Subscriptions info

All guild treasuers are sent an email in November with information on how to pay, a list of current members in the guild and a total amount due. If your guild does not have a treasurer, or your treasurer cannot be contacted by email, the email will be sent instead to the guild chair. If the email has not been received you can request a replacement email by contacting us at trefoilguild@girlguiding.org.uk

Your guild can pay one of two ways, but the whole guild must pay the same way. For those who are able to pay online using a credit or debit card, you can pay securely via the Trefoil Guild website. The whole guild must pay the same way:

A. either each member logs into their account and pays individually,
B. or one member (such as the guild treasurer) collects the subscriptions for all members and then logs into their account and pays for all the members in the guild.
 

For members or guilds who are unable to pay online, the guild can instead pay by one cheque for the whole guild, for the full amount, and accompanied by a subscription payment form for guilds paying by cheque. This form is updated annually so please ensure you are using the 2024 version. It can be downloaded from our website (at the top of this page) and was included as an attachment to the email sent to guild treasurers in November.

If someone from your guild is making one online payment for all the members in your guild and you have already paid your subscription fee for the annual membership to them, then you do not need to pay again. Log in to your online account and check your details: the status of your membership online may still say ‘to be renewed’ but this will be updated to 'active' as soon as your nominated payee has paid the subscription fees for your guild.

Please add them to the bulk subs form and put ‘new member’ where it asks for the membership number. We need all the members to pay together where possible otherwise it delays repayments to the counties, countries and regions.

They can send in their registration form ahead of the subscription form arriving, or they can apply online and register that way. Alternatively, send the all the forms and subscription fees in the same envelope as the then we can process them all at the same time.

As with all things in guiding and Trefoil Guild, members can support each other. Already guilds are planning ‘subscription parties’ during which they will spend the meeting paying subscriptions. If you give permission for another member to make a note of your membership number, postcode and an email address (they can use their own email address if you don’t have one), then they can log in and pay online on your behalf. Or your guild can select a payment option where one person pays for the whole guild.

Many Trefoil Guild members belong to more than one guild; they should only pay one subscription and appear on one guild membership list, this is their Primary Guild.

If you attend the meetings or activities of other guilds, you will need to pay a guild fee, if they have one, directly to them.

If you have been a member since before 1 November 2016 then you should have received the December 2016 issue of The Trefoil which included membership card with your membership number on, with a letter from the National Chair discussing the new online process. If you have joined since November 2016, you will have received a welcome pack with a new card. If you have lost your card, replacement card order forms can be downloaded here. Alternatively, please call the membership helpline number 0151 6680493 or speak to your guild chair or treasurer. Each guild is emailed a list of members and their membership numbers ahead of the annual subscription window opening.

Once you are registered you can view your personal information by clicking the ‘Member Details’ tab, in this section you will see a button to ‘Edit’ and then be given the option to ‘Change Password’. Don't forget to click 'save' at the bottom of the page once you have entered your new password.

Only one email will be sent following registration. The initial email is to validate the email address against the user account. If you do not know your password, and have not been able to verify your email address, then you should go through the registration process again. This will generate a new password. If you have already verified your email address (by clicking the link in the email and entering your date of birth) but do not know your password, then you should use the ‘forgotten password’ link on the login page.

The deadline for subscription payments is 22 February. After this date, alternative arrangements will need to be made to be able to pay your subscription and remain a current member of Trefoil Guild. Late payments will have repercussions for the repayments to counties and country/regions.

One member should be nominated to make the payment, and all the subscription fees for members must be paid to the nominated member or into the guild account BEFORE they make the subscription payment. (The total fee should then be transferred from the guild account to the nominated member to enable them to have the correct funds to make the payment). The nominated member then completes the online process by logging in to their own account on the Trefoil Guild website, going to the ‘membership’ tab on the left and clicking ‘renew membership’. During this process there will be the option to ‘add another membership’ where you will be able to search for the other members of your guild, add them to the booking and then pay for them all together.

In November an email is sent to the guild treasurer for each guild containing a list of members and their membership numbers for that guild. If someone is missing off this list, please contact the office to find out why. Normally it is because they are a new member that has not yet been registered, or a member who has let their membership lapse recently.

Our Gift Aid information can be found on the info and resources page.

Credit card payments can be made using the online system. We would encourage members to use debit cards as this means that the Trefoil Guild is charged a lower fee when the payment is transferred and so more of your membership subscription can be used to benefit members.

If you are paying online, you cannot pay via BACS. You must pay with a credit or debit card via the website. This is the only online payment option.

If you are the nominated payee for the guild, before you pay, make sure the members of your guild have paid their subscription fees into your guild bank account or your own account if that is what you are using. If your guild account does not have a card, then you should make one payment from your guild account to your own personal account with the total amount for your guild and then make the online payment using a personal credit or debit card.

After the subscription window closes, we will send a report to the guild. If there is someone who is not on the list, and has therefore not paid, then you must contact them and speak to the office regarding late payments.

After the window for subscription payments closes, guilds will be sent a list of members who are registered and have paid their fees. Only this information will be shared, if you need further information about individual members in your guild, please ask them personally.

If you are making an online payment, via the website, there will be confirmation page at the end of the process which will confirm whether your payment has been successful or not. You will also be emailed a receipt automatically if you made a payment online. After the subscription window closes, the guild will be sent a report with a list of active members – those who have paid their subscription fees.

Please ask your guild chairs to provide you with the number of members in their guild. A report will be sent to you by the office after the window closes detailing how many members have paid in each guild in your county alongside the repayment you will receive.

If we did not receive a subscription payment for you for in previous years then your membership is marked as having lapsed and you need to contact the office on 020 7834 6242 Ext: 3010 – we will then amend this so that you can renew the membership online.

Please tell your county and the county chair or KEY user will update this information on KEY. If you are unsure or unable to do this, contact the office at trefoilguild@girlguiding.org.uk or over the phone.