How do I manage the membership fees of my hunting ground?

The **Membership fees** section of your hunting ground lets you set up the membership fees for each season, define your rates, record who has paid and assign member numbers. Your members can also sign up themselves through the membership fee link, without a Mes Chasses account. The administrator and managers of the hunting ground always have access. A syndicate member or member has access if you grant them a permission under the hunting ground permissions, **Membership fees** category: **View membership fees** to view; **Manage membership fees** to set rates, open or close the season, record payments, approve, remind and correct. Only the administrator and managers can turn membership fees on or off. **Watch the video: membership fees and members without an account (2 min 16, in French)** https://youtu.be/lc57_4jkCs0 ## On mobile ### Opening the membership fees section 1. **Hunting grounds** tab, tap your hunting ground. 2. Under "Administration", tap **Membership fees**. 3. Choose the **Tracking**, **Settings** or **Link** tab. The current season is selected by default: change it with the **Season** field (in **Settings**, tap the season title). ### Turning on membership fees 1. Open **Membership fees**. 2. Tap **Turn on membership fees**. ### Setting up and opening the season 1. **Settings** tab, tap **Set up membership fees**. 2. Under "Calendar", tap **Opening** and **Deadline** to set dates, if you wish. 3. Under "Online membership", tap **Payment methods** and tick Cash, Cheque or Bank transfer. 4. Add at least one rate (see below). 5. In the season card at the top, tap **Open membership fees**. Each change is saved straight away, with no **Save** button. While the season is in draft, the card at the top lists what is missing: "At least one active rate", "A payment method" if a rate is paid. The **Open membership fees** button stays greyed out as long as either is missing. ### Closing or reopening the season 1. **Settings** tab, at the very bottom, tap **Close membership fees**. 2. Confirm with **Close**. The online page no longer accepts registrations; the committee can still record payments. 3. To reopen the season, tap **Reopen membership fees** in the card at the top. To return it to draft, tap **Back to draft** at the very bottom. ### Choosing the member numbering 1. **Settings** tab, under "Numbering", tap **Member number**. 2. Tap **Changes every season** or **Stays the same**. ### Adding a rate 1. **Settings** tab, under "Rates", tap **Add a rate**. 2. Fill in the **Rate name** and the **Amount (€)**. Enter 0 for a free membership. 3. Add a **Description** if useful, and turn on **Hunting licence required** if the rate is reserved for licence holders. 4. For a rate at EUR 0, the **Approve automatically (free rate)** toggle appears. Turn it on if requests on this rate should be "Up to date" straight away, without your approval. 5. Tap **Save**. Tap a rate to edit it, then **Disable this rate** or **Delete this rate**. ### Attaching the house rules 1. **Settings** tab, under "Online membership", tap **House rules**. 2. Tap **Attach a PDF** (10 MB maximum). The same sheet offers **Replace the PDF** and **Remove**. ### Sharing the membership fee link 1. **Link** tab. 2. Tap **Share** or **Copy**. For a poster with the QR code, tap **Print the poster**. If the link has been shared outside the hunting ground, tap **Regenerate the link**, then **Regenerate**. ### Recording a membership fee payment 1. **Tracking** tab, tap the member's row. 2. In the "Record payment" sheet, choose the **Rate** and the **Method**. 3. Leave **Received now** turned on if you have the money in hand. Turned off, the membership fee becomes "To collect". 4. Fill in **Amount received (€)** only if it differs from the rate, and a **Note** if needed. 5. Tap **Save**. ### Marking an expected payment as received 1. **Tracking** tab, tap the row of the member "To collect". 2. Tap **Mark as received**. The membership fee becomes "Up to date". ### Approving or rejecting a membership 1. **Tracking** tab, tap **View memberships awaiting approval**. 2. Tap the person's row. 3. Tap **Approve the membership**, enter the **Member number (optional)** if you wish, then **Approve the membership**. 4. Or tap **Reject the membership**, enter a **Reason (optional)**, then **Reject the membership**. ### Reminding members 1. **Tracking** tab. 2. For all "Unpaid" members, tap **Remind unpaid members**. For a single member, tap their row, then **Remind** in the "Record payment" sheet. 3. Add a **Note from the committee (optional)** if you wish, then tap **Send**. ### Correcting, cancelling or changing the number 1. **Tracking** tab, tap the row of a member who has a membership fee. 2. In the "Membership fee" sheet, choose the right rate under **Correct the rate**, then **Apply the rate**. 3. For the number, edit **Member number**, then **Save the number**. 