Summer 2015 – Membership Software – Product Update

Membership software - product update

Over the past few months we’ve been adding new features to our membership software designed to help adminstrators save time managing their membership online.  Here’s what we’ve been up to:

Failed registrations

When a prospective member registers online, completes the form but doesn’t complete the check-out process, after 15 minutes (reduced down from its previous 30 minutes) the system deems that registration failed.  You can now opt to have the system automatically delete the failed registration so the prospective member can re-register without an administrator having to take action.  Alternatively, you can have the prospective member added to the Failed Registration Group (as per current functionality).  If you select the latter, by default any administrator with full access rights will now be notified of the failed registration but you can edit who should be notified under Admin > Settings > Notifications.

Failed Registrations

Change of information notification

When a member logs in to their online account and makes a change to any of their field data, the system, by default, will now send an email alerting any administrator that has access to that members record of the change.  The email will notify you of what the value of the field was before it was updated and the value after it has been updated.  This is particularly useful from a safeguarding perspective – for example, if the member is making a change to their medical conditions or emergency contact info.

You can chose to turn this notification off or send it to specific administrators.  This setting can be found under Admin > Settings > Notifications:

Change of info alert


New registration forms membership software gives you a registration form that you can embed in to your website so new members can register online.  The cosmetic design of the form has recently had a major overhaul and is now ‘responsive’ so when viewed on a mobile device like a tablet or smart phone, the display is optimsed for usability so it’s nice and easy for people to complete the forms.

We took the opportunity of this upgrade to simplify the date input too:

New registration forms

Member login page

Like the registration page, we’ve also given the member login page a face lift and made that responsive too:

Member login page


Custom field validation

We’ve added validation to custom fields so you can now apply any of the validation rules:

Field validation

Phone number validation allows the use of ‘+’, brackets and spaces.  We have also applied phone number validation to the pre-set phone number fields.

Make fields non-mandatory for CA

One of my all time greatest bug-bears – finally sorted!  That was, the system use to enforce completion of mandatory fields when editing a members record.  We come up with a work-around (more accurately, one of our clients came up with the work-around!) but now you have the freedom to dip in and out of members records as you please.

Transaction report’s (PSO) membership software reconciles payments as they come in but some organisations want to go one step further and reconcile what’s reported in PSO with their GoCardless or PayPal accounts.  So we created a Transaction Report to help do that.  You can find that report under Financials > Payment Reports > View Reports:

Transaction Report
You can view the report for an activity period or for your accounting period.  Clicking in to the report will detail each transaction, displaying the gross amount received, net amount received, transaction fee and transaction ID (so you can do the reconciliation to your GoCardless or PayPal account).  The transaction fee figure will help you keep track of costs and you can export or print the information to put in to your P&L:

Transaction Report Breakdown


Approving Online Registrations Awaiting Approval

When you approve an online registration, you now have the option to send an approval email or not (previously, the system automatically sent one).  Why wouldn’t you send an approval email?  Well, if you were approving a member and then requesting payment, it doesn’t make sense to send them an approval email then a payment request 3 seconds later.  So now you don’t have to.

On the other side, if you are approving a member but not requesting payment straightaway, then you can chose to send them that approval email.  The approval email template can be found under Admin > Email Templates.

Access to Pay Subs Online is now free!

If your organisation has under 2,000 members, you’ll no longer have to pay an annual licence fee to Pay Subs Online.  You can access all the functionality you currently have access to for free.  You only pay for accepting online transactions, the cost of which hasn’t changed.

Online help

We’ve added online help articles to the side bars in the administrators login.  We’ve also added help videos in the ‘Getting Started’ page.  If you can’t find what you’re looking for there, then please use our new help email –

New currency

We have added Australian Dollar to the list of supported currencies.  So we now support GBP, US, EUR, HKD and AUD.


So that’s it for now.  I’ll keep you posted on the new additions we’re working on soon but if you’re not already a client and want to give our membership software, click the box below to Take the Tour . . .

Take the Tour


Enjoy the rest of the summer!

Dave Evans






A Free Membership Management System for your Organisation

Free membership management software

Today, we’re very excited to announce that access to the UK’s most comprehensive membership management system,, is now FREE!

That’s right, there’s now no cost to accessing our exclusive tools (developed over 6 years) that can reduce membership admin by up to 80%.  Want to see the tools for yourself?  Click here to take an Interactive Tour now.

Here’s just some of the things you can do for free today:

  • Authorised officials can access the latest membership information online so no more batting spreadsheets between committee members.
  • Accept member registrations online.  Their information gets added automatically to your membership management system (or you can vet them first) so you don’t have to type paper forms in to spreadsheets.
  • Provide members with a secure online account where they can update their information, saving you the job of cross checking renewal forms with last years spreadsheet.
  • Send personalised group emails so no more relying on others to deliver messsages for you.
  • Record offline payments like cash and cheques.
  • See at a glance who has and hasn’t paid.
  • Send automatic payment reminders.
  • Accept online registrations for events and courses.
  • Keep track of volunteer information, like DBS and first aid qualification info.

