sets the start of the subscriptions. Leave the Club exit date empty: a new member cannot be saved with an exit date. When the member leaves, Record resignation fills it in and changes their status (see "Resignation and reactivation of a member"). The J+S number is used by the J+S export, and the National licence No. is the federation's.
2. 2Status & groupsthe Member status is Active member by default; the list of statuses is set in Settings › Selection lists. Under Groups & functions, click Add to place the member in a group (see below).
3. 3Competitionsthe Category and the Competition level, chosen from the lists in Settings › Selection lists. These lists stay empty until your club has filled them in.
4. 4Medical certificatethe date of the certificate and its expiry date, which cannot come before it. On the dashboard, the Medical certificates widget lists the certificates that have expired or expire within 30 days.
5. 5GestiClub datathe Application access (role) is the member's role when they log in (Member by default). Saving the record does not create their access yet: they create it by validating their profile or by accepting an invitation. The Notes are internal notes, which the member does not see.
6. 6Custom fieldsyour club's fields for this tab.

To place the member in a group, click Add under Groups & functions: the Add a group and function window opens.

Choose the Group (required) and, if needed, the member's Function in this group, then click Add. Only the groups with no subgroup are offered, in the form "Group · Subgroup". The group then appears as a tag: the pencil changes the function, the cross removes the group. Repeat for each of the member's groups.

The Billing data tab

1. 1Invoicingthe Invoice delivery is by Email or by Postal mail. By email, the invoice goes to the legal representative who "Receives invoices", otherwise to the primary contact, then to the other legal representative, then to the member's address; with no address at all, it is printed for the post. In a family with grouped billing, the member is invoiced with their family. Tick Payment arrangement if an arrangement has been agreed with the member: they then receive no reminder for their unpaid invoices, but an account statement. A Member paused is not invoiced, and their pause periods are never invoiced afterwards; the Pause reason box then opens to note why.
2. 2Subscriptionsclick Add, choose the Subscription and, if needed, a Discount, then click Add. The subscriptions and discounts offered are your club's (chapter 10: Invoicing).
3. 3Bank datathe member's IBAN, Swiss or foreign (an invalid IBAN is flagged under the field), BIC, Mandate reference and Mandate date.
4. 4Custom fieldsyour club's fields for this tab.

Saving the member

1. 1Click Add then Add a contact.
2. 2In the Personal data tab, type at least the First name and the Last name, and if possible the Email.
3. 3If needed, complete the Club data (status, groups) and Billing data (subscriptions) tabs.
4. 4Leave the Must validate profile box ticked, or untick it (see below).
5. 5Click Save. The window closes and the new member appears in the grid.

The Must validate profile box decides which email the member receives:

• ticked (default): an email with a link valid for 7 days. There the member checks and completes their data, then creates their username and password;
• unticked: a simple welcome email, with no link.

Without an email address, the box is greyed out and followed by (no email): no email is sent.

The procedure is the same as for an adult. As soon as the Date of birth shows an age under 18, the Legal representatives section opens under the Member section, with two cards: Legal representative 1 and Legal representative 2.

1. 1Date of birthunder 18: the Legal representatives section appears.
2. 2Relationship to the memberMother, Father, Parent, Legal representative, Curator, Sibling, Grandparent, Other relative or Other. The first card suggests Father, the second Mother.
3. 3Identity and contact detailsthe representative's first name, last name, email and mobile. Without an email, they will not be able to receive an invitation to create their access: an orange message reminds you of this.
4. 4Primary contact and Receives invoicesthe child has a single primary contact and a single invoice recipient, to tick on one card or the other. GestiClub preselects the first representative who has an email address. The emails meant for the child go to the primary contact, with the other representative and the child in copy if they have an address.
5. 5Can edit profilethe representative can edit the child's personal data and photo from their own access. This right is always given to the primary contact.

Fill in the second card the same way, or leave it empty if the child has only one representative. For a child, choose the Title "To the parents of": their invoices are then addressed to their parents.

When saving, GestiClub checks that the child has at least one legal representative, a single primary contact and at least one representative who can edit their profile. If the Must validate profile box is ticked, the primary contact receives the validation link. If you untick it, GestiClub offers, right after saving, to invite the representatives who can edit the profile to create their access: Send the invitation or Send nothing.

Linking a parent already recorded

A parent is often already in GestiClub: they are a member themselves, or the representative of a brother or sister. As soon as their first and last name are typed in a card, GestiClub looks for them; if it finds them, the Person already exists window opens.

1. 1The person foundtheir name, and what GestiClub knows about them: they are registered as a member, they are already the representative of other children (here Liam, Chloé and Annie Doe), or they simply exist in the database.
2. 2Create a new recordit is another person with the same name: the card stays a new record and the question is no longer asked for this person.
3. 3Linkit is indeed the same person: the card is attached to their existing record.

Once the parent is linked, the card looks like this:

1. 1Linkedthe card is attached to the existing record. What you change here updates that record, for all of this parent's children.
2. 2Unlinkdetaches the record and empties the card, to enter another representative.
3. 3The contact details taken overthe email and the mobile come from the existing record: there is no need to type them again.

Linking avoids duplicates: the parent keeps a single record, connected to all their children.

How parents' access is managed is described in chapter 13: Member & family portal.

