Overview

Pre-Sale Mode is an optional feature designed for clubs that are selling memberships before their doors officially open. When enabled, it replaces specific date fields — such as start date, first billing date, and end date — with "TBD" (To Be Determined) on member contracts and throughout the online sign-up experience.

This helps protect your club from committing to dates you may not yet know, especially since opening timelines can shift right up until the day you open. Rather than displaying an inaccurate date on the first page of a legal agreement, Pre-Sale Mode keeps things transparent for your members while keeping your club compliant.

Pre-Sale Mode must be enabled by your ClubOS support team. Once it is active, it applies automatically to all new membership agreements sold during the pre-sale period — no additional steps are needed from your staff.

What Changes When Pre-Sale Mode Is Active

When Pre-Sale Mode is turned on, the following date fields display "TBD" instead of a specific date:

On the membership contract (both preview and the signed agreement):

• Membership Dues — Start Date
• Membership Dues — First Due Date
• Membership Dues — End Date
• Add-Ons — First Due Date

During online enrollment (MyMemberAccount / Online Join):

• Start Date
• First Due Date
• End Date
• Add-On First Due Date

These changes apply across all steps of the enrollment flow. If a member navigates forward and backward through the online sign-up process, "TBD" will remain consistent throughout — no date will flash or appear at any step.

Note: The actual dates are still stored on the membership agreement record in the system. They are simply not displayed to the member on the contract or during enrollment while Pre-Sale Mode is active. It is recommended that offers be setup with a future fixed date far in the future. Our support team will adjust the dates for you once you have a firm opening date. 

How It Works: Selling Memberships During Pre-Sale

In-Club Member Enrollment (Staff-Assisted)

When a staff member enrolls a new member through the in-club enrollment flow:

1. The member selects a membership offer and completes their information as usual.
2. The system generates a contract showing "TBD" in place of the start date, first billing date, and end date.
3. The member reviews and signs the contract. The signed agreement on file reflects "TBD" for those fields.

Online Self-Enrollment (MyMemberAccount / Online Join)

When a prospective member signs up on their own through your club's online join portal:

1. The member selects a membership offer.
2. Throughout each step of the enrollment process, the start date, first billing date, end date, and add-on first due date all display as "TBD".
3. The member reviews the order summary — dates show as "TBD" here as well.
4. Upon completing enrollment, the generated contract reflects "TBD" for all applicable date fields, consistent with what the member saw during sign-up.

Contract Language and Compliance

The "TBD" label appears directly on the first page of the membership agreement — the section that covers membership dues and add-on billing. This ensures the most visible, legally relevant portion of the contract accurately reflects that dates have not yet been determined, rather than stating an inaccurate date.

Both English and French Canadian contract versions display "TBD" when Pre-Sale Mode is active.

When Pre-Sale Mode Is Turned Off

Once your club is ready to open (or if Pre-Sale Mode is disabled for any other reason), the feature reverts immediately:

• All date fields in online enrollment and on contracts display the actual calculated dates based on the membership offer setup and the date of enrollment.
• No changes are applied retroactively to agreements already signed during the pre-sale period.

Tip: Before opening day, it is recommended that your ClubOS team perform a bulk update to move existing pre-sale membership start dates to your actual opening date. Contact your ClubOS support representative to coordinate this.

Frequently Asked Questions

Does Pre-Sale Mode affect members who enroll in-club vs. online differently? For contracts, the behavior is the same regardless of how the membership was sold — both in-club and online enrollments produce a contract showing "TBD." The TBD display in the enrollment UI itself, however, only applies to the online join flow (MyMemberAccount). In-club enrollment screens show dates normally; only the resulting contract reflects TBD.

Will members be billed during pre-sale? Pre-Sale Mode only affects what is displayed on the contract and during enrollment — it does not automatically pause or defer billing. Your membership offers should be configured with start dates in the future. Work with your ClubOS representative to ensure your offer setup aligns with your billing intentions during pre-sale.

Can staff still see the actual dates in the system? Yes. The actual dates associated with each agreement remain stored in ClubOS and are visible to authorized staff in the back-office. "TBD" is only a display change on the member-facing contract and enrollment screens.

What happens to agreements signed during pre-sale once the club opens? Agreements signed during pre-sale will retain "TBD" on the original signed contract. Once your opening date is confirmed, your ClubOS team can perform a bulk update to set the correct start dates on those memberships going forward.

Does this affect French Canadian members? Yes — both English and French Canadian contract versions display "TBD" when Pre-Sale Mode is active. "TBD" is used as-is in both languages (no translation is applied).

Can we enable Pre-Sale Mode for just one location? Pre-Sale Mode is enabled at the club/client level. If your organization has multiple locations, discuss with your ClubOS representative whether this needs to be scoped to a specific location.