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User Manual – Club Membership

Updated 15 Oct 2026

In the membership section of BowlsLink you will be able to find all basic information related to members of your club.

The membership section is further divided into Members, Groups & Categories, Certifications, Transfers and Reports.

Accessing Club Admin Account

When logging into BowlsLink with Club Administrator or Club Group access, you will be presented with multiple options of the same club – these options are the different contexts/roles within BowlsLink.

After entering your NIN or Email address and Password you will view the Profile Selection screen.

The Roles you have assigned will be shown in grey headers, such as Club Administration or Club Group Administrator or My Clubs – Do NOT click these, they only appear as headers, the context options are beneath these.

Select the relevant Club in the white banner to access them, within the specific role/context – when selected they will turn GREEN

Membership

In the membership section of BowlsLink you will be able to find all basic information related to members of your club.

The membership section is further divided into members, groups & categories, certifications, transfers and reports.

Members

When you are in the members section you will be provided with a list of all the members currently in your club.

You will also be given the functionality to add new members.

The list is divided into three sections (tabs) – active, pending and archived.

For each member listed here you will be able to retrieve further information by clicking on their name.

Active Members

In the active tab of your members list you will be able to see all members that are currently active. You will also be given some of their member details without clicking into their profile and you will be able to perform the following actions:

1.                    You will be able to click onto the club members’ name to retrieve additional information about this member.

2.                    You will be able to search for a particular member by name.

3.                    You will be able to sort the list of members differently by clicking on the different column headers.

4.                    You will be able to apply specific filters to only find members matching your search criteria. You will be able to filter the following parameters:

a.                   Certifications,

b.                   Membership Type,

c.                   Financial Status,

d.                   Gender,

e.                   Club Categories and

 f.                    Member Since

5.                    You will be able to change the number of rows displayed in your member table.

6.                    You will be able to perform additional actions for individual members. Additional actions are:

a.                    Manage Groups – You will be able to add or remove the selected user from member groups that have been created.

b.                    Edit Member – includes updating

i                       Key Details (Name, Email address, mobile number, DOB)

ii                     Personal Information (Gender, contact email address, contact phone number, residential address, emergency contact, deceased status)

iii                    Membership Details

iv                    Additional Details – dictated by the Club

c.                    Archive Member – You will be able to archive a selected member. – This will mark them as an archived member, not considered an active participant or financial. They can be found in the Archived tab of Members and can be un-archived using the same action in the Archived page.  

7.                    You will be able to bulk select all or a select group of members to perform additional actions. Additional actions are:

a.                    Add to Group – You will be able to add the selected members to a particular group that has already been created.

This will allow bulk adding or individually adding these members to existing groups. Groups could include email communications and members that are relevant to those, such as Committees, Social Bowlers, Competition Bowlers, Newsletters, etc…

Additionally, single or multiple members can have Club Membership added based on Type, e.g. Competition, Social, Experience, Junior, Senior, etc…

Membership Type and Start Date must be included when Adding a Membership.

Pending Members

In the pending tab of your members list you will be able to see all members that are currently pending review. As per the active member list, you will be given some of their member details without clicking into their profile. Many functions work the same as in the Active members tab.

The similar functions are:

1.                    click onto the club members’ name to retrieve additional information about this member.

2.                    sort the list of members differently by clicking on the different column headers.

3.                    search for a particular member by name.

4.                    apply specific filters to only find members matching your search criteria.

5.                    change the amount of rows displayed in your member table.

6.                    You will be able to perform additional actions for individual members. Additional actions are:

a.                    Approve Membership –  You will be able to approve the membership for the selected member.

b.                    Deny Membership – You will be able to deny the membership for the selected member. 

7.                    You will be able to bulk select all or a select group of members to perform additional actions. Additional actions are:

a.                    Approve Members – You will be able to bulk approve all pending members.  

Archived Members

In the archived tab of your members list you will be able to see all members that are currently archived. As per the active and pending member lists, you will be given some of their member details without clicking into their profile. Many functions work the same as in the Active members tab.

The similar functions are:

1.                    click onto the club members’ name to retrieve additional information about this member.

2.                    sort the list of members differently by clicking on the different column headers.

3.                    search for a particular member by name.

4.                    apply specific filters to only find members matching your search criteria. (This is the same as for the active and pending members)

5.                    change the amount of rows displayed in your member table. 

6.                    You will be able to perform additional actions for individual members. Additional actions are:

a. UnArchive Member – You will be able to unarchive the selected member and make them an active member of the club again. 

Member – Detailed View

In the detailed view of a member you will be able to retrieve additional information about the member as well as being able to perform additional administrative actions.

The detailed member profile is divided into five sections (tabs) – activity, details, Membership, account, notes

This is the same for active, pending and archived members.

