ClubSoft gives clubs control over what members can update on their own profile while also providing an optional approval workflow for clubs that want to review member-submitted changes before they are applied.
This feature is designed to help clubs balance member convenience with administrative oversight. Members can keep their contact information, household details, boats, photos, and other profile information up to date, while club administrators can decide whether those changes should be applied immediately or submitted as a request for review.
Overview
The Member Self-Service and Change Request Workflow allows your club to control whether members can directly edit parts of their own profile when signed in to ClubSoft.
Depending on your club’s settings, members may be able to update their information directly, or they may be asked to submit a change request for club administrators to review.
This helps clubs:
- Keep member records accurate and current
- Reduce back-and-forth emails with club officers or board members
- Prevent accidental or unauthorized profile changes
- Review important updates before they are applied
- Improve the member experience by giving members a clear way to request changes
- Notify the right club administrators when updates are made or requested
Club administrators and ClubSoft administrators are not restricted by these member self-service settings. These controls apply to members updating their own profile.
What Members Can Update
ClubSoft allows administrators to control several areas of member self-service editing.
Profile & Contact Details
When enabled, members can update their own profile and contact information, including:
- Name
- Address
- Phone numbers
- Email address
- Emergency contact information
- Directory visibility settings
- Membership display fields
- Custom member fields
- Household member information, when applicable
This is helpful for keeping records current without requiring staff to manually process every address, phone, or email change.
Registered Boats & Items
When enabled, members can add, edit, or remove registered boats and other items from their profile.
This may include:
- Boat or item type
- Registration information
- Dimensions
- Documents
- Notes
- Other item details configured by your club
This is useful for clubs that track boats, trailers, kayaks, storage items, vehicles, or other registered member-owned assets.
Profile Photos
When enabled, members can upload or change their profile photo. This setting can apply to both the primary member profile photo and household member photos.
Registered Item Photos
When enabled, members can upload or change photos connected to registered boats or other registered items.
This allows clubs to keep better visual records of boats, trailers, or other member-owned assets.
Direct Editing vs. Change Requests
ClubSoft supports two main approaches for member profile updates.
Option 1: Direct Member Editing
If a self-service setting is turned on, members can make updates directly from their profile.
For example, if profile editing is enabled, a member can sign in, update their phone number, and save the change without admin approval.
This is ideal for clubs that want members to be responsible for keeping their own information current.
Option 2: Change Request Workflow
If “Enable member change request workflow” is turned on, your club can enable the Member Change Request Workflow.
When this workflow is enabled, members can still request updates, but those updates are submitted to club administrators for review instead of being applied immediately.
Members will see a “Request update” option when they attempt to edit information that requires approval.
An administrator can then review the proposed change and decide whether to approve or reject it.
This is ideal for clubs that want more control over changes to member records, boats, household information, photos, or other important profile details.
How the Member Change Request Workflow Works
When the workflow is enabled, the process generally works like this:
- A member signs in to their ClubSoft account.
- The member goes to their profile.
- The member requests to update information that the club has restricted from direct editing.
- Instead of saving the change immediately, the member submits a change request.
- Club administrators review the proposed update.
- The administrator approves or rejects the request.
- If approved, the update is applied to the member’s profile or registered item.
- If rejected, the change is not applied.
This gives members a clear path to request updates while allowing the club to maintain control over important data.
Admin Settings
Administrators can configure member self-service options from Configuration – Members Settings.
The available settings include:
Allow Members to Edit Profile & Contact Details
This controls whether members can directly edit their profile and contact information.
When enabled, members can update their information directly.
When disabled, members cannot directly save changes unless the change request workflow is enabled.
Allow Members to Edit Registered Boats & Items
This controls whether members can create, edit, or remove registered boats and other items from their profile.
When enabled, members can manage these records directly.
When disabled, updates can be routed through the change request workflow if enabled.
Allow Members to Upload or Change Profile Photos
This controls whether members can upload or update profile photos for themselves or household members.
Allow Members to Upload or Change Registered Item Photos
This controls whether members can upload or update photos connected to registered boats or other items.
Enable Member Change Request Workflow
This setting allows members to submit proposed updates for administrator review when direct editing is turned off.
When enabled, members will see a request option instead of only being told to contact the club administrator.
When disabled, members who are blocked from making changes will need to contact the club directly.
Email Notifications
ClubSoft also provides notification options so the right people can be alerted when members update or request changes.
Self-Service Update Notifications
If direct self-service editing is enabled, clubs can choose to send an email notification when a member updates profile or contact details.
This helps club administrators stay informed when members make changes such as updating their address, phone number, email, emergency contact, or directory visibility.
Change Request Notifications
When the change request workflow is enabled, notifications can be sent to the appropriate recipients so administrators know when a request needs review.
To avoid duplicate notifications, ClubSoft hides the direct profile save email option when the workflow is enabled for the same type of update.
