Membership Manager Guide

Click the Quilting Guild of The Villages on the BLACK BAR at the top left of your screen and click Dashboard to enter

When signing up new members 

    • ONLY enter new members through /Register page  
    • ALWAYS have the member sign in and purchase the memberships with your assistance – don’t send them home the first time to do it by themselves
    • ALWAYS have the member enter First Name and Last Name on the Checkout Screen. It is not optional.
    • NEVER add new order or membership through the Dashboard 

Payment Methods

    • As a guild policy beginning May 1, 2026, Credit Cards will be the only form of currency. No cash or checks will be accepted. There will be one time of the year where checks and cash will be accepted temporarily from December 1 -15 to aid those who do not use credit cards to renew their memberships. Before and after that date range only credit cards will be accepted.

Orders (Go to Dashboard > WooCommerce > Orders)

    • In Orders, you will see every purchase for the guild memberships and classes.
    • When a new user pays by cash, check, credit card, the order will show as Processing or On Hold.
    • It’s important that your member add the First Name and Last Name when checking out where it says ‘optional’ unless it is already filled in. In order to see the name in the order nicely, the member needs to fill in the name fields at check out on the left side where the address is shown.
    • Locate the new member’s order on the Orders page – you can Search if you don’t see it at or near the top of the page but if it has not been completed, it should be at the top. 
    • Click into the order (one order at a time) and notice the type of payment. If it’s by credit card, there should be a long transaction number near the top by the order number. Sometimes if the credit card purchase did not go through, it will say credit card but there will be no transaction number. If all is well and the name and information looks like it is all good, you can complete the order by clicking on the drop down that says Processing or On Hold (if it is by check and you have check in hand) and selecting the option that says Completed. If the payment was by cash, be sure to have the cash in hand before clicking Completed.
    • Another option to complete orders is to click the Eyeball between the name and the date on the Orders page. It shows you an abbreviated version of the order but you will be able to see the credit card transaction number and complete the order by clicking the Completed button on the lower left of the eyeball screen.
    • Do not use Bulk Actions ‘Change status to completed ‘UNLESS you are 100 percent sure the credit card payments went through and have a transaction number or the cash/check is in hand. You will not know this unless you go into every order.

Refunded Orders

    • All requests for refunds must be sent by email to the web – include all details.
    • ONLY the Web Chair may issue refunds.

Reinstatements

    • Reinstatements are used when a previous member returns to the guild after a long absence.
    • Read through and fill out the Reinstatement form completely: Reinstatement

Cancellations

    • Orders are NEVER cancelled by humans!
    • The system will automatically cancel any order that is not paid within the time allotted.
    • Memberships (as opposed to Orders) can be cancelled by the Membership Chair or Web Chair
    • Read through and fill out the Cancellation form completely: Cancellation

Transfers

    • Transfers are used when one chapter member wants to join a different chapter within the current membership year.
    • Read through and fill out the transfer form completely: Transfers
revised 04/27/2026 par