Activity

1. The first tab is the Activity tab where you will be able to see any activity against a members’ profile.

Details

1.                    The second tab is the Details tab where you will find most member information.

2.                    You will be able to perform the following actions:

a.                    Manage details – edit any of the key details for this member

3.                    Edit Category – add or remove a category for this member

4.                    Add to Group – you can add a member to a specific group and you will also be able to remove a member from a member group

5.                    Add Certification – you will be able to add a certification to the member

6.                   Archive and Request Transfer – here you will be able to archive a member and you will also be able to request a transfer of a member to your club being the primary club.

7.                   Add to Group – you will be able to add the member to an Email Campaign Channel and also remove that member for the assigned channel

Membership

Displays members’ Pending Payment, Paid, Expired and Rejected memberships and types as well as allowing admin to Add membership. On this page, you will be able to –

a. Filter memberships by Status, type, From and To date

b. Add Membership

Account

The fourth tab is the Account tab where you will be able to view all the invoices associated to this particular member. You will be able to find invoice information and perform the following actions:

1.                    You will be able to see any monies owing by this member or monies they had paid. 

2.                    You will be able to perform specific actions against an invoice for this member:

a.                    Download

b.                    Send

c.                    View Payment

d.                   Enter Payment

e.                    Issue Refund

f.                     Void

3.                    Enter payment – If your club has received money from this member you will be able to record the receipt against the correct invoice.

4.                    Send – If a new invoice has been created for this member but hasn’t been sent yet you will be able to send this invoice.

5.                    Download – You can download a PDF file of the invoice.

6.                    Void – If an invoice is no longer required to be paid by a member you will be able to cancel the invoice here.

                        You will be required to confirm the void before finalising. You must enter the provided code and click ‘Void.

6.                    View payments – If any payments have been entered against a particular invoice you will be able to see these records here and you will also be able to void an existing payment record.

7.                    You will be able to create a custom invoice should this be necessary. This will direct you to the finance section to finalise the creation of a custom invoice. Details that can be entered to create a custom invoice are:

a. Type – i.e. Membership,

b. Item – customisable text field to specify what the invoice is for

c. Total – the amount owing

d. GST – Tick box to either include or exclude GST. Including GST will automatically calculate this based on the ‘Total’ amount.

e. Date Issued – date the invoice was created and sent

f. Due Date – date the invoice needs to be paid

Once the invoice has been created, it can be approved and sent to the member to prompt payment.

Notes

1.                    The fifth tab is the Notes tab where you will be able to write and view notes as a quick way to track information about a member. You will be able to perform the following actions:

a.                    Add notes for a member

b.                    Archive existing notes that are no longer required.

2.                    When adding a note, you can choose to make it visible to the member or hidden.

3.                    Notes can be archived and once they have been archived, their visibility can be swapped by clicking the toggle between Archived and Active Notes Choose to switch between current notes and archived notes.

Adding Members

Adding a New Member

When you click the “Add Member” button in the member overview you will be able to add a new member to your club by providing all the relevant information or alternatively you can also add an already existing member.

1.                    Select “Add Member”

2.                    You will then be asked to provide personal details for the new member.

NOTE: the email and mobile phone number entered here are both the sign in and contact details for the member. These details need to be unique.  Two members cannot have the same email address for example.

If there are two club members who share an email address, simply leave this field blank. A separate field can be used to enter a contact email address for both members. Both the mobile and email fields can be left blank, as the member will still have a National ID they can use as their sign in. 

Once the member has been created you can edit their details to add in a contact email address, which will be used for club communications only not for the logon process.

Please enter the new member’s personal information. The below details are mandatory:

a.                    First Name and Last Name

b.                    Email Address

c.                    Mobile Number

d.                   DOB

e.                    Gender

3.                    Next you will be asked to create a password. Please select a strong password.

a.                    Your password needs to fulfill certain requirements to be considered strong

                                                Must be minimum of 8 Characters

                                                Must contain at least one (1) capital letter

                                                Must contain at least one (1) number

b.                    When you re-enter your password it needs to match your initial password. The green tickets will NOT highlight if any of the required criteria has not been added to the Password or does not match.

4.                    Once you have set up a password you will be required to enter the new member’s residential  address details. Please enter the member’s home address. a. Address Lines

b.                    Suburb

c.                    State

d.                   Postcode

e.                    Country

5.                    Add ‘Membership type’

These will be membership types that have been created by the Club – they may include a description of each type to differ from similar named types

Not mandatory at this stage but highly recommended to select to give accurate membership reporting.

6.                    Additional Club Details

Should any additional club details be required, this can be provided in this step after providing the member’s club details. 

7.                    Terms and Conditions

In the last step you need to confirm that you have permission to add a new member to your club. Once confirmed you will be able to add the member to your club.

