Getting Started
Learn how to set up and use CooplyHQ for your homeschool co-op

Create a CooplyHQ Account
Get your homeschool co-op online in minutes by creating a CooplyHQ account.
Steps
Go to cooplyhq.com and look for the "Get Started" button on the home page.
Enter your email address and create a secure password.
Agree to the Terms of Service and confirm your email address by clicking the link sent to your inbox.
You're now logged in to your CooplyHQ dashboard and ready to set up your co-op.
What's next
Read Account Basics to navigate your dashboard and update your profile settings.

Account Basics — Dashboard and Settings
Once you're logged in, you'll spend most of your time in the dashboard. Here's what you need to know to get started.
Your Dashboard
The dashboard is your home base for managing your co-op. From here, you can create events, manage members, and track schedules.
Manage Your Account Settings
To update your profile information or change your password:
From the dashboard, click your profile icon or name in the top-right corner.
Select "Account Settings" from the dropdown menu.
Update your email address, name, or password as needed.
Click "Save Changes" to confirm.
What's next
Read Creating an Event to set up your first co-op gathering.

Creating an Event
Events are how you schedule co-op meetings, classes, and gatherings. Here's how to create one.
Steps
From your dashboard, click the "Create Event" button or navigate to the Events section.
Click "New Event" to start.
Fill in the event details:
Event Title: Give your event a clear name (e.g., "Science Class," "Monthly Meetup")
Date and Time: Select when the event takes place
Location: Add the address or link where the event will happen
Description: Add details about what to bring, what to prepare, or any instructions for families
Set recurring options if this event happens regularly (weekly, monthly, etc.).
Add families or members who should be invited to this event.
Click "Create Event" to save.
Your co-op members will now see this event in their calendars and can RSVP.
What's next
Start inviting your co-op families and creating a shared schedule. For help managing members or invitations, check the Account Basics article.

Inviting Families to Your Co-op
Once your co-op is set up, you'll need to invite families so they can see the calendar and RSVP to events.
Steps
From your dashboard, go to the Members section.
Click "Invite Family" or "Add Member" to start sending invitations.
Enter the email addresses of family members you want to invite to your co-op.
Optionally add a message explaining the co-op and what to expect.
Click "Send Invitations" to send email invites to the families.
What families see
Families will receive an email with a link to join your co-op. When they click the link, they'll create a CooplyHQ account and be added to your co-op automatically. They'll then see all upcoming events and can RSVP.
Managing members
From the Members page, you can:
View all families in your co-op
Remove families who are no longer participating
See who has accepted the invitation and who hasn't yet
What's next
Once families are invited, see Creating an Event to schedule your first gathering.

Managing Your Co-op Calendar
Your calendar is where families see all upcoming events, RSVPs, and schedules for the co-op.
View Your Calendar
From your dashboard, go to the Events section to see all your co-op events.
Here you can:
See upcoming events at a glance
View event details by clicking on any event
See who has RSVP'd to each event
Manage attendance and scheduling
Edit or Cancel Events
Click on any event in your calendar.
Select "Edit" to change the date, time, location, or description.
To cancel an event, select "Delete" and confirm. Families will be notified of the cancellation.
Recurring Events
When you create an event with a recurring schedule (like weekly classes), CooplyHQ automatically creates each instance. You can edit individual events or the entire series.
Share Your Calendar
Families can view the entire co-op calendar once they join. They'll see all upcoming events and can RSVP to the ones that apply to them.
What's next
Once your calendar is set up with events, see Inviting Families to Your Co-op to start building your community.

Setting Up Stripe Payments: How Onboarding Works and How Fees Are Handled
CooplyHQ uses Stripe Express to process payments from families. Before you click Start Stripe Onboarding, here is exactly what to expect — so there are no surprises partway through.
To begin: go to Admin → Payouts & Billing → Stripe Connect in your co-op admin panel.
You do not need an existing Stripe account
Stripe will create a new Stripe Express account for your co-op as part of this flow. If you already have a personal or business Stripe account, you can connect that one instead — but a brand-new account is fine and is what most co-ops use.
What Stripe will ask you for (KYC)
Federal regulations require Stripe to verify your identity and your co-op. Have these ready before you start:
Your legal name, date of birth, address, and SSN (last 4 digits usually enough)
Your co-op's legal name, address, and EIN — or, if you operate as an individual, your SSN
A US bank account (routing + account number) where payouts will land
A phone number and email for account recovery
Stripe's onboarding form walks you through each step. Most co-op admins complete it in about 10 minutes. Your information goes directly to Stripe — CooplyHQ never sees or stores it.
Where the money lands — and how to see it
Family payments deposit directly into the bank account you connect during onboarding. CooplyHQ never holds your funds in the middle.
Once your Stripe account is live, the Open Stripe Dashboard button on the Stripe Connect page opens your Stripe Express dashboard, where you can view balances, payout history, individual transactions, and issue refunds.
How Stripe fees are handled
Stripe charges a processing fee on each card payment (typically 2.9% + 30¢). CooplyHQ gives you control over how those fees are handled. You set the mode per priced item — membership plans, events, classes, and classified listings each have their own setting.
Two modes are available:
Absorb (default)
Your co-op pays the Stripe processing fee. Families pay the sticker price exactly. If you list a class at $50, the family pays $50 and your co-op receives the remainder after Stripe's fee.
Choose Absorb when you want the simplest checkout experience for families and are comfortable building the fee into your pricing.
Gross-up
One all-in price for families, with the Stripe fee baked into the displayed amount. The buyer effectively pays the fee.
Example: If you want to net $50, CooplyHQ calculates the grossed-up price (approximately $52.06) so that after the Stripe fee is deducted, you receive exactly $50.
Choose Gross-up when you want your co-op to net a specific amount on every transaction.
Why checkout happens on checkout.stripe.com
When a family clicks to pay, they are redirected to checkout.stripe.com — Stripe's PCI-compliant hosted checkout page — to enter card or bank details, then returned to your co-op site.
Card numbers never touch CooplyHQ's servers. This keeps your co-op completely out of PCI compliance scope — a significant benefit that removes a large category of data security requirements from your organization.
Ready to connect?
Go to Admin → Payouts & Billing → Stripe Connect and click Start Stripe Onboarding. The guided Stripe flow takes a few minutes. Once complete, your co-op can immediately start collecting payments from families.

