AeroclubHQ

Periodic Transactions

Recurring charges or credits — membership fees, hangar contributions, insurance — posted automatically on a schedule to every member who matches.

This page is for club administrators. As a pilot you don't need it — go to the Pilot guide.

What it is

A periodic transaction rule charges or credits members automatically on a schedule — a monthly membership fee, a quarterly hangar contribution, a yearly insurance levy. You define it once; the app applies it to every matching member each period.

A rule has:

  • The charge — the Type, the Amount and a Description that appears on the transaction. The type decides whether it is a credit or a debit; the amount is always positive.
  • Schedule — Monthly, Quarterly or Yearly, the Day of month (1–28, so it runs in every month) and, for quarterly and yearly, the month. Valid from and Valid to are optional.
  • Who it applies to — member conditions. Leave them empty to apply to all active members.

The app checks rules automatically several times a day and posts on the club’s calendar day. A member gets each rule at most once per period, even if the check runs again.

Each rule is shown as a card with its schedule, amount, direction and Next due date. Inactive rules are dimmed.

yourclub.aeroclubhq.com/periodic-transactions
Periodic transaction rules as cards with the next due date

How to use it

  • Create a rule — the + button opens New Periodic Transaction Rule. The preview shows Next 3 runs for the schedule you chose.
yourclub.aeroclubhq.com/periodic-transactions/new
Form for creating a new periodic transaction rule with the next-runs preview
  • Choose the type — any of the club’s transaction types, its own or a built-in one such as Periodic charge. Name a specific type (e.g. Membership fee) so members’ statements and the payment statistics show it as its own line.
  • Target members — conditions can use Membership, Member age (years), Specific members, Duty hours (previous year) and the member custom fields. Example: charge a work-hours fee only to members with fewer than 20 duty hours last year.
  • Edit a rule — Edit on its card. The edit page also shows the Application History: which member received which period, and when.
  • Deactivate / Reactivate — from the card’s menu, or with the Active switch in the form.
  • Search — filter the cards by rule name.
Note

For a one-off charge to many members, use the bulk transaction on the Payments page instead.

  • Payments — the individual entries these rules post, and one-off bulk transactions.
  • Transaction Types — the type each rule posts under.
  • Memberships — target a rule by membership.
  • Penalties — monthly charges driven by the balance.
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