4. To cancel, tap **Cancel the membership fee**, then confirm. ### Turning off membership fees 1. **Settings** tab, at the very bottom, tap **Turn off membership fees**. 2. Confirm with **Turn off membership fees**. ## On the web ### Opening the membership fees section 1. Click **Hunting grounds** in the menu, then your hunting ground. 2. In the hunting ground menu, under "Administration", click **Membership fees**. 3. Choose **Tracking**, **Settings** or **Link**. The season selector is on the right; the current season is selected by default. ### Turning on membership fees 1. Open **Membership fees**. 2. Click **Turn on membership fees**. ### Setting up and opening the season 1. **Settings** tab, click **Set up membership fees**. The season card appears, in "Draft". 2. Fill in **Opens on** and **Deadline** if you wish. 3. Under "Methods accepted online", tick Cash, Cheque or Bank transfer. 4. Click **Save**, at the bottom right of the card. 5. Add at least one rate (see below). 6. Click **Open membership fees**, at the bottom left of the card. ### Closing or reopening the season 1. **Settings** tab, at the bottom left of the season card, click **Close membership fees**. 2. The closed season no longer accepts online registrations; the committee can still record payments. To reopen, click **Open membership fees** at the same place. To return it to draft, click **Back to draft**. ### Choosing the member numbering 1. **Settings** tab, "Member number" card. 2. Choose **Changes every season** or **Stays the same**. ### Adding a rate 1. **Settings** tab, "Rates" card, click **Add a rate**. 2. Fill in the **Rate name** and the **Amount (€)**. Enter 0 for a free membership. 3. Add a **Description** if useful, and tick **Hunting licence required** if needed. 4. For a rate at EUR 0, the **Approve automatically (free rate)** toggle appears. Turn it on if requests on this rate should be "Up to date" straight away, without your approval. 5. Click **Save rate**. On a rate's row: **Edit**, **Disable** (or **Enable**) and **Delete**. ### Attaching the house rules 1. **Settings** tab, "House rules" card, click **Attach a PDF** (10 MB maximum). 2. Later, use **Replace** or **Remove**. ### Sharing the membership fee link 1. **Link** tab. 2. Click **Copy the link** or **Share**. For a poster with the QR code, click **Print the poster**. If the link has been shared outside the hunting ground, click **Regenerate the link**, then **Regenerate**. ### Recording a membership fee payment 1. **Tracking** tab, click **Record payment** on the member's row. 2. Choose the **Rate** and the **Method**. 3. Leave **Received now** ticked if you have the money in hand. Unticked, the membership fee becomes "To collect". 4. Fill in **Amount received (€)** only if it differs from the rate, and a **Note** if needed. 5. Click **Save**. ### Marking an expected payment as received 1. **Tracking** tab, find the row of the member "To collect". 2. Click **Mark as received** on that row. The membership fee becomes "Up to date". ### Approving or rejecting a membership 1. **Tracking** tab, **Awaiting approval** filter. 2. On the row, click **Approve**, enter the **Member number (optional)** if you wish, then **Approve the membership**. 3. Or click **Reject**, enter a **Reason (optional)**, then **Reject the membership**. ### Reminding members 1. **Tracking** tab. 2. Click **Remind** on a member's row, or **Remind unpaid members** for all. 3. Add a **Note from the committee (optional)** if you wish, then click **Send**. ### Bulk actions 1. **Tracking** tab, tick the rows you want (or the box at the top of the column for the whole displayed list). 2. In the bar that appears, click **Remind**, **Record payment** or **Mark as received**. **Record payment** asks for a rate and a method, and records each membership fee as received at the rate amount. Bulk actions only exist on the web, for up to 200 members. ### Correcting, cancelling or changing the number 1. **Tracking** tab, click the member's row. The "Membership fee of" window opens. 2. Choose the right rate under **Correct the rate**, then **Apply**. 3. Edit the **Member number**, then **Save**. 4. To cancel, click **Cancel the membership fee**, then confirm. ### Turning off membership fees 1. **Settings** tab, at the very bottom, click **Turn off membership fees**. 2. Confirm. ## What the member sees The membership fee link opens a page in the browser. What the page shows depends on whether the person is logged in to their Mes Chasses account or not. On mobile, a member of the hunting ground goes through the **My membership fee** card. ### Member without an account, on the link page 1. They enter their first name, last name and email (the phone is optional). 2. They choose their rate. If the rate requires a licence, they enter at least their licence number. 3. They accept the house rules, if any. 4. They choose their payment method from those you have ticked. 