This document outlines the membership downgrade process for branch memberships on AthleticsReg. Note that the process may vary based on the club configuration option.
Definitions
- AC - Athletics Canada
- Branch - Provincial or Territorial Sport Organization (eg: Athletics Ontario)
- AthleticsReg - Athletics Canada's online membership management platform
Table of content
- What is a membership downgrade?
- How to manage a participant in need of a membership downgrade:
What is a membership downgrade?
A membership downgrade is when an already registered participant wishes to lower (downgrade) their branch membership and corresponding AC membership level (if applicable).
- A refund for the difference between the initial and downgraded membership can be issued electronically to the purchaser's credit card via the system, if applicable
Information for Branches
To validate a membership upgrade was successfully executed, Branch Admins can download any membership report (eg: the Memberships - Issued report) and consult the Valid Groups column.
Note: The initial (cancelled) membership may be replaced by the new (downgraded) membership in the Valid Groups column. In the membership details page, the initial (cancelled) membership will be labelled as cancelled, and the new (downgraded) membership will be labelled as complete.
Clubs using OPTION A: club registrations + memberships purchased online by each participant by credit card
Important Things to Know
- A refund for the difference between the initial and downgraded membreship is issued electronically to the purchaser's credit card via AthleticsReg payment processor, if applicable.
- A membership downgrade does not affect the club portion of the initial registration
How to execute a membership downgrade?
| Step 1: CLUB | The club admin request a membership downgrade to their branch representative. You may use this email template. |
| Step 2: BRANCH |
|
| Step 3: AC |
|
Email Template
To: Branch Representative
Subject: Membership Downgrade Request
Hello,
My name is (your name) and I'm reaching our on behalf of (club name). Please downgrade the branch and AC membership for the following participant:
- Full Name:
- AC Number:
- Current Membership:
- Required (downgraded) Membership:
Kindly let me know when the branch and AC memberships have been successfully downgraded. Thank you,
Club Reports
To validate a membership upgrade was successfully executed, Club Admins can download the Complete Registrations w/ Membership Info report and consult the Purchased Groups column. A membership upgrade does not affect the club program portion of the initial registration. Therefore, the Category column - within the Complete Registrations w/ Membership Info report - will always list the club program selected during the initial club registration.
Clubs using OPTION B: memberships (only) purchased online by each participant by credit card
Important Things to Know
- A refund for the difference between the initial and downgraded membreship is issued electronically to the purchaser's credit card via AthleticsReg payment processor, if applicable.
- A membership downgrade does not affect the club portion of the initial registration
How to execute a membership downgrade?
| Step 1: CLUB | The club admin request a membership downgrade to their branch representative. You may use this email template. |
| Step 2: BRANCH |
|
| Step 3: AC |
|
Club Reports
To validate a membership upgrade was successfully executed, Club Admins can download the Complete Registrations w/ Membership Info report and consult the Purchased Groups column. A membership upgrade does not affect the club program portion of the initial registration. Therefore, the Category column - within the Complete Registrations w/ Membership Info report - will always list the club program selected during the initial club registration.