Company Membership

Company Membership turns your organization into a place people join — a youth company's students and their families, a community theatre's season members. Turn it on under Organization → Features (owners and admins only). Turning it off hides the membership pages and stops signups; nothing is deleted. The switch alone adds nothing to the sidebar: Company Members appears there once you have created your first program, and until then the Features card offers Create your first program

  • Programs & the signup link: under Organization → Membership, create a program (name, benefits, whether it takes signups Open or holds them for Approval, whether it requires a guardian, and the welcome emails). Open it to mint a public signup link and QR code you can share — a poster, a website, a group chat. Close it to stop new signups; the link stays stable and simply says the program is closed.
  • What the signup form looks like: the form leads with your company's name and your logo — whichever one you have, whether that is the logo on your public company page (published or still a draft) or the avatar on your organization's settings. It picks up your public page's colour, font and light/dark setting too, so a signup link looks like you rather than like CueCall: your accent colours the buttons, the checkboxes and the highlights, and everything else stays a plain grey so your colour is the only one on the page. Set them under Organization → Public page; a company with no public page simply gets the standard form. When a dues program offers a single plan, the form names that plan and its price and has it chosen already — there is no dropdown to open, because there is nothing to choose between.
  • Welcome emails: write a message for members and one for guardians in the rich-text editor — the same one the Messages tab uses, so you can add headings, bold, bullet lists and links (a calendar, a newsletter, a sponsorship page). Click a placeholder chip to drop or in at the cursor and they fill in automatically. Mail comes from your company's name (via CueCall), and replies go to the program contact you set. Press Send me a test under either editor to have that email sent to your own account address before anybody signs up — it goes out exactly as a member would receive it, using what is in the editor right now (you do not have to save first), with sample names in place of the placeholders. The subject is marked [Test], and the account link in it is an example that opens nothing; a real member's copy carries their own. Save the program once before testing, so there is a program to test.
  • What guardians get: a guardian signs their student up in one form and receives a welcome email that says what happens next. For a program in approval mode, the welcome goes out when you approve the member. The welcome carries a personal account link for the member's balance, statement and news settings; it goes only to the member's own address and to the guardian your roster records.
  • The Company Members list Company Members in the sidebar): everyone who has joined, with search, a guardian column (name, email and phone), each member's account balance, and the date they joined. A counts strip above the list totals the whole program — current, active, trial, pending, at risk and ended — whatever the list is filtered to, and each count is clickable: it filters the list to exactly the members behind that number. The Filter dropdown offers the same categories plus All; on a dues program a second dropdown narrows further to past due, unpaid or canceled in Stripe. Export the list as a CSV, or copy an email list for members, guardians, or both. Approve pending members, or end a membership, from the row.
  • Fixing contact details: choose Edit details on a member's row to correct their first and last name, email and phone, and the guardian's name, email and phone — the one place both halves can be fixed together (a member's own details also live on your company roster, the guardian's on the membership). Owners and admins only. A signup form is typed once, usually on a phone, and a mistyped address is the difference between a family getting your dues notices and not; before this the guardian's could not be corrected at all. Two things are kept: a member under 18 must keep a guardian name and email, and at least one email address — the member's or the guardian's — has to remain, or nothing you send can reach them. Clear a field by emptying it. If the member pays dues through Stripe, saving also updates their billing contact there so receipts and payment notices follow the change; if a family updates their own details in the Stripe billing portal, that comes back the other way and updates what you hold here.
  • Account activity (the second tab on Company Members): every credit and charge on every member of the program in one list, newest first — the date, the member, the type (a credit, a charge with its category, a sponsorship credit, a dues payment, credit applied to dues, an opening balance or a Stripe adjustment), the note, the signed amount, the balance the member had after it, and whether staff entered it or it was applied automatically. Search by member, note or category, narrow to one member, and page through the history; a member's name opens their statement. A long note is never cut off: it wraps to two lines with a Show more control that opens the rest in place.
  • Member accounts: each member has an account you can add funds to (a credit) or charge against (a debit with a category and a required note — a production fee, tickets, concessions). Every entry is recorded with who made it and when, and can never be edited or deleted — a correction is a new entry. Open a member's Statement to see the running balance. A charge larger than the balance is allowed and simply shows a negative balance, flagged in the list.