8.                    Added Member Confirmation

If you have provided all details correctly you will receive a notification confirming the new member. If some details are already in the system (e.g. mobile number or email) the system will bring up an error message. This usually indicates that a member already exists.

Adding an Existing Member

1.                    To request a member to join your club as a dual member, from the Members page, click on the Add Member button and select ‘Existing Member’ 

2.                    You will need to provide details to identify the correct member. The easiest form of identification is the existing national ID number (NIN) for the member.

Alternatively, you can search for a combination of Surname and Club Membership.

If a member has multiple Clubs listed, select the Club with the asterisk (*) – this identifies the member’s Primary Club.

3.                    Once the correct member has been identified, click on invite to send an invitation for membership.

You can either ‘Invite’ or ‘Invite & Transfer’ the member to your Club.

If the member is ‘Invited’, the will be added to the Club as a Secondary Member (the club will not be their Primary)

If the member is ‘Invited and Transferred’, they will receive a notification to accept the transfer, as well as the administrator of their current Primary Club and State Territory Authority (STA). 

4.                    You will see a notification message on the following screen describing the next steps. As the Club inviting the transfer, no further action is required on your behalf.

Below is an example of this message.

5.                    Once approved, the new member will appear in the pending members section, and you will be able to approve their membership from the menu.

6.                    When you select approval, you will be asked to confirm the membership.

7.                    The members details will now show the dual membership of clubs, with the light blue club being the primary club (Tas Club 2). All other clubs will be shown in dark blue (TAS Club 1).

How to Add, Invite or Revoke A Member to and from your Club

Adding a New Member

Inviting (transferring) an existing Member

Revoking a Membership

Member Groups

When you are in the Groups section you will be provided with a list of all the groups you have already created for your club.

You will also be given the functionality to add new member groups.

For each member group listed here you will be able to perform additional actions.

Member Groups

In the member groups tab of your list you will be able to see all member groups that have already been created. You will also be given an overview of some of the groups’ details. Furthermore, you will be able to perform the following actions:

1.                    You will be able to add new member groups.

  • Include Email Campaign Channel – this will create a List/group of members that can be communicated with via the Email Campaigns in BowlsLink. All members assigned to this group can be emailed when this List/Group is selected as Recipients (for more information on Email Campaigns, please see the Email Campaigns Manual )

2.                    You will be able to edit or delete existing member groups (Attention: Groups can only be deleted when no members are associated to this category).

Certifications

When you are in the certifications section you will be provided with a list of all the members currently holding a certification in your club.

The list is divided into two sections (tabs) – Members and Manage.

These certifications can be exported (top right-hand side of page)

Members

For each member listed here you will be able to retrieve their certification status, the validity of their certification and the certification type. You will be able to perform the following actions:

1.                    search for a particular certification by name.

2.                    change the amount of rows displayed in your certifications table. a. 

3.                    apply specific filters to only find certifications matching your search criteria.

4.                    The filter options available are:

a.                    Expires Before

b.                    Certification Title – these are defined in the ‘Manage’ area of Certifications

c.                    Assignee Name – who has assigned the certification to the member

d.                   Approver Name – who has approved the certification to the member

e.                    Status – Approved, Pending, Expired or Revoked

Manage

In the manage section of certifications you will be able to approve, extend and revoke certifications you have permission to manage. If there are any certifications that require review by you, they will be listed here.

1.                    search for a particular certification by name.

2.                    change the amount of rows displayed in your certifications table.

3.                    Filter functions are also available, functioning the same as the Members Certification tab.

Dual Membership & Transfers

To understand how the transfers section works, we need to understand the dual membership functions as well.

As a club administrator, you can:

  • Request dual membership for a member to join your club.
  • Approve or deny current members to be dual members with another club. Note that this is done via an email to your account, not within BowlsLink.
  • Request for a transfer of primary membership to your club.
  • Approve transfers away from your club.

The key concept you will need to understand with transfers is this: Members must be dual members of two clubs, before they can then transfer their primary membership from one club to the other.  Therefore, setting up dual membership is required for before you can transfer the primary membership.

The transfer section is used to manage members transferring their primary club membership away from your club.

Dual Membership

1.                    To request a member to join your club as a dual member, first go back to the members screen, and click on the add member button

2.                    Instead of filling in details, click on the add existing member button. This is adding a member who already exists as a member at a different club.

3. You will need to provide details to identify the correct member. The easiest form of identification is the existing national ID number (NIN) for the member.

Alternatively, you can also provide either –

– Email address, last name and date of birth or

– Mobile phone, last name and date of birth.

Scroll to the bottom of the screen and click search.

4.                    Once the correct member has been identified, click on invite to send an invitation for membership.

You can either ‘Invite’ or ‘Invite & Transfer’ the member to your Club.