How to Set Up Membership Plans and Recurring Payments
Overview
Membership Plans let you define the tiers families choose from when joining your co-op. Each plan can have a name, a description, feature bullets, and one or more billing intervals (monthly, semester, or annual). Once you save a plan it becomes active immediately and appears on your co-op's public membership page.
Before you start: Your Stripe account must be connected under Payouts & Billing before you can create paid plans. Free plans do not require Stripe. See Setting Up Stripe Payments for setup instructions.
Step 1: Open Membership Plans
Sign in to your co-op admin panel.
In the left sidebar, click Membership Plans.
The page shows all your active plans. If you have not created any yet, it shows "No plans yet" with a Create Plan button.
Step 2: Create a Plan
Click + Create Plan (top-right) or the Create Plan button in the empty-state card.
The Create Plan modal opens.
Fill in the plan details:
Field
What to enter
Plan Name
Short, recognizable name (e.g., "Basic", "Family", "Premium")
Description (optional)
One or two sentences describing what the plan includes
Features (optional)
Bullet points shown to families on the enrollment page — click + Add Feature to add more
Step 3: Set Pricing and Billing Intervals
Free plan
Toggle on Free Tier if families join at no cost. No Stripe connection is required for free plans. Skip to Step 4.
Paid plan
Leave Free Tier off. Under Billing Periods, enable one or more intervals:
Monthly — families are billed every month
Semester (6 months) — families are billed twice a year
Annual — families are billed once a year
For each enabled interval, enter the price in dollars.
Processing-Fee Handling — choose how Stripe's processing fee is covered:
Option
What happens
Absorb (default)
Your co-op pays the processing fee. Families are charged exactly the listed price.
Gross-up
The processing fee is added into the displayed price. Families see one all-in amount.
You can mix intervals and fee modes — for example, offer both Monthly and Annual with different fee settings on each.
Step 4: Set Optional Limits
Scroll down in the modal to configure optional settings:
Field
What it does
Member Limit (optional)
Maximum number of members allowed on this plan. Leave blank for unlimited.
Requires Application
When on, each signup must be manually approved by an admin before the family gains access.
Step 5: Save the Plan
Click Create Plan. The plan saves and is immediately Active — no separate publish step is needed.
To edit a plan later, return to Membership Plans and click Edit on any plan card.
Step 6: How Families See and Enroll
Once at least one plan is active, families can visit your co-op's public membership page at:
https://yourco-op.cooplyhq.com/membership/plans
The page lists all active plans. If you offer multiple billing intervals (e.g., Monthly and Annual), a toggle at the top lets families switch between intervals to compare prices.
Families click Join Now to begin a three-step application:
Contact Info — primary contact name, email, and phone number
Household — children and household details
Membership — plan and billing interval selection, then payment
After completing the form, families are taken to Stripe Checkout to pay (for paid plans) or directly to a confirmation page (for free plans).
Step 7: View Active Memberships
To see who has applied or enrolled:
In the left sidebar, click Membership Signups.
The Membership Signups page shows all applications with status tabs:
Tab
Meaning
Completed
Enrollment is finished and payment (if required) has been received
Awaiting Payment
Family submitted the form but has not yet paid
Paid — Pending
Payment received; awaiting admin approval (when "Requires Application" is on)
On Hold
Admin has placed the application on hold for review
Rejected
Application was not approved
Draft
Family started but did not submit the application
Abandoned
Family started and did not complete within the session
Click any row to view the full application details and take action.
What's Next
Signup Questions — Add custom questions to the enrollment form: in the sidebar go to Signup Questions.
Coupons — Create discount codes for your plans: in the sidebar go to Coupons.
Payouts & Billing — View Stripe payouts and check your balance: in the sidebar go to Payouts & Billing.

