Membership Change Requests
ClubTrack can route selected member profile changes to club administrators for review rather than applying them immediately.
Which changes require approval depends on the type of information being changed and your club's settings.
For members
Submit a change
Go to Member Workspace → Profile & Licences and update the relevant information.
Contact and address updates are submitted as membership change requests. External certification and organisation-membership updates may also require approval when your club has credential-change approval enabled.
Some information, such as licence details, may save directly rather than entering the request queue.
After submitting a request, ClubTrack confirms that it has been sent for review.
Track your request
Go to Member Workspace → My Requests.
The list shows:
- When the request was submitted
- The request type
- Its current status
- The details included in the request
Select View to inspect the submitted details.
A pending request means the club has not processed it yet. Do not repeatedly submit the same change unless an administrator asks you to do so.
For administrators
Go to Admin Workspace → Members → Change Requests.
You can filter the queue by:
- All requests
- Pending approval
- Approved or declined
- Approved
- Declined
You can also sort pending requests first, processed requests first, newest first or oldest first.
Review a request
- Select View to inspect the proposed details.
- Confirm the member and request type.
- Compare the requested information with any supporting records your club requires.
- Close the details view when finished.
Approve a request
Select Approve on a pending request. ClubTrack asks you to confirm the action and provides an optional Admin notes field.
Only approve information that your club is satisfied should become part of the member record.
Reject a request
Select Reject when the requested change should not be applied. You can add optional admin notes before confirming the decision.
Why a member may not see an update immediately
If a change was submitted for approval, the existing member record can remain visible until the request is processed. The member can check My Requests to confirm whether it is still pending or has been processed.
Credential approval setting
Administrators can control whether external certification and organisation-membership updates require approval from Club Settings → Member Operations.
Changing this setting affects how future member updates are handled. Existing pending requests should still be reviewed from the Change Requests queue.
Troubleshooting
The member says they changed their address but the old address still appears
Check Change Requests for a pending contact/address request. If one exists, review and process it rather than manually creating another request.
A credential update saved immediately
Check whether Require approval for external certification and membership updates is enabled in Club Settings.
The request cannot be found
Confirm you are in the correct club tenant and that the member submitted the change while signed into that tenant. Ask the member to check My Requests for the request status.