  • Dues payments on the statement: when a program collects dues through Stripe, every paid invoice is recorded on the member's statement as a dues payment, dated when it was paid, for the amount the card actually paid. It is shown as paid rather than as a credit, and it does not change the account balance — that money went to your Stripe account, not onto the member's CueCall account. (Any member credit the same invoice used up is the separate credit applied to dues entry.) Payments taken before this existed, including subscriptions imported from Stripe, are not backfilled — Stripe remains the record for those, and the family's own billing history is a click away in the Stripe portal.
  • The roster link: a signup creates (or matches, by email) a person on your company roster, so a member shows up alongside everyone else with the usual privacy handling. For a new person, the signup form is the record: the name, date of birth, phone and guardian contact it supplies are written to the roster and to the membership. For a person already on your roster, nothing on that record is changed by a public form — the date of birth, phone and guardian stay whatever you entered — and the membership takes the guardian your roster already holds. In an open program, a guardian named on the form who isn't on the roster receives the guardian welcome without the personal account link, telling them the link went to the contacts you have on file and to ask you for access; in approval mode, or when the program collects dues, that claim is simply dropped and the welcome later goes to your roster's contacts. To give a guardian access, add them as the person's guardian on the roster. This is what stops anyone who knows a member's email address from making themselves that member's guardian.
  • Messages (the third tab on Company Members): email your members and their guardians. Choose an audience — members, guardians, or both, and which statuses (current members by default) — or hand a selection over from the Members tab with Message selected Message this view, which opens the composer on this tab with those people already chosen. Write with the rich-text editor, start from a seeded template (Welcome, Dues reminder, Fundraiser kickoff, Season wrap), or draft with AI. The same placeholders as the welcome emails fill in per recipient. Preview the recipient count, then Send now or Schedule for later. Messages go to enrolled members, so the tab tells you when there is nobody to write to yet — no program, or a program nobody has joined — and points at the signup link.
  • Audiences resolve when you send, not when you save — a member added or removed between writing and sending is reflected. A guardian of two students gets one copy, not two.
  • The delivery record: every message shows how many were sent, withheld, bounced, or failed, plus a per-recipient table. A member who unsubscribed is recorded as withheld, never silently dropped.
  • Daily sending limit: each company can send enough member messages each day to reach every member and every guardian three times over, and never fewer than 100 recipients. A message over the limit is not lost: it stays Sending and the rest goes out automatically once the day's window has room.
  • Unsubscribe: member messages carry a one-click unsubscribe. Unsubscribing stops member news only — account notices like welcome, a payment problem, or a credit applied always still go through. A member (or guardian) can resubscribe from the same link.
  • Terms of service at signup: in the program editor, paste a link to your terms document — a terms of service, membership agreement, handbook or code of conduct — and optionally what to call it. Anyone signing up then has to tick a box agreeing to it before they can continue, and for a minor the box is explicitly the guardian's agreement. The agreement is recorded on the member: their statement shows the date they agreed and links to exactly what they were shown at the time, so editing the document later never rewrites what somebody already agreed to. Leave the link blank and no box is shown and nothing is required.
  • Public members page: a program can show its members on your public company page, doubling as recruitment. In the program editor turn on Show on public page, optionally add a Join button, and write the consent sentence shown at signup. Members appear by a display name they choose (defaulting to first name and last initial) and an optional photo — never a full name, email, contact, balance, or status. Until your public company page is published, the same section is reachable at a standalone members link you can preview from the editor once the program has been opened — opening is what mints the link, and the page goes live when the setting is saved. That standalone page carries your logo and your public-page colours too, so it matches the signup form its Join button leads to.
  • Consent is opt-in, and minors need a guardian: nobody is listed unless they check the consent box at signup. When a program requires a guardian, that box is the guardian's consent, and a student the roster knows to be under 18 is shown only with a guardian's consent — never on their own. A family can change the display name, add or remove the photo, or leave the page entirely from their membership link at any time.
  • Leaving removes the listing: ending a membership, or turning the program's public switch off, removes those members from the page on the next visit. An admin can also remove a member from the public page from the Members list (the Unlist action) — admins can remove a listing but only the member or guardian can grant one.