How to Send Newsletters and Announcements to Your Co-op
Overview
CooplyHQ's Bulk Email tool lets you send newsletters and announcements to every family in your co-op (or a specific group) in just a few steps. You can write a custom message or use a saved template, preview the email before it goes out, and send immediately or schedule for a future date and time.
Step 1: Open the Bulk Email Tool
Sign in to your co-op admin panel.
In the left sidebar, click Communications.
On the Email Templates page, click Send Bulk Email in the upper-right corner.
Step 2: Choose Your Recipients
Under Recipients, select who should receive the email:
Option
Who receives it
All families (all guardians)
Every guardian in your co-op
Active members only
Families with an active membership period
Users with specific role
Admins, staff, guardians, or members only
Individual families
Specific households you pick from a list
The Summary panel on the right updates instantly to show how many recipients match your selection.
Step 3: Write Your Message
Under Email Content, choose how to compose your email:
Option A — Use a saved template
Select Use template.
Choose a template from the drop-down. A subject and body preview appear automatically.
Option B — Write a custom message
Select Custom message.
Enter a Subject.
Write the email body using Markdown.
You can personalize any message with these placeholders — CooplyHQ replaces them with real values for each recipient:
{{name}} — recipient's name
{{email}} — recipient's email address
{{tenant_name}} — your co-op's name
Step 4: Preview and Test
Before sending, verify the email looks right:
Click Preview Email to see a rendered preview of the message.
Click Send Test to Me to receive the email at your own address and check formatting in a real inbox.
Both buttons are in the sidebar on the right side of the page.
Step 5: Choose When to Send
Under Schedule, pick a delivery time:
Send immediately — the email goes out as soon as you confirm.
Schedule for later — choose a future date and time. CooplyHQ queues the email and sends it automatically at the scheduled time.
Step 6: Confirm and Send
Review the Summary panel — confirm the recipient count, content, and timing.
Click Send to [N] recipients (or Schedule Email if you picked a future time).
A confirmation dialog appears. Review the details and click Send Email (or Schedule Email) to confirm.
Once sent (or scheduled), a green success message confirms the action. You can click View History to see delivery status.
Step 7: View Send History and Status
To review past campaigns:
Click View History from the Bulk Email page, or navigate to Communications → View History.
Use the status tabs to filter campaigns: Completed, Scheduled, Sending, or Failed.
Each row shows the subject, number of recipients, delivery rate, open rate, status, and sent time.
To cancel a scheduled email before it sends, find it on the Scheduled tab and cancel it from the Actions column.
Next Steps
You're ready to keep your families informed. Send your first newsletter today — share an upcoming event, a co-op update, or a welcome message for new members.
Want to save time on future emails? Set up a reusable template under Communications → Create Template so you can send consistent, on-brand messages with one click.

How to Manage Registrations and Track Attendance
Once you have created an event with registration enabled, CooplyHQ gives you a dedicated view to manage who is coming and to track attendance on the day.
Step 1: Open the Event Registration List
Sign in to your co-op admin panel.
In the left sidebar, click Events.
Find the event you want to manage and click its title to open it.
Select the Registrations tab.
You will see a list of everyone who has registered, including their name, contact email, and registration date. Paid-event entries show the payment status.
Step 2: Manage Individual Registrations
From the Registrations tab you can:
Add a registrant manually — click Add Registrant and enter the member's name. Use this when a family contacts you directly rather than registering online.
Remove a registrant — click the three-dot menu next to a name and select Remove. This opens a spot back up if capacity is limited.
Note: Removing a registration does not automatically issue a refund for paid events. Issue any refund separately through Orders in the admin panel.
Step 3: Check In Attendees on the Day
On the day of the event, use the check-in view to mark who actually shows up.
Open the event's Registrations tab (same steps as Step 1).
As each family arrives, find their name in the list and click Check In.
The row updates to show a check-in timestamp. You can uncheck an attendee if you made a mistake — click Undo Check-In next to the name.
Tip: The check-in view works on a phone or tablet. Pull up the Registrations tab on your mobile browser at the door so you can check in families as they arrive.
Step 4: Record Attendance After the Event
If you were not able to mark attendance live, you can update attendance records after the event:
Return to the event's Registrations tab.
Click Check In next to each attendee who was present. Leave absent attendees unchecked.
All records are saved automatically. There is no separate "submit" step.
Step 5: Export the Attendance Report
To download a list of attendees — for your records, a partner organization, or a printable name-tag sheet:
On the Registrations tab, click Export.
Choose your format:
CSV — opens in Excel or Google Sheets; includes name, email, registration date, and check-in status.
PDF (Name Tags) — printable name-tag sheet sized for standard Avery labels.
The file downloads immediately.
Next Steps
To send a message to everyone registered for this event, see How to Send Newsletters and Announcements.
To set up your next event, see How to Create an Event and Enable Member Registration.

