Relinquishment

A member who is leaving gives notice through the portal (Relinquish). Managers review the queue from the dashboard's Pending relinquishments card, or search for Relinquishments (Cmd-K).

Only one open relinquishment (submitted or under review) is allowed per household at a time. A second notice attempt while one is already pending is blocked, not queued as a duplicate.

Submitting notice also pulls the household out of the renewal reminder ladder, but only if that renewal year's membership year was still upcoming, invoiced, or reminding at the moment of submission. So if a household already moved further along (say, already processing_payment), notice alone won't stop dunning on it.

For each notice you can approve or deny:

• Confirm the effective renewal year matches the household's current membership year (the open or upcoming dues year on their membership. Not the calendar year). Approving voids that renewal year's unpaid dues invoice. This happens at approval, not when the household submitted notice, so a still-pending review can legitimately show an open, unpaid invoice in the meantime.

  • Approval is refused while that invoice is processing (an ACH payment mid-settlement). Resolve the invoice's status first if approval won't go through.

• Confirm any late-notice penalty. The monthly penalty rate is configured in Settings; the suggested amount on the row is months past the dues deadline of that renewal year, and is a starting point. Adjust with judgment and notes. The system enforces a floor and ceiling on whatever you enter: the penalty can't be negative, and it's capped at the household's bond balance. It can never exceed what's actually on deposit.

• Collect payee name and mailing address for the bond check (members may supply these; otherwise use household address).

Approval ends membership for that path and creates a refund payable for the bond (minus penalty), paid by check. Not Stripe. On the review card, approving is spelled out as four steps: void unpaid dues for that renewal year, subtract any late penalty from the bond, queue a refund check for the treasurer, and free the membership spot for the waitlist. Approving also fires off notifications: an approval email to the member always sends, and a treasurer notice (about the queued payable) sends automatically once the club has treasurer notification recipients configured in Settings. And when a penalty is docked from the bond the household also gets a bond-movement notice (broken before 2026-08-19, #279. Approvals before then never sent it). Because these sends happen after the approval is already committed, a failed send can't undo or roll back the approval. Treat a missing notification as a follow-up to chase, not a sign the approval didn't happen.

Denying a notice puts the membership year back exactly where it was before notice was given — invoiced if it already had an invoice, upcoming if it didn't — with no separate "undo" step needed. Because the dues invoice was never voided at notice time, a denied household simply resumes normal dunning on the invoice that was already open.

Treasurer (or admin) clears payables from Check run. A manager cannot open that page at all, let alone act on it. Viewing the queue, approving, marking a check sent, marking it cleared, and voiding a payable all require treasurer or admin. Marking a check cleared is an accounting action; it does not pull money from Stripe.