5. They click **Send my request**. A summary is sent by email. For a bank transfer, the hunting ground's IBAN and a transfer reference are displayed once the request is sent. Ask your members to copy this reference into the description. If the hunting ground has no IBAN, the page shows "The committee will send you the bank details." ### Logged-in member, on the web 1. Open the membership fee link while logged in to your account. Your details aren't requested. 2. Choose your rate. 3. If the rate requires a licence and yours isn't registered, click **Enter my licence**: you enter it in "My licence", then come back to the page. 4. Accept the house rules, if any. 5. For a paid rate, choose your payment method. 6. Click **Send my request**. ### Logged-in member, on mobile 1. **Hunting grounds** tab, open the hunting ground. 2. Tap the **My membership fee** card. 3. Choose your **Rate**. 4. If the rate requires a licence and yours isn't entered, tap **Complete my licence**, then come back to the screen: it updates on its own. 5. Accept the house rules, if any. 6. For a paid rate, choose your **Payment method**. 7. Tap **Send my membership fee**, or **Confirm my membership** for a free rate. The "Request sent" screen appears, and a summary is sent by email. ### Free rate A free rate doesn't ask for a payment method. The request is "Awaiting approval": the committee approves it like the others, unless the rate has the **Approve automatically (free rate)** toggle turned on, in which case the membership fee is "Up to date" straight away. ### What the committee receives The committee receives the "Membership to approve" alert for a request awaiting approval, and "Membership fee to collect" for an offline payment to collect. A request on a free rate that is approved automatically doesn't trigger an alert. ### What the member receives When the committee records a payment received, or marks an expected payment as received, the member whose record is linked to an account receives a notification: "2026-2027 membership fee paid" (with the relevant season). Its text reads: "ACCA du Bois-Joli has received your payment of EUR 30.00 for the 2026-2027 membership fee." (with the hunting ground name, the amount and the season). It also appears in the app's bell, but never by email. It isn't sent for a record without an account, nor for a payment of EUR 0, nor for the committee member who records their own payment. The member can turn off the notification in their notification settings; the bell keeps it. ### Closed hunting ground If the owner of the hunting ground has requested the deletion of their account, the membership fee link page shows "Closed hunting ground" and "This hunting ground is no longer accepting new members." No membership can be sent. ## The membership card An "Up to date" membership fee gives you a membership card: hunting ground, name, season, rate, member number if there is one, and a QR code. ### Opening your card on mobile 1. **Account** tab, tap **Payments**. 2. Under "My membership fees", tap the row of the "Up to date" membership fee. ### Opening your card on the web 1. Open your account, **Payments** tab. 2. Under "My membership fees", click **View my card**. The QR code opens a verification page in the browser. It shows only the name, the hunting ground, the season and whether the person is up to date, along with the time of the check. The status is re-read at each scan. A "To collect" or "Awaiting approval" membership fee doesn't yet have a card. A cancelled membership fee loses its card: the QR code already shared then shows "Not up to date with membership fee for this season". A past season's card remains viewable with the note "2025-2026 season ended" (with the relevant season). A season ends on 30 June. A membership fee paid in advance for the next season gives a card, but the QR page shows "Not up to date with membership fee for this season" until 1 July, when that season begins. ## Good to know - The four statuses: "Up to date", "To collect" (payment noted, money not yet received), "Unpaid" and "Awaiting approval". - "Awaiting approval" applies to new sign-ups, former members who come back after being removed or rejected, and any request on a free rate that isn't approved automatically. Approving makes the record active and, if the person has an account, makes them a member of the hunting ground. - **Approve automatically (free rate)** is set in a rate's form, on mobile and on the web. It only exists for a rate at EUR 0, and it is turned off by default. If you change this rate to a paid amount, the setting is removed. It doesn't change requests already sent: those awaiting approval remain "Awaiting approval". - Rejecting cancels the payment declaration and deletes the record created by this request. A sum already received (after a rejection or a cancellation) remains counted under "Collected off-card" and the row shows "To refund": the refund is handled outside the app. - The status and dates matter for the link: your members can send their membership fee only while it