How to Create an Event and Enable Member Registration
Overview
This guide walks you through creating an event on CooplyHQ and opening it for member registration. After completing these steps, the event will appear on your co-op's events page and members can register directly from their dashboard.
Part 1: Create the Event
Step 1: Go to Events in your admin panel
Sign in to your co-op's CooplyHQ site.
In the left sidebar, click Events.
You'll see a list of all events you've created. New co-ops will see an empty state with a prompt to create your first event.
Step 2: Open the Create Event form
Click Create Event (top right of the Events page).
Step 3: Fill in the event title and description
In the Event Title field, type a clear, descriptive name (e.g. Fall Field Trip to the Natural History Museum).
In the Description field, add any details families should know — what to bring, where to meet, age suitability, etc.
Step 4: Set the date, time, and location
Click the Start Date & Time field and pick the event date and start time.
Optionally click End Date & Time and set when the event finishes.
In the Location field, enter the address or venue name (e.g. City Park Pavilion, 123 Main St).
Part 2: Configure Capacity and Registration
Step 5: Set a capacity limit (optional)
In the Capacity field, enter the maximum number of registrations you'll accept.
Leave the field blank to allow unlimited registrations.
Registration closes automatically one day before the event start time. Capacity limits are enforced in real time — once the last spot is taken, the Register button disappears for new visitors.
Part 3: Set Event Pricing
Step 6: Set the price
In the Price field, enter the dollar amount per registration (e.g. 12.00).
Leave the field blank, or enter 0.00, if the event is free.
Fee handling — if you set a price, choose how processing fees are handled:
Option
What members see
Absorb (default)
Members pay exactly the listed price. Your co-op covers the processing fee.
Gross-up
The processing fee is built into one combined price. Members see a single total with no separate fee line.
Members receive a payment confirmation email automatically after a successful paid registration.
Part 4: Publish the Event
Step 7: Publish immediately or save as a draft
Toggle Publish immediately on to make the event visible to members as soon as you save.
Leave it off to save the event as a draft. You can publish it later from the event edit page.
Optional settings:
Allow guest registration — enables non-members to register without a CooplyHQ account.
Collect dietary/allergy information — adds a dietary preferences question to the registration flow.
Step 8: Save the event
Click Create Event.
You'll be returned to the Events list, and a confirmation banner will appear. The event is now live if you toggled Publish immediately on.
Part 5: Member Registration Experience
Step 9: Members find the event
Once published, the event appears on your co-op's Events page, which members access from their member dashboard.
Step 10: Members register
A member clicks the event name to open the event detail page.
They click Register.
For free events, registration is confirmed immediately and a confirmation email is sent.
For paid events, the member is taken to a secure checkout page. After payment, they receive a payment confirmation email.
Members who are not signed in, or whose membership is not active, see a prompt to join or renew before they can register.
Tracking Registrations
After publishing, you can view who has signed up at any time:
From the Events list, click the event name.
Click Registrations in the admin tabs.
The registrations page shows each attendee's name, registration date, and payment status.
What's next
Now that your first event is live, consider:
How to Set Up Membership Plans and Recurring Payments — make sure families are set up with an active plan before your event date
Adding a recurring event series using the Recurring event toggle on the create form

How to Create an Event and Enable Member Registration
Overview
Events let you schedule activities — classes, field trips, co-op days — and give members a way to register directly through your site. This guide walks you through creating an event, configuring registration and pricing, publishing it, and what your members see when they sign up.
Before you start: Your co-op site must be active and your membership plans set up. If you are collecting payment for events, your Stripe account must be connected under Payouts & Billing.
Step 1: Navigate to Events
Sign in to your co-op admin panel.
In the left sidebar, click Events.
The Events page lists all your scheduled events. If you have not created any yet, you will see an empty state with a New Event button.
Step 2: Create a New Event
Click New Event (top-right corner, or the button in the empty state).
The event creation form opens.
Fill in the event details:
Field
What to enter
Title
A clear, recognizable name (e.g., "Spring Co-op Day", "Math Class — Week 12")
Date
The date the event takes place
Start Time / End Time
When the event begins and ends
Location
Physical address, room name, or "Online" for virtual events
Description
Details families need to know — what to bring, parking, etc.
Step 3: Configure Registration Settings
In the same form, scroll to the Registration section.
Setting
What it does
Enable Registration
Turn on so members can sign up for the event
Capacity
Maximum registrants. Leave blank for unlimited.
Registration Opens
Date and time when sign-ups become available
Registration Closes
Date and time when sign-ups close (optional)
Set Enable Registration to on. Enter a Capacity if your venue or session has a limit; otherwise leave it blank.
Step 4: Set Event Pricing
Under Pricing, choose whether the event is free or paid.
Free event
Select Free. Members register at no cost. No Stripe connection is required.
Paid event
Select Paid and enter the price in dollars.
When members complete registration for a paid event, they receive a payment confirmation by email. Their payment receipt is available under My Registrations in their member account.
Note: Use the Free option for $0 events rather than entering a price of $0.00. This keeps the registration flow simple and avoids unnecessary Stripe processing.
Step 5: Publish the Event
Once all settings are filled in, click Publish Event.
The event is now live on your co-op site. Members can see it on the public Events page and register from there.
Tip: To save your work and return later without making the event visible to members, click Save Draft instead. Drafts appear only in the admin panel.
Step 6: Member Registration Experience
Here is what a member sees when they visit your Events page.
The member clicks the event title or a Register button.
The event detail page shows the date, time, location, and description.
For free events, the member clicks Register.
For paid events, the member clicks Register & Pay and enters payment details on a secure Stripe checkout page.
After completing registration, the member receives a payment confirmation by email and can view their spot under My Registrations.
Next Steps
To view who has registered and track attendance, see How to Manage Registrations and Track Attendance.
To contact registered members, see How to Send Newsletters and Announcements.

