How to change a membership?

This document outlines the membership change/adjustment process for PTSO/NSOs memberships.

membership change/adjustment is when an already registered participant wishes to change their PTSO membership and corresponding NSO membership to another type of membership of the same price/value

  1. Change within the same season
  2. Change from one season to the other

How to execute a membership adjustment? (same season)

  1. From the dashboard, click on the Memberships menu (left-side of the screen)
  2. Using the search bar, search for the participant requiring a membership downgrade by name or email.
  3. Click on the participant’s name to open their Membership Details page.
  4. Within the Membership Details page, scroll down to the Purchased Groups section.
  5. Cancel the participant’s existing membership. Click Edit, and then change the status to Cancelled. Click Save, and the existing membership is cancelled.

  6. Using the dropdown menu next to Add a new group, select a new membership and then click Add Group.
  7. Within the new membership, click Edit, check the the needed sub-option box, and click Save. The status of the new  membership will now be Complete.

  8. Then, scroll to the top of the Membership Details page and go to the Membership Info Click Edit, and select Issued from the status dropdown menu. Click Save.

The participant’s PTSO membership has now been successfully adjusted.

IMPORTANT: Next, the participant’s NSO membership needs to be changed as well. Please forward the membership downgrade request to your NSO! (if applicable)

❗⚠️ Updating the PTSO membership WILL NOT automatically update the NSO membership ⚠️❗


How to execute a membership adjustment? (different season)

  1. From the dashboard, click on the Memberships menu (left-side of the screen)
  2. Using the search bar, search for the participant requiring a membership downgrade by name or email.
  3. Click on the participant’s name to open their Membership Details page.
  4. Within the Membership Details page, scroll down to the Purchased Groups section.
  5. Cancel the participant’s existing membership. Click Edit, and then change the status to Cancelled. Click Save, and the existing membership is cancelled.

  6. Then, scroll to the top of the Membership Details page and go to the Membership Info Click Edit, and select Cancelled from the status dropdown menu. Click Save.
  7. From the dashboard, open the People/User account profile menu, and search for the member by first name, last name, or email 
  8. Open the Profile Details screen, then you can create a membership for that member in the second section on the page memberships. Select the name of your organization new season membership process:
  9. Once a new membership is created you will automatically be forwarded to the Membership Details page for the license/membership you just started.
  10. Then, Complete the Membership Details
    The membership you manually created will be blank. You must fill in all the membership details before being able to send the member card (if applicable).

    Optional fields you may want to complete:

    1. Member Address
    2. Citizenship (if applicable)
    3. Shipping Address (if applicable)
    4. Upload Photo (if applicable)   
  11. Assign a Purchase Group, a Purchase Group is our technical term for a license/membership option... basically what the person has bought and is entitled to. In the center of the Membership Details page (third widget) there is a drop-down menu to Add a New Group. Choose the type of license/membership the person has paid for or is entitled to and "Add Membership". 
  12. Complete the Membership, within the Purchased Group there is an edit button (below the affiliate selection on the right side).

    Click the edit button to open the fields for editing and choose the appropriate membership type from the drop-down menu(s) or check the appropriate checkbox(es)

    Once you've done that, the group status will become complete. At that step, refresh your membership details page to trigger the membership status to be issued. If the member already has a membership number, that should auto-populate too. 

  13. Assign a club/team affiliate to the membership (if applicable)
  14. Indicate Valid From and Valid To dates (if applicable). Once done with your selections click the save button (previously the edit button).
  • Membership Number
    If the member number did not carry forward from a previous license/membership you need to generate a member number. In the upper-right side of the Membership Details page there is a widget for Status and Number. To generate a number click the "edit" button, then the "Generate Number" button, then save.
  •  Extra Questions
    If the license/membership you've assigned to the member has additional "questions" they will now appear at the bottom of the page under the two address fields. You can complete the questions if you choose to do so.

Now that you've completed the license/membership you have the ability to generate the appropriate documents (license/membership card and/or welcome letters).


The participant’s PTSO membership has now been successfully adjusted.

IMPORTANT: Next, the participant’s NSO membership needs to be changed as well. Please forward the membership downgrade request to your NSO! (if applicable)

❗⚠️ Updating the PTSO membership WILL NOT automatically update the NSO membership ⚠️❗