A company (sponsor, partner, supplier…) has its own record, with one or more contact persons. Each contact person can have a different role: one is the main point of contact, another receives the invoices, others receive the club's communications.

Click Add then Add a company: the Add a company window opens, with three tabs: Company data, Club data and Billing data. Only the company's Name and, for each contact person, their first and last name are required. No email is sent when a company is created.

The Company data tab

1. 1Logoclick the image, drop a file on it or click Import (PNG, JPG or WebP, 2 MB at most).
2. 2Companythe company's Name, required. If a company with a similar name already exists, a warning appears as you type; an identical name is refused.
3. 3Addressthe company's address. The Country is Switzerland by default.
4. 4Contactthe company's Phone, Company email and Website.
5. 5Contact personsclick Add a contact for each person you deal with: a card is added to the list. Here, the director is the primary contact and the accountant is the billing contact.

A contact person

1. 1Identitythe Title, the First name and the Last name (required) and the person's Function in the company.
2. 2Addressthe person's address. Copy company address fills it in with one click with the company's.
3. 3Contactthe person's email, mobile and landline.
4. 4RolesPrimary contact: the club's main point of contact; their name appears on the company's row in the grid, and they are the one added when you put the company in a distribution list. Billing contact: the person the company's invoices go to; without one, the invoices go to the Company email. Receives communications: the person receives the club's emails addressed to the company from the Emails module; invoices, however, go to the billing contact, whether or not this box is ticked.
5. 5Remove this contactremoves the card straight away, without asking for confirmation.

A company has at most one primary contact and one billing contact: ticking one of these boxes on a person takes it away from the person who had it. The first person added receives all three roles; the next ones only Receives communications.

As for a minor's legal representatives, GestiClub checks whether the person already exists: as soon as their first and last name are typed, the Person already exists window offers Yes, link the person or No, create a new person. A linked card carries the Linked person badge. Contact persons do not become club members and receive no access.

The Club data tab

1. 1Generalthe Club entry date, today by default, and the Member status, Non-member by default.
2. 2Groups & functionsclick Add to place the company in a group, for example Sponsors. Only the groups with no subgroup are offered.
3. 3Notesinternal notes about the company.

The Billing data tab

1. 1Invoicingthe Invoice delivery: by Email, to the billing contact (or to the Company email), or by Postal mail, to the company's address.
2. 2Subscriptionsclick Add to assign a subscription to the company, with an optional discount. It is invoiced to the company with the season's subscriptions.
3. 3Bank datathe company's IBAN, Swiss or foreign (an invalid IBAN is flagged under the field), BIC, Mandate reference and Mandate date.

Saving the company

1. 1Click Add then Add a company.
2. 2Type the company's Name, its address and its contact details.
3. 3Click Add a contact for each person you deal with, and tick their roles.
4. 4If needed, complete the Club data and Billing data tabs.
5. 5Click Save. The window closes and the company appears in the grid.

A family groups the members of the same household to share invoicing and communication.

Click Add then Add a family: the Add a family window opens, with two tabs: Family data and Billing data. The Billing data tab only appears if your role allows you to edit billing data. A member can belong to only one family.

The Family data tab

1. 1Identitythe Family name, required.
2. 2Addressthe household's address, printed on the family's invoices. It does not change each member's address.
3. 3Communication modeAll members: every member ticked in the composition receives the communications. Primary contact only: only the primary contact receives them. Custom: you tick, in the composition, the members who receive them.
4. 4Billing modeIndividual: each member receives their own invoice, at their own address. Grouped: a single invoice for the household, listing each member's subscriptions; it goes to the primary contact's email, or by post to the family's address.
5. 5Family compositionthe members of the family, each on a card (see below).
6. 6Add a membertype at least two letters of a last name, a first name or an email, then choose the member in the list. Members who already belong to another family are not offered.
7. 7Notesinternal notes about the family.

Here, the parents of Chantal, Kylian and Lya are not club members: they do not appear in the search, and the family only has the three children.

A family member

1. 1Primary contactnames the club's point of contact for the family: they receive the grouped invoice and, in Primary contact only mode, the communications. Their card carries the Primary badge. The first person added is the primary contact by default.
2. 2Adminlets this person manage the family from their My family area (chapter 13: Member & family portal).
3. 3RoleChild for a member under 18, Parent otherwise. You can be more specific: Mother, Father, Parent, Legal representative, Curator, Sibling, Grandparent, Other relative, Other or Child. A family has only one Father and one Mother.
4. 4Receives comm.can only be changed in the Custom communication mode: tick the members who receive the communications. In All members mode, the box is ticked and greyed out; in Primary contact only mode, unticked and greyed out.
5. 5Removethe cross removes the member from the family, without deleting their record.

The Billing data tab

1. 1Invoicingthe family's Invoice delivery: Email or Postal.
2. 2Subscriptionsclick Add to assign a subscription to the family itself. It is always invoiced to the family, whatever the billing mode.
3. 3Bank datathe family's IBAN, Swiss or foreign (an invalid IBAN is flagged under the field), BIC, Mandate reference and Mandate date.

Saving the family

1. 1Click Add then Add a family.
2. 2Type the Family name and the household's address.
3. 3Under Add a member, search for and add each active member of the household (at least two), then check their Role.
4. 4Name the Primary contact, then choose the Communication mode and the Billing mode.
5. 5Click Save. The window closes and the family appears in the grid.