How to Manage Your Co-op Calendar
Overview
CooplyHQ gives your co-op two calendar tools that work together:
The Admin Events list — where you create and manage events
The Public Event Calendar — a month-view grid where members and families browse your schedule
This guide covers both.
Step 1: Open the Events list in your admin panel
Sign in to your admin panel.
In the left sidebar, click Events.
The Events page is your central place to manage your co-op's schedule. Every event you publish here appears on the public Event Calendar.
Step 2: Understand what is on your calendar
The Events list organizes all your events by status using three tabs.
Tab
What it shows
Upcoming
Published events with a future date — visible to members
Past
Events that have already occurred
Drafts
Events saved but not yet published — admin-only
Each event row shows:
Event name and location
Date and start/end time
Capacity (spots taken / total)
Price (Free or paid amount)
Status badge (Published or Draft)
Use the Search events box to filter by keyword when your list grows long.
Step 3: Add a new event to your calendar
On the Events page, click + Create Event (top right).
Fill in the event details.
Click Publish Event to make it visible to members.
Note: Events are added and edited from the admin Events page. The public calendar grid is view-only — it cannot be used to create or edit events.
For full event creation instructions, see How to Create an Event and Enable Member Registration.
Step 4: View the public Event Calendar — what families see
Members and families browse your schedule at:
yoursite.cooplyhq.com/calendar
To view it yourself, click your co-op's name in the top-left corner of the admin panel to open your public site, then navigate to Schedule & Events in the top navigation.
The public Event Calendar shows:
A month grid with published events placed on their dates
Navigation arrows (< and >) to move forward and backward by month or week
A Today button to return to the current date
A Week button to switch to a week-by-week layout
Subscribe to the calendar
At the top of the calendar page, families see a Subscribe to Public Calendar section.
Option
What it does
Add to Google Calendar
Subscribes to your co-op's live calendar — new events appear automatically
Subscribe (Apple Calendar)
Subscribes in Apple Calendar or any compatible calendar app
Download .ics
Downloads a snapshot of current events in iCal format
Sharing this subscription option with families means they always see your latest events without checking your site manually.
Step 5: Browse upcoming events in list format
Families can also view your events as a searchable list at:
yoursite.cooplyhq.com/events
Each event card shows:
Event name
Date, time, and location
Spots remaining (e.g., "4 / 30 spots")
Members can use the Search events box to filter by keyword. To register, they click the event card and follow the steps on the event detail page.
Next Steps
To create a new event, see How to Create an Event and Enable Member Registration.
To review who has registered for an event, see How to Manage Registrations and Track Attendance.

How to Invite Families and Manage Your Member Directory
Overview
Once your co-op site is set up, you are ready to bring families on board. This guide covers:
Sending a membership invitation to a family
What the invited family sees when they follow the link
Tracking invitation status
Viewing and searching the member directory
Opening a member record and updating a member's role
Step 1: Send an invitation
Sign in to your admin panel.
In the left sidebar, click Invite Members.
The Invite Members page opens with the Single Invite tab selected.
Under Invite as, choose the role you are assigning:
Option
Who it is for
Member
A family joining to participate in co-op activities
Co-Admin
A trusted parent you want to help manage the co-op
Enter the family's Email Address (required).
Optionally, add the family's Name and select their Family Association from the dropdown if you have families already set up.
Optionally, type a short note in the Personal Message field — this appears in the invitation email.
Click Send Invitation.
CooplyHQ sends the family an email with a link to complete their membership application.
Tip: To invite several families at once, click the Bulk Invite tab and follow the on-screen instructions.
Step 2: What the family sees
When a family receives the invitation email and clicks the link, they arrive at your co-op's membership application.
The application walks the family through three steps:
Contact Info — primary guardian's name, email address, and phone number
Household — adding children and other household members
Membership — selecting a membership plan and completing payment (if applicable)
Once submitted, the family appears in your Membership Signups queue for approval.
Step 3: Track invitations
To see the status of every invitation you have sent:
In the left sidebar, click Invitations.
The Invitation Tracking page shows summary counts at the top:
Counter
Meaning
Total Sent
All invitations ever sent
Pending
Sent but not yet accepted
Accepted
Family completed their application
Expired
Invitation link is no longer valid
Use the Search by email box to find a specific invitation, or use the All / Pending / Accepted / Expired filter tabs to narrow the list.
From the Actions column you can resend or cancel individual invitations.
Step 4: View the member directory
The member directory shows every person who has joined your co-op.
Go to your admin Dashboard.
In the dashboard widgets, click Active Families to open the member directory.
The Members page shows a table with each member's name, email, role, and the date they last logged in.
Filter by role
Use the filter buttons at the top of the list to show only members with a specific role:
Filter
Who it shows
All
Every member, regardless of role
Admins
Co-op administrators
Staff
Staff members who help manage events and registrations
Guardians
Parents and guardians who have completed membership
Members
Members with basic access
Search by name or email
Type in the Search by name or email box to filter the list as you type. This is useful when your co-op has many members and you are looking for a specific person.
Step 5: Open a member record
In the member directory, find the person you want to view.
Click Manage on their row.
The member detail page shows two sections:
Member Information
Field
What it shows
Email
The member's login email address
Email Verified
Whether the email has been verified, and when
Last Login
The date and time of their most recent sign-in
Member Since
The date their account was created
Manage Role
The current role is highlighted. See Step 6 to change it.
Step 6: Change a member's role
On the member detail page, find the Manage Role section.
Select the role you want to assign:
Role
Access level
Admin
Full access to all co-op features and settings
Staff
Can manage events, registrations, and view member information
Guardian
Can view events, register for events, and manage their family
Member
Basic access to view events and registrations
Click Update Role.
A confirmation message appears when the role is saved.
Next steps
To approve a family's membership application after they sign up, see How to Review and Approve Membership Signups.
To create an event for your members to register for, see How to Create an Event and Enable Member Registration.

