Junior Members & Guardians
ClubTrack lets an adult member manage selected information for junior members who have been linked to their account as a parent or guardian.
The guardian relationship must already exist in ClubTrack. Members cannot create or link a junior themselves from the Member Workspace.
Open Linked Juniors
Go to Member Workspace → Linked Juniors.
If more than one junior is linked to your account, select the junior you want to manage from the list.
If no juniors appear, contact a club administrator and ask them to check the guardian relationship on the junior's member record.
Update a junior's profile
A linked parent or guardian can update supported information such as:
- Email and phone
- Address details
- Longarm licence number, type, categories and expiry
- Handgun licence number, type and expiry
Select Save junior profile after making changes.
Keep licence and expiry information current so the club's member records and reminders remain accurate.
Junior invoices and renewals
The Linked Juniors page includes the junior member's invoice information, including:
- Outstanding invoice count and amount
- Paid invoice count and amount
- Current invoice
- Due date and balance
- Invoice history
You can download invoice PDFs from this page.
If card payment is available for the invoice, a Pay now button opens the ClubTrack payment checkout for the selected junior. If card payment is unavailable, use the payment instructions shown on the invoice or contact the club.
See Membership Renewal Lifecycle for the wider renewal process.
Upload documents for a junior
Linked guardians can upload supported documents to the junior's record. Select the document type, choose the front or back side where applicable, choose the file, and upload it.
Profile photos are handled differently from two-sided licence/identity documents and may require administrator approval depending on the club's settings.
See Documents & Membership Card and Membership Cards.
Consents
ClubTrack can display consent records associated with the selected junior. Use these records as part of your club's normal junior-member administration process.
If a consent is missing or incorrect, contact a club administrator rather than creating a duplicate member account.
For administrators: linking a guardian
Guardian relationships are managed from the Member Directory. When editing a junior member, administrators can associate the appropriate guardian and relationship.
Before linking accounts:
- Confirm the junior and adult are the correct member records.
- Confirm the relationship your club intends to record.
- Avoid creating a duplicate adult or junior member just to establish a link.
- Ask the guardian to sign out and back in if the new relationship does not appear immediately.
When a junior becomes an adult
ClubTrack can identify junior records from date-of-birth information and warns administrators around adult promotion workflows. When a junior reaches adulthood, review the member's account, guardian relationship, contact details, login access and any club-specific consent requirements.
Do not assume a guardian relationship should remain unchanged simply because it already exists in the system.
Troubleshooting
No juniors are shown
An administrator should check that the guardian relationship is attached to the correct adult member record.
The wrong junior is shown
Do not edit the record. Contact an administrator so the relationship can be corrected.
A junior invoice cannot be paid by card
Check the message shown with the invoice. Card payments depend on the invoice and the club's payment configuration. The invoice can still provide alternate payment instructions.
A profile photo is not appearing on the junior's card
The photo may still be pending administrator approval, or the club may not display photos on membership cards.