Notification Recipients
Notification recipients may include:
- The primary club contact
- Club users with Membership Admin access
- Club users with Site Admin access
- Club users with Resource Admin access
The primary club contact is based on the billing or contact email fields configured for the club.
Club administrators can decide who should receive notifications based on how their club manages member records.
Default Behavior
By default the member self-service setting to on.
Members can update their account.
For example, if members were previously allowed to update their profile information, they will continue to be able to do so until the club changes the setting.
Recommended Setup Options
Every club operates differently. Below are a few common setup approaches.
Open Self-Service Setup
Recommended for clubs that trust members to keep their information updated directly.
Suggested settings:
- Allow members to edit profile and contact details: On
- Allow members to edit registered boats and items: On
- Allow members to upload profile photos: On
- Allow members to upload registered item photos: On
- Member change request workflow: Off or optional
- Email notifications: Optional
This setup reduces administrative work and gives members more control over their own information.
Approval-Based Setup
Recommended for clubs that want to review member changes before they are applied.
Suggested settings:
- Allow members to edit profile and contact details: Off
- Allow members to edit registered boats and items: Off
- Allow members to upload profile photos: Optional
- Allow members to upload registered item photos: Optional
- Member change request workflow: On
- Email notifications: On
This setup gives members a way to request changes while keeping administrators in control of the final approval.
Hybrid Setup
Recommended for clubs that want members to update basic information directly but require approval for boats, items, or other important records.
Suggested settings:
- Allow members to edit profile and contact details: On
- Allow members to edit registered boats and items: Off
- Allow members to upload profile photos: On
- Allow members to upload registered item photos: Off or On, depending on club policy
- Member change request workflow: On
- Email notifications: On
This setup is useful for clubs that want contact information to stay current while maintaining oversight over boats, registered items, and other records that may impact billing, moorage, or eligibility.
Best Practices
Decide Which Changes Need Admin Review
Before enabling the workflow, decide which member updates your club is comfortable allowing directly and which should require review.
For example, many clubs allow members to update phone numbers and email addresses directly but require approval for boat dimensions, household changes, or registered item updates.
Choose the Right Notification Recipients
Make sure notifications go to the administrators who are responsible for reviewing member records.
For membership-related updates, this may be your Membership Chair or office staff.
For boats or moorage-related updates, this may include a Resource Admin, Dockmaster, or Moorage Chair.
Keep the Member Experience Simple
If direct editing is turned off, enabling the change request workflow is usually better than simply blocking members from making changes.
This gives members a clear next step and reduces confusion.
Review Requests Regularly
If your club enables approval workflows, assign someone to review requests on a regular basis so member updates are not delayed.
Example Use Cases
Member Updates Their Address
A member moves and needs to update their mailing address.
If direct editing is enabled, they can update and save the new address immediately.
If direct editing is disabled and the change request workflow is enabled, the member submits the new address for admin review.
Member Adds a New Boat
A member purchases a new boat and wants to add it to their profile.
If registered item editing is enabled, they can enter the new boat details directly.
If registered item editing is disabled, they can submit the boat information as a change request for the club to review.
This is helpful when boat information affects moorage eligibility, slip assignments, billing, or club records.
Member Updates a Profile Photo
A member wants to upload a new profile photo.
The club can decide whether profile photo updates should be allowed directly or restricted based on club policy.
Household Member Information Changes
A member needs to update household member information.
Depending on the club’s settings, the update may be saved directly or submitted for administrator approval.
Frequently Asked Questions
Do these settings limit club administrators?
No. Club administrators and ClubSoft administrators are not limited by these member self-service toggles. These settings control what members can do when editing their own profile.
What happens when a setting is turned off?
When a setting is turned off, members cannot directly save that type of update. If the change request workflow is enabled, they can submit the proposed update for administrator review.
What happens if the change request workflow is not enabled?
If direct editing is turned off and the change request workflow is not enabled, members may be instructed to contact the club administrator to request changes.
Can clubs allow some edits but require approval for others?
Yes. Clubs can choose which types of self-service editing are allowed and which should be restricted.
For example, a club may allow members to update contact details directly but require approval for registered boat changes.
Will administrators receive email notifications?
Yes, if notification options are enabled and recipients are configured. Notifications can be sent to the primary club contact and selected club administrators.
Why are direct profile save notifications hidden when the workflow is enabled?
When the change request workflow is enabled, ClubSoft hides the direct profile save email option for that workflow to help prevent duplicate notifications for the same update.
Summary
The Member Self-Service and Change Request Workflow gives clubs flexibility in how they manage member-submitted updates.
Clubs that want a simple self-service experience can allow members to update their own information directly. Clubs that need more oversight can require members to submit proposed updates for approval.
By combining member self-service settings, admin approval workflows, and email notifications, ClubSoft helps clubs keep records accurate while reducing manual communication and administrative overhead.