How to Configure Your Co-op Settings
Overview
Before inviting families to your co-op, take a few minutes to configure your co-op's identity. CooplyHQ gives you two places to do this:
Co-op Profile (in the setup wizard on your dashboard) — set your co-op's name and tagline
Website > Site Settings — configure your logo, contact email, header display, and signup options
This guide walks through both.
Step 1: Set your co-op name and tagline
When you first log in, your dashboard shows a "Let's get your co-op set up" card. This is your setup checklist.
Sign in to your admin panel at 
yourcoopname.cooplyhq.com.
On the Dashboard, locate the setup checklist card.
Click Start next to Co-op Profile.
In the dialog that opens, enter your Co-op Name (required). This name appears on your website and throughout the admin panel.
Optionally, enter a Tagline — a short phrase describing your co-op (for example, "Learning together, growing together").
Click Next to save and continue with the setup wizard, or close the dialog to return to the dashboard.
Step 2: Navigate to Site Settings
Your website branding settings — logo, contact email, header display, and more — live in the Website section.
In the left sidebar, click Website.
On the Website Pages screen, click Site Settings in the top right corner.
The Site Settings page opens on the Branding tab.
Step 3: Configure branding settings
The Branding tab has four sections:
Logo
Upload your co-op's logo (max 2 MB, JPG or PNG). This image appears in your public website header.
Header display
Choose what appears in your website's header:
Option
What visitors see
Logo and co-op name
Your logo image next to your co-op's name
Logo only
Your logo image, no text
Co-op name only
Your co-op's name in text, no logo
You can also set a separate Header display (mobile) if you want a different layout on small screens. Leave it set to Same as desktop to use one setting for all devices.
Favicon
Upload a small browser-tab icon for your website (max 500 KB, ICO or PNG).
Hero Image
Upload a default banner image that appears at the top of your website's homepage (max 5 MB, JPG, PNG, or WebP).
Tagline and Contact Email
Scroll down past the image uploads to find two text fields:
Tagline — A short description of your co-op, displayed on your public website. If you already entered a tagline in the setup wizard, it appears here pre-filled.
Contact Email — A public contact email address shown on your website (for example, 
info@yourcoopname.org).
Step 4: Configure signup settings
Still on the Branding tab, scroll to the Signup Settings section:
Enable Signup Button — Toggle this on to show a "Join Us" button in your website header, which families can click to apply for membership.
Button Text — Customize the label on the signup button (default: "Join Us").
If you are not yet ready to accept new members, turn the toggle off.
Step 5: Save your settings
Click Save Settings at the bottom of the page. A confirmation message appears at the top of the screen confirming your changes were saved.
What's next
Now that your co-op's settings are configured, you're ready to invite families. See How to Invite Families and Manage Your Member Directory for next steps.

How to View and Manage Membership Payments
Overview
The Orders and Payouts sections in your admin panel let you track all membership payment activity and monitor funds deposited to your bank.
Orders — every payment transaction tied to your membership plans
Payouts — the Stripe transfer history showing when collected funds hit your bank account
Note: The screenshots below were captured before any membership payments were processed. Screenshots showing populated order rows, order detail views, and payout history will be added once active payment data is available.
Step 1: Open the Orders page
Sign in to your admin panel at 
yourcoopname.cooplyhq.com.
In the left sidebar, scroll down and click Orders.
The Orders page opens. When families have completed checkout, each payment appears as a row in the list.
Step 2: Understand the Orders list
Once payments exist, each row in the Orders list shows:
Column
What it shows
Date
When the order was placed
Order #
Unique reference number for the payment
Family
The family who made the payment
Type
The membership plan purchased
Amount
Payment amount charged
Status
Current payment status
Payment statuses:
Status
Meaning
Active
Payment succeeded; membership is in good standing
Past due
A renewal charge failed; the membership may lapse if not resolved
Failed
The payment attempt did not go through
Canceled
The membership was canceled
Populated order list screenshot coming soon. This will be added after Stripe is connected and families have completed checkout.
Step 3: Search and filter orders
Use the controls at the top of the Orders list to find a specific payment:
Search bar — type an order number, family name, or member name to narrow the list
All Statuses dropdown — filter to a specific status (for example, select Failed to see all payments that need attention)
Step 4: View an individual order
Click any order row to open the order detail view. The detail view shows:
Order number, date, and membership plan
Family and member name
Payment amount and payment method on file
Full payment history for that order, including any retry attempts
Order detail screenshot coming soon. This will be added once orders exist in the demo account.
Step 5: Handle a failed payment
When a renewal payment fails, CooplyHQ and Stripe handle the initial response automatically:
The family is notified — they receive an email prompting them to update their payment method.
The order status updates — the row shows Past due or Failed in the Orders list.
Stripe retries the charge — Stripe automatically retries failed payments on a schedule set in your Stripe dashboard.
As the admin, you can monitor failed payments by filtering the Orders list to Failed or Past due and following up directly with affected families if the payment is not resolved after retries.
Step 6: View payouts
Payouts show when funds collected from membership payments are transferred to your bank account.
In the left sidebar, click Payouts.
If Stripe is not yet connected, click Set up payouts to begin the Stripe onboarding flow. See How to Set Up Membership Plans and Recurring Payments for a full walkthrough of the Stripe setup process.
Once Stripe is connected, the Recent Payouts section shows each transfer — the date, amount, and destination bank account.
Recent Payouts screenshot coming soon. This will be added after Stripe is connected and at least one payout has been issued.
What's next
How to Set Up Membership Plans and Recurring Payments — create the plans families purchase and connect Stripe
How to Invite Families and Manage Your Member Directory — invite families and manage their membership status