Dues (charging membership through Stripe)

  • Connect Stripe: under Organization → Membership, use the Dues billing (Stripe) card to connect your company's own Stripe account. CueCall never holds the money and never stores your Stripe keys — you connect an existing Standard account by signing in to Stripe, and the dues are charged on your account. You can disconnect at any time; existing subscriptions are left alone and dues simply become read-only until you reconnect.
  • Connect from a web browser: the Stripe connection has to start and finish in the same browser you are signed in to — it is not offered in the iOS app. If the connection returns with "started in a different browser or session", open Membership settings on cuecall.app and press Connect Stripe again there, then complete Stripe's screens without switching browsers. A connection that returns as "expired or not valid" just means Stripe's screens took too long — press Connect Stripe to start again.
  • "Connected, but Stripe can't take payments yet": connecting links the account; Stripe still has to activate it before it will charge anyone. The card says which of three things is going on. Stripe still needs your business details means the Stripe signup was never finished — press Finish setup in Stripe and you land directly on the remaining questions (business details, a bank account for payouts, an ID check), then come straight back here. Stripe needs a little more from you lists exactly what it is asking for, and the same button takes you to it. Stripe is reviewing… names what is being checked (most often your business website) and how long that usually takes — website reviews clear within a day or two once the site is reachable, specific to your organization and describes what you offer; document checks take from minutes to a few business days. If Stripe could not accept something, the card quotes Stripe's own explanation under Stripe says, with any deadline. Open account status in Stripe goes straight to the account's task list, where Recheck asks Stripe for another look after you have fixed something. Press Check again any time; the card also re-checks every half minute while setup is pending, and Stripe emails the account holder at each step.
  • Plans: on a program, turn on Collect dues and add one or more plans — a name, an amount, whether it bills monthly or yearly, and an optional free trial in days. Each plan creates a price on your Stripe account. Because Stripe prices can't be edited, changing an amount means creating a new plan; you can deactivate an old one so it stops being offered. A checklist tells you what's still needed before dues can be turned on (a connected account that can accept charges, and at least one active plan).
  • Free trials: set Free trial (days) on a plan (up to 365; leave it at 0 to charge at signup) and members enter their card details at signup but are not charged until the trial ends — Stripe shows "$0.00 due today" and starts billing automatically afterwards. The trial is named wherever the plan is offered ("30 days free, then $50.00 per month"), on the signup page and on a member's own account page. Unlike the amount, a trial can be changed later: it applies to the next person who signs up and leaves everyone already subscribed exactly as they are.
  • What guardians see at signup: a dues program's signup page shows a plan picker — with the price and any free trial spelled out — and, after the form, sends the guardian to Stripe to pay. When the payment goes through, the member is activated automatically and the welcome email is sent. Their card is managed entirely by Stripe.
  • How credit applies: any credit on a member's account (a scholarship you add, or a sponsorship) is mirrored to Stripe and applied to their next invoice automatically — you don't "spend" it by hand. When an invoice uses some credit, the statement records it as a dues applied entry so the ledger and Stripe always agree. A nightly check imports anything changed directly in Stripe and flags any disagreement without silently changing your numbers.
  • Already billing dues on Stripe? Import your members: if your company was collecting membership on its own Stripe account before CueCall, you don't start over. Connect that same account, then on the program choose Import from Stripe. Pick the recurring price your members are subscribed to, preview every subscription on it (name, email, status, any account credit held on Stripe), and import. Each subscription becomes a member linked to the customer and subscription that already exist — nothing is created or changed on Stripe, nobody re-enters a card, and Stripe keeps billing exactly as before. A credit balance on Stripe arrives as an opening balance on the member's statement, and the history behind it follows: every invoice the member paid before the import and every Stripe balance adjustment up to that point are itemized on the statement as Stripe history rows within the hour (or at once with Backfill Stripe history beside the import button, which does up to fifty members per press — press again until it reports none remaining). These rows are informational — the opening balance already carries their effect, so they never change a balance. If your Stripe customer is the parent and the student's name lives in customer metadata, the preview lets you say which metadata field holds the member's name and email so the guardian and member are recorded the right way round. Running the import again is safe: subscriptions already linked are skipped, and canceled subscriptions are left out unless you tick include inactive
  • Managing a member's billing: on the members list, dues status chips (active, trial, past due, unpaid, canceled) and a Subscription column show where each member stands: the payment state ( Paid Payment failed First charge pending for a trial, Awaiting first payment for an unfinished signup), the date and amount of the last payment, how much of the last invoice was covered by account credit, the next charge date — or, for a trial, the date of the first charge — and the card on file (for example Visa ····4242 · exp 03/27, or Apple Pay, or a bank account). A card in its last two months is marked expiring and one that has passed its date is marked expired, so you can ask the family to update it before an invoice fails rather than after. All of it is read from what Stripe's webhooks recorded, never fetched on a page load. The Dues status filter narrows to one state or to everyone at risk, and an at-risk banner appears when a payment is past due or unpaid. Use Actions (the button at the end of a row) → Portal link to copy a secure Stripe billing-portal link for the guardian to update their card or cancel. On a phone the same actions are buttons on the member’s card.
  • Past-due handling: when a payment fails, Stripe retries on its own schedule and the member shows as past due or unpaid until it succeeds or the subscription cancels — CueCall reflects that status, it never changes it on a page load. Share the portal link so the guardian can fix their card.

