Team & Membership Complete

Team

New Member

To add a new team member to your collective, navigate to the collective’s Team Tab and click the plus button

You can either add a new user to the system by inviting them via email or you can add them to the system if they are already signed up on Sparkxyz.

If you add them by email and they already have an account it will send them a invite to their user.

There are four different types of users (soon five) associated with a collective

Owner

An Owner can set up and control Stripe Connect. This is the only class of user that can set and control this feature. They have access to all below levels of access.

Admin

An admin has access to everything on the system except Stripe Connect.

They can add and delete members, set up money movement, make membership required, and see detailed contact information.

An Admin is the only permission level to see invested amounts broken down by Member and deal.

Coordinator (coming soon)

A coordinator can do what an admin can do but cannot:

See invested amounts via members
Handle Money movement.
Cannot see the stripe billing dashboard options

Cannot update membership
Cannot start the stripe process of adding or creating an account
Cannot adjust fees under applications

Member

A member can see Applications, Perks, E-learning, Portfolio, and Events on the system but does not have edit permissions.

Judge

A judge only has view and grading permissions for the specific application they are assigned to.

All Admins, Coordinators, and Members are judges. An Owner/ Admin can restrict the access of members to be unable to view specific rounds in an application.

Application Assignments

You can either check or uncheck these boxes. If you uncheck the application the Admin, Coordinator, or Member will be unable to view any of the application rounds. The screenshot below is what it would look like if Sparkxyz004 was added with one of those boxes unchecked.

Groups

Easily communicate with your members by creating groups to email them through the system. Navigate to the Team tab in your collective, and then click all

New Group

To create a new groups click the plus button, and enter in a group name.

Edit the Group

To edit the group click the three dot icon to add/ delete members, or email them

Add to Side Navigation

To add groups you regularely use. Click the heart icon and the group will be added to the left hand side navigation.

Membership Management Complete View

Membership management is one of the most important but generally overlooked aspects of running. The goal of this module is to save groups time and overall money.

Why membership management

Many groups use a single manual invoice per year. These invoices lead to their members having a new purchase decision each year rather than it being automatic and recurring.

Angel groups, in particular, lose an average of 10–15% of members per year because of this purchase decision. Implementing membership should help lower the churn rate.

Groups pay additional fees by having bookkeepers manage invoices and track unpaid expenses.

Setting up Membership Management

Management of money movement is only accessible to the owner of the collective (the original user who set it up and the one that pays the invoices). Their title under the “team” tab will show the owner.

Admins can assign/ cancel a membership but cannot change bank account information or Stripe connect settings.

Setting up Stripe Connect

1. Click “Settings” in the middle collective navigation bar.
2. Click “Connect with Stripe” and complete the required information from Stripe to create and link your Stripe Connected account. The prompt from Stripe needs to be green and show success before you continue. Try waiting a few minutes and refreshing the page until Stripe has confirmed the required information. If you have already completed this step, feel free to skip it.
3. Complete guide on setting up Stripe Connect

Creating a new membership type

Under Money Movement (left-hand side under navigation under the settings tab), Membership Tiers will appear once you have connected/ created your Stripe-connected account. In this section, you will create different membership types and fee structures.

There are two sections, active and archived. Active will appear for an admin to be able to assign a membership. Archived memberships are not accessible to assign new memberships to but will remain active for any user assigned to them.

When creating a new membership, you will enter a title, a description (listed in their email invoice), a billing period, and the total amount for the subscription.

Once the membership tier is created, you can assign memberships to members.

Assigning Memberships to Members

There are three scenarios for assigning a membership to a member: A new User, an Existing User, and An Archived Member that is returning.

New User

If you have completed the sets above, when you add a new user, you will see the option to add a membership to that user. Select the tier and start date when inviting, and the system will guide the user through adding their information to pay for their membership.

If you want to see the view from the user side, click here.

Existing User

Suppose the user has already accepted an invite from the collective. In that case, you can assign the user a membership directly by clicking on the three dots icon on the user, either under team or membership.

Archived User

For an archived user, click the three dots icon and click reactivate. You will have the opportunity to invite the user and assign them a membership simultaneously.

Start Dates

You can either choose to start a membership today (either leave the start date blank or select today) or a date in the future. Start dates in the future are used for groups that have already onboarded members and want to start implementing the membership feature prior to a members renewal.

If you choose today as the start date the system will send the invitation and restrict the user until the payment has been completed.

If you choose a date in the future and the member is already part of the collective, that user will continue to have access until the invoice comes due. The user can fill in their payment information in advance and the system will auto renew the membership when their payment is due.

Cancelling and Archiving Users with a Membership

There are three scenarios to restricting a users access to your collective.

No Membership assigned

If the member is not assigned a membership, find the user under team, click the three dot icon and archive the user. This will restrict their access.

Cancelling an Active Membership

To cancel a membership, under the membership tab, find the user and click cancel membership.

If you cancel an active membership the membership will not renew but the member will continue to have access until their renewal date.

If you wish to re-invite them as a member, you will need to add a new membership to their account past their renewal date.

Ex. If either the Admin or user initiates a cancellation with a pending cancellation date of 8/1/2023 then the first date an admin can assign a new membership will be in the future, 8/2/2023

Archiving an Active Membership

To archive an active membership, under team, find the user and click archive.

If you archive an active membership this will restrict the user entirely and cancel their membership. The user will not have access to the collective anymore.

Invoices, Receipts & Payouts

Each user has a new membership tab. To view and see all invoices/ pamynets by the user. Click View Member, an then Membership Details

To view payouts (the option is only open to owners)

Click the collectives Settings>> View Stripe DashBoard