How to Review and Approve Membership Signups
Overview
When families submit a membership application through your co-op's public website, their application lands in the Membership Signups queue. You review each application and approve, decline, or put it on hold.
Note: The screenshots below were captured before any membership applications were submitted. Screenshots showing populated application rows and the application detail view will be added once real signups exist in the demo account.
Step 1: Open the Membership Signups queue
Sign in to your admin panel at 
yourcoopname.cooplyhq.com.
In the left sidebar, click Membership Signups.
The Membership Signups page opens and shows all applications, organized by status tab.
Step 2: Understand the application statuses
Use the status tabs at the top of the page to filter applications:
Tab
What it shows
All
Every application regardless of status
Completed
Applications that are fully approved and the family has active membership
Awaiting Payment
Approved applications waiting for the family to complete payment
Paid — Pending
Payment received; awaiting your final approval
On Hold
Applications you have paused pending more information
Rejected
Applications you have declined
Draft
Incomplete applications the family has not yet submitted
Abandoned
Applications started but not submitted within the expiry window
Each row in the list shows:
Column
What it shows
Applicant
The primary contact name for the applying family
Seats
Number of membership seats requested
Status
Current application status
Submitted
Date the application was submitted
Populated application list screenshot coming soon. This will be added once families have submitted membership applications.
Step 3: Review an application
Click any row in the Membership Signups list to open the application detail.
The application detail page shows:
Primary Contact
Full name, email address, and phone number of the parent or guardian who submitted the application
Household Details
Names and ages of household members being added as co-op members
Total seats requested
Membership Plan
The plan the family selected and its price
Actions panel
Buttons to take action on the application: Approve, Put On Hold, or Reject
Application detail screenshot coming soon. This will be added once a real application exists in the demo account.
Step 4: Approve an application
On the application detail page, click Approve in the Actions panel.
Confirm the approval in the dialog that appears.
What happens next:
If the selected membership plan has a cost, the application moves to Awaiting Payment and the family receives an email with a link to complete checkout.
If the plan is free, the application moves directly to Completed and the family receives access to your co-op.
The family appears in your member directory once their status reaches Completed.
Step 5: Put an application on hold
Use Put On Hold when you want to pause an application without declining it — for example, if you need more information from the family or are at capacity.
On the application detail page, click Put On Hold.
Optionally, add a reason in the dialog.
Click Confirm to save.
The application moves to the On Hold tab. You can return to it at any time and approve or reject it.
Step 6: Reject an application
On the application detail page, click Reject.
Optionally, add a reason in the dialog. The family will not see this reason unless you choose to communicate it separately.
Click Confirm to reject.
The application moves to the Rejected tab. The family is notified by email that their application was not approved.
What's next
How to Invite Families and Manage Your Member Directory — invite families directly and manage their membership status
How to View and Manage Membership Payments — track payment orders and Stripe payouts once families have completed checkout

How to Grant Website Editor Access (Content Editor Role)
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How to Grant Website Editor Access (Content Editor Role)
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How to Grant Website Editor Access (Content Editor Role)
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How to Grant Website Editor Access (Content Editor Role)
What the Content Editor role is
The Content Editor role lets a member edit your co-op's public website pages — and nothing else. They cannot view your member list, access billing, or change co-op settings.
Use this role when you want a volunteer or parent to keep the website updated without handing over the keys.
Content Editors can:
Edit and save website pages
Preview published pages
Content Editors cannot access:
Member directory or family information
Billing, payments, or membership plans
Co-op settings or other admin areas
How to assign the Content Editor role
Step 1 — Go to Members
From the Admin panel, click Members in the left sidebar.
Step 2 — Open the member's profile
Find the person you want to give website editor access. Click Manage on their row.
The Manage Role panel lists all available roles. Each role shows what it can and cannot do.
Step 3 — Select Content Editor and save
Scroll to the bottom of the role list and select Content Editor.
Click Update Role. A green confirmation banner will appear: Role updated to content_editor successfully.
The member can now log in and edit your co-op's website pages.
What the Content Editor sees
When a Content Editor logs in, they land on the Website Pages view. They see only the website section — no member data, events management, or billing screens are visible.
From here they can:
Click Edit on any page to open the page editor
Click Preview to see how a page looks on the public site
Click New Page to add a new page to the website
How to revoke Content Editor access
To remove website editor access, go back to the member's profile (Members → Manage) and assign them a different role — typically Member for a standard co-op participant or Guardian if they are a family account holder.
Click Update Role to save the change. The member will no longer have access to the website editor the next time they log in.
What's next
How to Configure Your Co-op Settings — manage co-op-wide preferences and branding

How to Export Co-op Finances (QuickBooks-compatible files)
What this export does
CooplyHQ lets you export your co-op's finances for your accountant in a format that can be imported into QuickBooks. The export is a .zip file containing four CSV reports:
Accounts Receivable (AR) — outstanding balances owed to the co-op
Invoices — all invoices issued during the period
Payments — payments received from families
Adjustments — any manual billing adjustments
This is a file export, not a QuickBooks integration or live sync. Your accountant imports the files manually into QuickBooks.
How to export your finances
Step 1 — Open QuickBooks Export
In the Admin panel, scroll down the left sidebar and click QuickBooks Export.
Step 2 — Set the date range
The export defaults to year-to-date (January 1 through today). Adjust the From and To dates if you need a different period. Both dates are inclusive.
Step 3 — Download the CSV package
Click Download CSV (.zip).
Your browser downloads a .zip file containing the four CSV reports. Send the .zip to your accountant — they can import each file into QuickBooks separately.
QuickBooks Desktop IIF export (optional)
If your co-op uses QuickBooks Desktop and needs an IIF file instead of CSV, this is available as an opt-in add-on. The IIF export button does not appear by default.
To enable it, contact CooplyHQ support. Once enabled, an Export IIF (QuickBooks Desktop) button will appear alongside the CSV button on the same page.
What's next
How to View and Manage Membership Payments — track individual family balances and payment history

