A membership allows your club, student organization or society to manage your members in one place. With Rubric, you can create membership types, collect member information, manage your membership list, and give members access to exclusive benefits.

Using Rubric Memberships, you can:

• Create membership types: Offer free or paid memberships with different validity periods, prices, and signup requirements.

• Manage your members: Maintain a central list of members, update member information, and manage their memberships.

• Give members digital membership passes: Provide members with a digital pass they can use to identify their membership.

• Communicate with members: Send emails and SMS messages directly to your members.

• Offer member-only benefits: Create exclusive tickets, merchandise, deals, and discounts for your members.

• Manage membership sales: View membership purchases, manage approvals, issue refunds, and cancel memberships.

Getting started with Memberships

To start using Rubric Memberships, you'll first need to create a membership type. A membership type defines what you're offering to members, including the price, validity period, signup information, and any approval requirements.

Follow the instructions below to set up a membership type.

Once your membership types are set up, you can begin adding and managing members.

Learn more about Adding and Importing Members

From there, you can manage your members, issue digital membership passes, and offer exclusive benefits through Rubric.

Membership Types

Membership types define the different kinds of memberships your club offers. Setting these up properly helps you organise your members and create targeted discounts, ticket types, and communication strategies.

Many clubs choose a single annual membership, which works well too!

Tip: It’s best to create a new membership type each year rather than editing an existing one. This helps avoid affecting current members or their membership information.

Key considerations

Before creating a membership type, consider the following:

• Member Type: You might offer free memberships for current students and paid memberships for alumni, or tiered memberships such as Gold, Silver, and Bronze with different benefits.

• Membership Period: Choose how long the membership should remain valid. You can choose 6 months, 1 year, Lifetime, or set a custom date range.

Creating a Membership Type

1. Log in to your Rubric account.

2. From the menu, click Operations.

3. Under the Memberships section, click Membership Types.

4. Click Create Membership.

5. Select Standard membership. This is the default option for creating a regular membership.

6. Complete the membership information:

   • Name of membership type: Give your membership a clear name, such as “Engineering Student Organization 2026.”

   • Memberships are valid for: Choose 6 months, 1 year, Lifetime, or a custom date range.

   • Membership price: Enter the price members will pay for the membership. Enter 0 to create a free membership.

     Note: Free memberships do not incur a selling fee.

   • Membership description: Add information about the membership, including its benefits, activities, perks, or purpose.

   • Selling fees: Choose whether to pass the applicable selling fees onto the member or absorb the fees yourself:

     • Pass selling fees onto buyer: The member pays the applicable selling fee in addition to the membership price.

     • Absorb selling fees: Your club covers the applicable selling fee.

Set up the Membership Signup Form

The Membership Signup Form determines what information members need to provide when signing up for your membership.

By default, members are required to provide:

• Name

• Email

You can also collect additional information by adding custom questions.

To add a custom question:

1. Click Add another question.

2. Enter your question in the Enter question field.

3. Select the question type you want to use.

4. If members must answer the question, mark it as Required.

The following question types are supported:

• Short answer

• Paragraph

• Multiple choice

• Checkboxes

• Dropdown

• Date

Use these options to collect additional information that your club needs from members, such as student numbers, degree programs, study year, or other club-specific information.

Add Terms & Conditions

You can add Terms & Conditions to your membership signup form if members need to agree to any policies, rules, or other requirements when purchasing the membership.

This field is optional.

Enable Manual Membership Approval

If you want to review members before they are accepted into the membership, enable Manual Membership Approval.

When enabled, all memberships will show as Pending approval until your club approves them.

Important: The Manual Membership Approval setting cannot be changed after the membership type has been created.

7. Once you've completed all the required information, save your membership type.

Your membership type can then be used by students and other eligible members to sign up for your club.

Viewing and managing Membership Types

Once you've created membership types, you can view and manage them from the Membership Types page.

1. Go to Operations > Memberships > Membership Types.

The Membership Types page displays all membership types created by your club, along with key information about each one:

• Membership type: The name of the membership.

• Number of members: The number of members currently associated with that membership type.

• Price: The membership price.

• Membership validity: The period during which the membership is valid.

• Status: Shows whether the membership is Active, Inactive, or Hidden.

• Actions: Manage the membership type using the available actions.

Membership status

Membership types can have one of three statuses:

• Active: The membership is currently within its validity period and available for students to join according to your club's settings.

• Inactive: The membership's validity period has expired. Members associated with an inactive membership type will still be visible under Expired in the Membership Sales page.

• Hidden: The membership type has been manually hidden from the public-facing view, such as your club's Link In Bio. Members associated with a hidden membership type remain available under Expired in the Membership Sales page.

Note: Hiding a membership type does not delete it or remove its associated members.

Managing a Membership Type

Click the three-dot menu (⋮) in the Actions column to manage an existing membership type.

Depending on the membership type's status, you can:

• Edit: Update the membership type's information.

• Duplicate: Create a copy of an existing membership type.

• Hide: Remove the membership type from the public-facing view while keeping it available in your account.

• Delete: Permanently remove the membership type.

Warning: Deleting a membership type is irreversible. Deleting a membership type will also permanently remove all members linked to that membership type.

Tip: If you are creating a membership for a new membership year, we recommend creating a new membership type rather than editing an existing one.