Guest log

Use Guest log to review visits members record in the portal or from the gate QR code. Each visit adds the guest fee to that household. Void a mistaken visit to take its fee back off the household's bill.

• Visits shows current and voided visits, one row per guest.

• Guest fees lets you set different fees for days such as weekends or holidays. Deactivate an old rate instead of deleting it.

A member can log up to 10 guests at once for one visit date. The portal shows "3 guests × $10.00 = $30.00" before they submit, using your fee for that date. Pressing Enter after a guest's name adds a row for the next guest, so a member can type the whole list from the keyboard, and they log it with the button. All the guests are saved together or not at all.

A member can log the same guest only once for a given day, whatever the capitalization. If any name on the list is already logged for that date, or is typed twice, the portal names it and saves nothing, so a reload or a second tab can't add a second fee. If you void a visit, that guest can be logged for that day again.

The portal also tells a member up front when their household can't log guests. If a balance is past due, it links to Invoices to pay it. If the household isn't a current member, it says only current members can log guests and to contact the membership team. Either way the form isn't left to fail on submit. A guest's name can be up to 100 characters, with no line breaks or other hidden characters.

Guests a member logs together for one date share one invoice, with a line for each guest. Each row in Visits shows that shared invoice number. A single guest gets a one-line invoice. A free date creates no invoice.

Void works one guest at a time, and the invoice's own lines are never edited. What happens to the money depends on the invoice:

• Last guest on an unpaid invoice: the whole invoice is voided, and any account credit the household had put toward it goes back to them. This only happens when no one else is billed on the invoice, nothing has been paid, and nothing else (such as a manual charge) is on it.

• Other guests are still on an unpaid invoice: that guest's fee comes off the invoice as a separate negative line, so the household owes the other guests' fees only.

• Money already paid for that guest: the amount is added to the household's account credit. This also applies to a single-guest invoice that was paid; the invoice stays paid, and the credit is how the household gets the money back. A guest is never credited more than the household put into that invoice, after counting any refund or credit already given from it, the fees of the guests still on it, and any other charge on the invoice that is still owed (such as a late fee), so those guests keep their share and the club keeps its other charges. A late fee you waived no longer counts as a charge the club keeps.

• A payment is still going through (a check not yet cleared, a bank payment in progress): the void is refused until it finishes.

• A refund is still being processed and the guest's fee would be returned as credit: the void is refused until the refund has gone through.

A void already returns the money. Don't also refund, credit or waive that guest by hand, or the household gets it twice.

Members can't edit or remove a visit themselves. Once they have logged one, their guest page tells them that if they logged a guest by mistake they should contact the club, and that staff can remove the visit: an unpaid fee is cancelled, and a fee they have already paid is added to their account credit. Their message arrives in Tickets; void the visit here.

What the confirmation shows

Select Void on a visit and the confirmation checks that visit's invoice before you confirm. It names the guest, the household and the date, then says exactly what will happen: which invoice, how much comes off what is still owed, how much is added to the household's account credit, and how much is not credited because that money already went back. When money is added to the household's credit it also reminds you not to refund or credit it by hand. These are the same words an approver sees when a connected tool asks to void the visit.

• If the void can't go ahead right now (a payment or a refund is still going through), the confirmation gives that reason and has no Void visit button. Close it and try again once the payment or refund has finished.

• If the page can't check, it says so and Void visit stays off. Close the confirmation and select Void again.

• If something changes between the confirmation and your click, the void works from the latest figures, and the message afterward says exactly what was done and how much.

Money you take off by hand

When you take money off a shared invoice by hand, tell it which guest it is for. Open the invoice, go to Adjustments & credits, and type the amount with a minus sign. A choice called Which charge is this for? appears: pick the guest's line. The reduction is then tied to that guest, so voiding that guest later takes off only what is left of their fee and never the same money twice. Voiding a different guest still takes that guest's full fee off, so the other guests aren't shortchanged.

• A reduction can't be more than the charge still asks. If you try, the page says the most that can come off, for example "At most $5.00 can be taken off it." A fee that is already fully taken off, including by a void, has nothing left to reduce.

• Only a reduction can be tied to a charge. To add a charge, leave the choice alone.

• A late fee is not in the list. Take a late fee off with Waive late fee on the Renewals page.

• Picking the guest's line also sets the GL category to that line's own when an adjustment can use it. Change it if you need to.

If you leave Which charge is this for? on Whole invoice, or you took the money off before the choice existed, the invoice doesn't record which guest it was for. Voiding a guest then takes off that guest's own fee as well, as far as it is still owed, so the other guests can end up owing less than their own fees. The confirmation warns you when this applies and says how much was already taken off. To avoid it, tie the reduction to the guest, or void the guest instead of waiving their fee by hand: the void takes the fee off for the right guest.

Print the QR poster from Guest fees for members to log visits at the gate. The poster page shows your club's name, "Scan to log your guest", the QR code and its web address; select Print poster to print it, and the menus and buttons stay off the paper. The poster uses your club's own web address, so a printed poster keeps working no matter which address you were signed in on when you printed it. If your club's web address is not set up yet, the page says so instead of printing a code that would stop working.

If your club lets connected tools make changes, Claude or another connected tool can ask to void a guest visit, add a guest fee rate or turn one off. All three wait for approval on the website, from the person who asked, because voiding a guest can void an unpaid invoice, take a fee off it or add account credit, and a fee rate changes what future guests are charged.

Caregiver passes are available when Guests is enabled. Members manage them from Membership → Household → Manage caregiver passes. The page shows the configured price before a paid pass is added. A pass lets a named caregiver accompany the household’s children under the club’s rules.

Guest visits dated today or later, and caregiver passes for this season that are still active, move to the household the other was merged into. Past and voided visits, and passes that were revoked or belong to an earlier season, stay behind with their invoices. A merge is refused if both households have the same guest down for the same day: void one of the two visits here (the Void button on its row), then merge again. It is also refused if both have a pass for the same caregiver in the same season. Staff cannot remove a pass, so ask a member of one of the households to remove it from Caregiver passes in the member portal. See Household ownership and merging.