How Members Control Their Directory Privacy Settings
title: "How Members Control Their Directory Privacy Settings"
bookstack_book: "Getting Started"
description: "Choose which details your family shares in the member directory — hide or show your email, phone, address, and more, one field at a time."
What the family directory shows
The member directory lets co-op families connect with one another. Each family card can display:
Household name — always shown, cannot be hidden
Email address
Phone number
Home address
Bio
Profile photo
Children info (number of children)
Teaching skills and interests
You control which of these details appear on your family card. Your co-op administrator always sees your full information regardless of your privacy settings — privacy controls apply to other co-op members only.
How to open your privacy settings
Step 1 — Log in and go to My Profile
Log in to your co-op portal. In the left sidebar, click My Profile.
This opens the Edit Profile page where you manage both your personal profile and your directory visibility.
Step 2 — Scroll to Directory Visibility
Scroll down past the profile fields (name, bio, photo, teaching skills). The Directory Visibility section appears near the bottom of the page.
Note: Only the family's guardian account can change directory settings. If you don't see the Directory Visibility section, contact the guardian on your family account.
How to control what other members see
Show or hide your family entirely
The Show in Directory toggle at the top of the section controls whether your family appears in the directory at all.
On (default) — your family card is visible to other members
Off — your family does not appear in the directory
Turning off Show in Directory hides your entire entry. Other members will not see your family card.
Show or hide individual fields
When Show in Directory is on, a second panel shows individual field toggles. Turn each one on or off to control what other members see on your family card:
Field
Default
Email address
Shown
Phone number
Shown
Home address
Hidden
Bio
Shown
Profile photo
Shown
Children info
Shown
Teaching skills
Shown
Toggle any field off to hide it from other members. Your household name is always shown and cannot be hidden.
Shortcut buttons:
Show All — turns on all optional fields at once
Hide All — turns off all optional fields at once
Step 3 — Save your settings
Click Save Settings to apply your changes. A green "Saved!" confirmation appears briefly when your settings have been recorded.
What the directory looks like to other members
Other members see only the fields you have enabled. Fields you have hidden are simply absent from your card — there is no indication to others that you hid them.
Co-op admins and staff always see your full information. Privacy settings do not restrict what admins can view.
How to confirm your changes took effect
After saving, visit the directory to see your card as other members see it:
In the left sidebar, click Directory (under the Community section).
Find your family's card.
Verify that only the fields you enabled are displayed.
If a field you turned off still appears, try refreshing the page and checking your settings again.
What's next
How to Invite Families and Manage Your Member Directory — admin guide for the family directory

How to Manage Standing Volunteer Roles
Standing Volunteer Roles are recurring, year-long positions — like Treasurer, Newsletter Editor, or Field Trip Coordinator — that your co-op needs filled every year. Unlike one-off volunteer slots tied to a specific event, standing roles represent the ongoing structure of your co-op. Admins define the roles; members claim them from their dashboard.
Create a Standing Role
Only co-op admins can define standing roles.
In the admin portal, go to Community → Volunteer Roles.
Click Add Role in the top-right corner.
Fill in the role details:
Name — the role title members will see (e.g., Field Trip Coordinator)
Description — optional; a short summary of what the role involves
Display Order — lower numbers appear first in the member list
Active — leave checked to make the role visible and claimable by members
Click Create Role.
The role appears in the table immediately. Its status shows Vacant until a member claims it.
To edit a role later, click Edit in the row. To remove a role permanently, click Delete — note that filled roles cannot be deleted until released.
How Members Claim a Role
Members see the Standing Volunteer Roles card on their dashboard.
From the member portal, go to the Dashboard.
Find the Standing Volunteer Roles card.
Browse the list of vacant roles. Each role shows its name and description.
Click Claim next to the role you want to take on.
The card updates immediately to confirm the role and show the member as the current holder. A member can only hold one standing role at a time. If all roles are filled, the card says so and shows the option to suggest a new one.
To step down from a role, the member clicks Give up this role on their dashboard. The role returns to vacant and becomes available for another member to claim.
Suggest a New Role
If a member wants to volunteer in a way that isn't listed, they can suggest a new role:
From the Standing Volunteer Roles card on the dashboard, scroll to the Suggest another role field at the bottom.
Type a short description of the role (e.g., Carpool coordinator).
Click Suggest.
CooplyHQ records the suggestion. To act on it, create the role manually in the admin portal using the steps above.
Release a Role at Year-End
At the start of a new co-op year — or any time a member steps down and you need to reassign a role — release it from the admin portal:
Go to Community → Volunteer Roles.
Find the filled role in the table. The Filled By column shows the current holder.
Click Release next to their name.
Confirm when prompted.
The role status changes back to Vacant. Members can now claim it again from their dashboards.
To reset all roles at the start of a new year, release each filled role one at a time.
What's next
Review your co-op membership roster: How to Invite Families and Manage Your Member Directory
Set up recurring membership dues: How to Set Up Membership Plans and Recurring Payments