As our name suggests, the system also allows you to take payments online.  If you choose to do that:

  • You provide a convenient way for members to pay.
  • Payments can be collected automatically (great for instalments or match fees)
  • Payments are reconciled automatically.
  • Your organisation can accept online donations and collect payment for a 100 Club (a form of a lottery).
  • Cashflow is improved as payments are credited electronically.

We charge a small transaction fee for online payments, starting from 2.95%, the cost of which is normally covered by the increase in payment collection rates.

There has never been a better time to start saving time managing the membership.  Get going by taking an interactive tour of our free membership management system today . . .

Take the Tour

How Club Software Can Boost Event Participation

club software

In the past you might have organised an event through a mixture of offline and online activities. Perhaps you sent an email to promote your event but then took cash in exchange for a physical ticket at your club venue. Or maybe you accepted cheques via the post and then sent out the tickets by return.

These days however, the web has come of age and your members want to use what’s literally at their fingertips to make purchases and bookings as quickly and easily as possible.

If you’re able to provide this facility in a simple and easy a way for your members you’ll not only increase your event participation but you’ll also make life easier for your event manager, saving them time and money too (No need to buy stamps and envelopes when a simple email will do!). With our club software you’ll be able to manage the whole process online, making things a lot simpler for both you and your members.

How To Leverage Your Membership Database to Re-acquire Lapsed Members

membership database

It’s a natural part of member organisation management to see members coming and going, so you shouldn’t worry about this natural ebb and flow. But for a stable membership organisation it’s important to keep this “churn” as low as possible. So today we’re going to take a look at what you can do to re acquire some of those lapsed-members.

To begin with it’s worth remembering that as a lapsed-member it doesn’t necessarily mean they want to stop hearing from you. It’s ok for you to send targeted, relevant information and as it’s likely you still have their information (eg. contact details and activity profile) you’ll be able to write to them in a way that continues to be relevant. Of course it is worth pointing out that if they’ve specifically requested their information be deleted from your membership database or they simply don’t want to hear from you any longer, then you do need to honour their request.

But in general, a lapsed member is someone who has bought from you previously, so are potentially easier to re-acquire than a completely new member.

How To Increase New Member Engagement Through Better Membership Management

membership management

For many member organisations, renewal rates among their newest members are often the lowest across the entire member pool. Some stats indicate that renewals among this group are often 20% lower than those among longer-term members.

Improving retention rates is something we have discussed before, with the underlying message that retention rates are often linked to your members perception of the value of your organisation. Discounts and incentives all play a role in encouraging members to renew, but they only go so far. If you really want to improve your retention rates, then you need to improve member engagement – especially among your newest members.

In today’s post we will look at how better membership management can help increase engagement amongst new members and reduce the chance of them opting out after the 1st year.

Membership Management – Top 10 Retention Tactics

membership management

We’ve talked in a previous article about the issue of acquisition Vs. retention and your need to decide which area to focus on based on what stage your organisation is at. So today we’re going to take a look at what to do when your focus is on retaining members.

We’ve already established that retention is almost always more cost effective and requires less effort than acquisition. And just as importantly retention is also key to the consistency and stability of your membership management. That being the case, let’s take a look at 10 things you can do to keep your retention rate high.

Generating and Nurturing Leads With Membership Software

membership software

In this modern age almost every organisation has a website to show what they do. It’s become a ‘must-have’ resource where interested people can delve deeper into understanding your organisation; from services and costs, to ethos and new events. Even if a potential lead has found out about you through offline means and word of mouth, they’re highly likely to take time getting to know you via your website.

Monitoring Member Satisfaction with Club Software

club software

In a previous post we discussed the importance of understanding member acquisition and retention. Some of that discussion revolved around the idea that it’s easier (and potentially less costly) to retain a satisfied member than it is to retain a dis-satisfied member. That being understood, we’re sure you’ll also see why it’s vital to satisfy a member over the entire course of their membership and not just make an attempt at satisfying them at the point of renewal (which can often appear as a cynical attempt to continue taking their money rather than to provide them with the service they’re looking for).

Managing Membership Applications and Renewals with Club Software

Club Software

It goes without say that running your club efficiently and effectively will save you both time and money. But to do so you’ll need to consider ditching your old club software and instead adopting an integrated/end-to-end subscription management system. Because to effectively manage your membership you’ll need something that takes a new lead from initial interest through to signing up, payment, service provision and, when the time comes, renewal.

Exploring the Subscription Management Conundrum: Member Retention or Member Acquisition?

Subscription Management

If you’re running a membership based organisation we’re certain that at some point you’ll be asking the important question of where to focus your time and resources when it comes to member acquisition and retention. Your focus will be different at different stages in your development but in a nutshell, for ongoing growth, you’ll almost always need the number of members who leave your organisation to be less than the number of new arrivals.

In the beginning stages of growth (starting from zero) you’ll need to focus almost entirely on acquisition and getting new members signed up, which can be costly and time consuming, but for obvious reasons is essential. However, as you start to get people through your door there will come a point where you can shift your focus to retaining the members you’ve acquired. In this post we will have a brief look at subscription management for both acquisition and retention, and how to decide which is more important for your given circumstances.

In essence making the decision of which to focus on will require you to have some clear answers to certain questions. Let’s cover the key questions now.