Frequently Asked Questions
Common questions from club members, donors, and collectors.
Account & Login
How do I create an account?
Accounts are created by your club administrator. They’ll send you an invite email with instructions. You can also sign up through your club’s WordPress site if public registration is enabled.
I forgot my password — what do I do?
Use the Email Only login option — just enter your email and verify with an OTP code. No password needed. If you want to reset your password, contact your club admin.
Why do I need to enter a code every time I log in?
The 6-digit verification code (OTP) is an extra security measure to protect your account. It’s sent to your email and expires in 5 minutes.
Can I change my email address?
Contact your club administrator to update your email address.
Can I have multiple roles?
Yes! Your club admin can assign you multiple roles. For example, you might be a Member and a Donor, which gives you access to both sections.
Events
How do I book an event?
Go to Events → All Events, find the event, and click on it. Click Book Now. Free events book instantly; paid events redirect to Stripe for payment.
Can I cancel a booking?
Yes — go to My Bookings, find the event, and click Cancel Booking. Check with your club admin about refund policies for paid events.
What’s the QR code for?
When you book an event, you get a QR code. Show it at the event for quick check-in — the organizer scans it with their phone and you’re marked as arrived.
Can I register for events without a ClubMS account?
If your club allows guest registration (via their WordPress site), yes — you just need to verify your email with an OTP code.
Membership
How do I know when my membership expires?
Go to My Membership — your renewal/expiry date is shown on the membership card.
My membership shows “Suspended” — what does that mean?
This usually means a payment is pending. Check with your club admin for details.
How do I upgrade my membership?
Click Request Upgrade on the My Membership page. This sends a request to your club admin who will help with the change.
What happens when my membership expires?
You’ll receive a notification before it expires. Once expired, some features may be limited until you renew. Contact your club admin to renew.
Donations
Is my payment information stored by ClubMS?
No. All payments are processed by Stripe. ClubMS never sees or stores your card details.
How do I stop a recurring donation?
Go to My Donations, find the active recurring donation, and click Cancel. Future payments will stop.
Can I get a refund?
Refunds are handled by your club administrator. Contact them to request one.
Can I donate without being a member?
Yes — if your club has a WordPress website with the donation widget, you can donate as a guest without logging in.
Collection & Loans
How many items can I add to my collection?
You can list up to 5 items in your personal collection.
Someone requested my item but I don’t want to lend it
You can reject the borrow request — no explanation required. You can also set the item to Maintenance to prevent future requests.
How long can I borrow an item?
Loan durations are configured by your club. Check your My Loans tab for the due date on each item.
What if I need to return something early?
Go to My Loans and click Request Return on the item. The owner will be notified to confirm the return.
Notifications
I’m not getting push notifications
- Make sure push notifications are enabled in Settings → Notifications
- Check your browser’s notification permissions (look for the lock icon in the address bar)
- If you’re on iOS, make sure you’ve installed ClubMS as a PWA (Add to Home Screen)
Can I turn off specific notification types?
Currently, you can toggle push notifications on/off globally. Per-notification-type settings are coming in a future update.
How often does the notification badge update?
Every 30 seconds. You can also refresh the page to update immediately.
General
Does ClubMS work on mobile?
Yes — ClubMS is fully responsive and works great on any device. You can also install it as a Progressive Web App (PWA) for a native app-like experience.
Is my data secure?
Absolutely. ClubMS uses encryption for all data in transit, OTP verification for login, and Row-Level Security in the database so you can only access your own club’s data. See the Security documentation for technical details.
My club uses different names for things (like “Garage” instead of “Collection”)
Your club admin can customize labels throughout the platform. The features work the same way — only the names change to match your club’s terminology.
Who do I contact for help?
- Club-specific questions → your club administrator
- Technical issues → support@clubms.app