If the member is ‘Invited’, the will be added to the Club as a Secondary Member (the club will not be their Primary)

If the member is ‘Invited and Transferred’, they will receive a notification to accept the transfer, as well as the administrator of their current Primary Club and State Territory Authority (STA). 

5.                    You will see a notification message on the following screen describing the next steps. As the Club inviting the transfer, no further action is required on your behalf.

Below is an example of this message.

6.                    Once approved, the new member will appear in the pending members section, and you will be able to approve their membership from the menu.

7.                    When you select approval, you will be asked to confirm the membership.

8.                    The members details will now show the dual membership of clubs, with the light blue club being the primary club (Tas Club 2). All other clubs will be shown in dark blue (TAS Club 1).

Primary Club Membership

To request that a member’s primary membership is moved to your club, you will need to have already completed the steps above to setup the member as a dual member.

1.                    Click on the request transfer button on the members profile.

2.                    This will place a request with the current primary club to approve a transfer. If the current club approves the transfer, it will appear in the transfer section, and the membership club details will be updated to show the new primary club. 

Transfers

The transfer section is used to manage the approval or rejection of transfers from your club, to be primary members of other clubs. It also provides a history of transfers to your club, where dual members have become a primary member of your club.

1.                    You can access the transfers section under the membership menu.

2.                    The list is divided into three sections (tabs) – Pending, Approved and Reject

3.                    Pending transfers of members from your club can be reviewed under the pending tab. Click on the action menu to approve or reject their transfer.

Note – Transfers must be approved by the ‘To’ Club, ‘From’ Club and relevant STA before it can be finalised.

4.                    Approved members can be reviewed in the approved tab. You can see details such as the approval and request dates, along with the club they have transferred from. This will show both approved transfers to your club as well as transfers from your club. The To club and From club columns will show this detail.

5.                    Rejected transfers can be reviewed in the reject tab. You can see details such as the reject and request dates, along with the details of the rejection. This will show both rejected transfers to your club as well as transfers from your club. The To club and From club columns will show this detail.

a. Members will receive notification of the request, acceptance or rejection of a transfer between themselves and Clubs involved. 

Reports

All BowlsLink reports are generated using CSV file formatting. These can be opened and used using Microsoft Excel. (Note: Any changes to formatting such as filters, highlighting, etc.. when reviewing the data, will need to be resaved as an exe. file. Saving as a csv file will not retain any changes.

Club Members

This report will allow administrators to report on their Club membership and includes details such as –

–                      Financial (Yes/No)

–                      Archived (Yes/No)

–                      Full Name

–                      DOB

–                      Membership Type

–                      Gender

–                      Age

–                      Contact Information

In the Club Member Report, there is a Participation filter.

Clicking, Participation – Mixed, will report and download both ‘Memberships’ and ‘Participants’.

Clicking, Participation – Only, will report and download only Participants and their associated types.

Clicking Participation – None, will report and download only Memberships and their associated types.

Club Member Numbers (Age & Gender)

Summary report of all members (active) broken down by Gender (Male or Man/Female or Woman/Non-binary/Use a different term/Prefer not to say) including average age of all members, average age of members by gender, total number of members by age and gender.

This report cannot be configured.

Club Member Numbers (Financial and Participation)

Summary report of all Club Members by Participation Type (Competition, Experience, Non-Player, Program and Social bowlers).

This report cannot be configured.

Club Member Certifications

A CSV-formatted report on club member certifications.

Dual Club Associations

A CSV-formatted report on members actively associated with two or more clubs. The report includes the Club being the Primary or secondary for any member with the associated memberships.

This report cannot be reconfigured.

Club Memberships

A CSV-formatted report on a club’s memberships. Can be configured to report on memberships effective within a date-range, or starting within a date-range.

Member Key Details

A CSV-formatted report on member key-details. Can be configured to identify financial/non-financial members and/or archived members and includes details such as –

–                      Full Name

–                      DOB

–                      Membership Type

–                      Gender

–                      Age

–                      Contact Information

–                      Diversity, Equity and Inclusion

In the Member Key Detail Report, there is a Participation filter.

Clicking, Participation – Mixed, will report and download both ‘Memberships’ and ‘Participants’.

Clicking, Participation – Only, will report and download only Participants and their associated types.

Clicking Participation – None, will report and download only Memberships and their associated types.

Member Transfers

A CSV-formatted report on member transfers. Can be configured to report on member transfers actioned within a date-range, including Member Names, National ID Numbers, To and From Clubs and Requested and Actioned Dates.

Primary-Club Changes Affecting Archived Members

A CSV-formatted report on changes of primary-club designations affecting archived members, including, Member Names, National ID Numbers, To and From Clubs and Archived Dates (and duration since Archive) and any Categories. 

Can be configured to report on changes that occurred within a date-range.

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For more support please contact bowlslink@bowls.com.au

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