For families: your account page

  • One private link: the welcome email, credit notices and dues notices all carry a personal link to a member account page. No CueCall account is needed — the link itself is the key. It shows the membership status, the account balance, and the full statement (every credit and charge, newest first, with its category, note, and whether it was entered by staff or applied automatically).
  • Dues and payment method: when the program collects dues and the member is already subscribed, the page shows the plan, the next charge date and the last payment, and a Manage payment method button opens the secure Stripe portal to update the card or cancel.
  • Setting up dues yourself: a member who is enrolled but not yet paying — someone who joined before the program collected dues, or whose signup Checkout was never finished — sees a Set up dues button instead. If the program offers one plan it goes straight to Stripe Checkout; with several plans, pick one first. Any credit already on the account (a scholarship, a fundraising credit) is carried to Stripe when the customer is created and applied to the first invoice automatically. Only plans the organization has priced on Stripe are offered.
  • Closed the Stripe tab? nothing is lost. Signing up again with the same email, or pressing Set up dues again, issues a fresh Checkout on the same membership; the earlier, unfinished Checkout is cancelled at the same time so it cannot be paid on top of the new one. Only a completed payment enrolls the member — the status changes when Stripe confirms it, never before.
  • Rejoining after you left: a membership that ended — cancelled, or ended by the company with no dues still running — can be started again from the company's own signup link. Filling the form in with the same email address picks the membership back up rather than creating a second one: the same statement, the same account credit and the same payment history, with a fresh Stripe Checkout for the plan chosen this time. Nothing is charged until that payment goes through. Someone whose membership is current (including past due or unpaid), or whose ended membership still has a Stripe subscription attached, is told they are already a member and sent a note saying so — there is nothing new to pay for, and signing up again is never how a second subscription gets created. That note deliberately carries no link: the account link is in the welcome email and every dues notice they already received, and an unpaid invoice is settled from that account page. If they cannot find it, the company can share their portal link from the members list.
  • Fundraising: if the member is raising money in a fundraiser, the page links to their fundraising page and shows how much they've raised and how much has been credited to their account this season.
  • Public listing and news: a family can turn their public-page listing on or off, change the display name, or remove the photo, and can turn member news on or off — all from the same page. Account notices are always sent regardless.
  • Refreshing the link: if the link was shared or you think someone else has it, use Refresh my link — a new link is issued and the old one stops working immediately. If you lose the link entirely, ask the organization; it can re-send it from the welcome or a notice.
  • Signed in? if you have a CueCall account whose email matches the member's or guardian's email on file, the same account pages appear under Settings → My memberships — no link required.

More in Organizations (Company Accounts)

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