Rosterkeeper for Clubs

Rosterkeeper for Clubs gives a club a full membership back office inside WordPress:

• A custom member roster (name, address, phone, email, emergency contact, expiration date) with a configurable, unique, sequential member number.
• An admin screen to add, edit, search, sort, and bulk-delete members.
• CSV import, with column mapping so it adapts to whatever spreadsheet you already have — fully functional: creates new members, and updates existing ones when a row’s member number already matches. CSV export, and the option to choose skip-vs-update behavior per import, are available via the optional Pro add-on described below.
• A public [rkfc_roster] shortcode showing a sortable, searchable member directory, with configurable display rules for expired members and an admin-selectable choice of which fields appear as columns.
• Online joining and renewal via two front-end forms ([rkfc_join_form] and [rkfc_renew_form]), each collecting the required info, a waiver/terms acceptance, and then a PayPal payment. A successful, server-verified payment automatically creates or updates the member’s roster record — no manual data entry required.
• A self-service “update my info” form ([rkfc_update_profile]) that lets a member update their own contact info without any admin involvement — secured by emailing a one-time link to the address already on file, so one member can never look up or edit another’s record.
• A “resend my welcome email” form ([rkfc_resend_welcome]) so a member can trigger the configurable welcome email again by looking themselves up with member number + last name — no data exposure since it only resends an email, with a short cooldown to prevent repeated resends to the same person.
• A choice of three membership-year models, configurable from Settings: fixed season (a defined membership year with an independently configurable in-season/off-season pricing window), rolling (a single flat annual fee, always expiring exactly one year from the join/renewal date), or free (no fee and no PayPal step at all — visitors still complete the join/renewal form and agree to the waiver/terms).
• A “Join Requests” log for troubleshooting online payments. Bulk “Email Members” is available via the optional Pro add-on described below.
• A manual “Send Renewal Notice” button next to each member in the admin list (with a “Last Notified” column so you can see at a glance who’s already been nudged), for a one-off configurable renewal reminder — real troubleshooting value on its own (e.g. a member says a notice went to spam), and every send is recorded on its own Renewal Notice Log page with CSV export. Want this fully automatic instead — up to four notices per member, timed automatically before and after expiration, running hands-off in the background? That’s what the optional Pro add-on adds.
• Every club-specific label (the member number’s name, the club’s name used in payment descriptions and the waiver heading, the waiver/terms text itself) is editable from Settings — nothing requires touching code.
• Optional “Rosterkeeper for Clubs – CSV & Email Pro” add-on (sold separately, not on WordPress.org) adds CSV export, the choice of skip-vs-update behavior per CSV import, a Merge Supplemental Data tool, the bulk email tool, and fully automated multi-notice renewal reminders. Import & Export now includes a real, fully-functional CSV import on the free tier (see above — no restrictions); Email Members remains a Pro-only tool, showing a brief upsell message on the free tier in its place.

Membership Year Models

Fixed Season: choose a season-start month and day (e.g. April 1) — this governs when membership years begin and expire (memberships always expire the day before the next occurrence of that date, e.g. March 31). Separately, an independently configurable In-Season Window (a start month and end month, which can wrap around the year) determines which months use the In-Season Fee versus the Off-Season Fee — this doesn’t need to align with the season-start date at all, so pricing can match your club’s actual activity season regardless of your fiscal year.

Rolling: a single flat fee, no seasonal split. Every membership expires exactly one year from whenever it was purchased or renewed, with no fixed fiscal year.

Free: no fee is charged and the PayPal payment step is skipped entirely for both [rkfc_join_form] and [rkfc_renew_form]. Visitors still complete the full form and must agree to the waiver/terms — membership is required, it’s just free. Dated the same way as Rolling (one year from signup/renewal).

Switching models only affects new signups/renewals going forward; it never retroactively changes any expiration date already on file.

External services

This plugin connects to PayPal’s API to process membership payments for the online join and renewal forms ([rkfc_join_form] and [rkfc_renew_form]). This only happens when a visitor actively submits one of those forms and proceeds to pay — it does not run in the background or on any other page.

What is sent, and to whom:

• When a visitor clicks the PayPal button, the plugin’s server creates a PayPal order via PayPal’s REST API (api-m.paypal.com for live transactions, api-m.sandbox.paypal.com in Sandbox/testing mode), sending the membership fee amount and a random, non-identifying reference token.
• The visitor’s browser then loads PayPal’s own Checkout JavaScript SDK directly from PayPal (https://www.paypal.com/sdk/js) to complete the payment on PayPal’s site.
• After the visitor approves payment, the plugin’s server calls PayPal’s API again to capture (finalize) the transaction and confirm it succeeded, before creating or updating the corresponding member record.

No member contact information (name, address, email, etc.) is sent to PayPal by this plugin; only the payment amount and an anonymous reference token are sent as part of the order. PayPal’s own checkout process, once the visitor is on PayPal’s site, is governed entirely by PayPal’s own privacy policy and terms of service:

• PayPal Privacy Policy: https://www.paypal.com/us/legalhub/privacy-full
• PayPal User Agreement: https://www.paypal.com/us/legalhub/useragreement-full

A site administrator must configure their own PayPal API credentials (Client ID and Secret) under Club Members > Settings for this feature to function; it does nothing with PayPal until that’s done.