is open, up to and including the deadline. The committee can record payments at any time, even in draft or when closed. - The link doesn't follow the season selector: it leads to the open membership fees for the current or next season. - Card payment isn't available for membership fees. - A rate that has already been used can't be deleted: disable it. It is no longer offered, and existing membership fees keep it. - On an already paid membership fee, the new rate must equal the amount received. Otherwise, cancel the membership fee then record it again. - **Member number**: "Changes every season" (entered at each membership) or "Stays the same" (carried over from the previous season). This setting applies to all seasons of the hunting ground. The current season number is also the one in the member list: editing one updates the other. - Reminders are never sent automatically. Only an active "Unpaid" member can be reminded, at most once a day and 5 times per season, and only for the season targeted by the link, while it is open, up to and including the deadline. - A member with an account receives a notification and an email, according to their preferences. Without an account, they receive the email if their record has one. They can reply to it: their reply goes to the committee member who sent the reminder. Don't include personal information in the note from the committee (500 characters maximum). - Below a member's name, "Reminded on 03/10" shows the last reminder, "No contact details" indicates a record with no account and no email. - Turning off doesn't erase anything: seasons, rates, membership fees and the link come back as they were when you turn it on again. Pending requests are paused, the link shows "Link expired", and your members keep their past membership fees and their card in their profile. - In the member list, the Membership fee column shows the status of the current season. ## Troubleshooting - "I cannot see Membership fees in my hunting ground": membership fees aren't turned on, or you don't have the right to see them. Ask the administrator. - "Set up the membership fees for the season in Settings first.": nothing is set up for the chosen season. Tap or click **Set up membership fees** in **Settings**. - "Membership fees are turned off on this hunting ground.": the administrator or a manager must turn them on again in **Membership fees**. - "This member has recorded membership fees: deactivate them instead.": a membership fee payment exists on the record, even if pending or refunded, so the record can't be deleted. Set them as Former in the member list. - "Link expired": the link has been regenerated, or membership fees are turned off. Send the link shown in the **Link** tab. - A member can't send their membership fee: check in **Settings** that the membership fees are open, that the deadline hasn't passed and that a method other than card is ticked. - "A member's membership fee on a free rate stays Awaiting approval": the rate isn't approved automatically. Approve the request in the **Tracking** tab. For future requests, turn on **Approve automatically (free rate)** in the rate. On mobile: **Settings** tab, under "Rates", tap the rate. On the web: **Settings** tab, "Rates" card, click **Edit** on the rate's row. - "Closed hunting ground" on the link page: the owner of the hunting ground has requested the deletion of their account. The hunting ground is no longer accepting new members: no membership can be sent. - "Too many attempts. Try again later." (membership fee page, without an account): the page limits repeated submissions, per connection and per email address. - From the same connection, the limit is 5 submissions in 10 minutes: wait about ten minutes. - After 20 submissions in one day from the same connection, you have to wait 24 hours. - If the message comes back, the same email address has already sent 3 requests in 24 hours for this hunting ground, or 6 across all hunting grounds: wait 24 hours after the first submission. - The **Remind** button is greyed out: the member was reminded less than 24 hours ago or has received their 5 reminders for the season. On the web, the reason appears on hover; on mobile, below the button. - "Reminders are only sent for the season targeted by the membership fee link.": choose the season targeted by the link. - "The member limit of your plan has been reached. Upgrade the plan, then approve.": the membership stays awaiting approval. Change your plan, then approve. - A member says they didn't receive anything: check whether their row shows "No contact details", and ask them to check their spam and their notification settings. ## See also - [How do I manage the member list of my hunting ground?](article:how-do-i-manage-the-member-list-of-my-hunting-ground) - [How do I understand roles and permissions?](article:how-do-i-understand-roles-and-permissions) - [Plans and quotas](article:plans-and-quotas) - [The hunting season](article:the-hunting-season)