3 Easy Ways To Market Your Organisation and Attract New Members

Member Management Software

 

Is your organisation embracing new ways to increase its membership? Are you ready to consider the latest forms of communication to engage with members and attract new ones? For many voluntary member organisations, getting their message ‘out there’ has often relied on it’s members spreading the word. In today’s world though, email and social media offer exciting new ways to communicate and engage with a wider audience. If your member base is declining perhaps its time your organisation re-focused its marketing efforts?

Identifying Your Marketing Goals

If you were to ask any organisation what is their key marketing objective, they will probably say membership recruitment and retention. Naturally, growth in membership numbers is important, as any membership organisation would not survive without a healthy member base. Yet there is a theory that voluntary organisations would be better focusing less on member growth, and instead look to engage with a wider community.

Whilst having paid members is important to the sustainability of your organisation, there are advantages to be gained by communicating your association benefits without the stipulation of becoming a member. Engaging with a wider community can lead to an increased attendance at association meetings and conferences, thereby increasing revenue from these events. They may also buy into any products or services you provide. As your value to them increases, they eventually become paid members.

3 Steps To Marketing Your Organisation

1. Engage potential new members: Keep your message clear and concise by telling them just what’s in it for them by becoming a member.  Avoid the perception that it is difficult to know exactly what you are getting until you have paid the membership fees. Help them make

an informed decision and set out what the individual benefits are, as well as the benefits to the wider organisation.

2. Make it easy for them to get involved: Open up your association meetings to non-members so they can experience what you have to offer without being obliged to become members.  This is a good way of making them feel like they are part of something bigger than themselves.  Capture people in the moment – allow people to join quickly and easily online via your website.  Potential members are often put off if they have to download PDF’s, print them and put pen to paper so a simple ‘Join Now’ button encourages people to take instant action. To save you admin time, be sure to connect the online registration form to your member management software.  A service like PaySubsOnline.com allows you to build online forms that connects to your database – this helps automate the registration process and allows you to collect and reconcile payments automatically.

3. Leverage social media reach: Social media provides the perfect medium from which to leverage the power of your members networks. Creating an organisation blog will also offer the perfect platform from which to promote your activities, share content and engage with your audience.

Key Areas Of Focus

  • Capturing attention: here it is important to coordinate different communication channels and use the right message for each target group. Move away from traditional marketing pitches and instead create authentic, personalised messages which are clear and concise. Try: Social media, eBooks, newsletters and email campaigns.
  • Targeted communications: adopting a segmented and targeted approach to communications will help you tailor your message to each target audience, e.g. existing members, new members, wider community. Sometimes known as micro-targeting, using email applications like Infusionsoft or the group email feature in PaySubsOnline.com, will enable you to quickly and easily communicate your message to each target group.
  • Market research: Survey Monkey, to discovering trending stories on social media with Buzz Sumo, you need to ensure your market research efforts will help you make strategic decisions for the benefit of your members and community.
  • Adopting marketing technology and applications: these include applications such as membership database software, content management systems, email marketing applications and many others. Adopting such technology and systems can help educate associations in ways to reach, attract, engage and retain members.
  • Integrating social media: although a key component in any integrated marketing strategy, be careful to use those channels which best fit your member profiles and personal preferences, not because they are the latest social buzz. Manage your social media efforts with tools like Hootsuite to help you monitor the effectiveness of your social media campaigns.

Voluntary membership organisations today face a number of challenges when it comes to finding and reaching potential members. However, with these challenges, there comes a number of opportunities. Through the use of online technology, applications and social media channels, it has become far easier to monitor trends in your niche and respond to changes in member behaviour.

To find out more about how Social Media can help your organisation, download one of our free Social Media eBooks today.

 

Facebook eBook                   Twitter eBook

Can Member Management Software Help Increase Your Productivity?

Membership management software - productivity

You’re a busy person with a lot on your plate. Your day is packed with targets, goals, deadlines – places to be and people to meet. You might manage a team of people, delegating and organising your members is probably second nature but when it comes to yourself, you always seem to be grasping for more time. There’s simply not enough hours in the day.

But what if it’s not about how much time you have, rather what you do with that time? What if you could increase your productivity and free up some time instead?

Today we’re going to be exploring that very thing. Regardless of your job description there are methods you can utilise in order to be more productive, more on top of things and really feel like you’re getting the most out of your day.

Need Help With Membership Management? Check Out These 9 Tools

Membership management tools

Your membership organisation is on the up! The number of new members joining is growing month-on-month and interest in your activities has never been higher. However, you are struggling to stay on top of all the admin. You find you are juggling new registrations and renewals, whilst trying to get the best out of systems and processes which are outdated and lacking any kind of integration. The end result is missing payments, duplicate database entries and mounting frustration.

Sound familiar? The aim of this post is to help you identify where things are going wrong and select a new set of tools to help you improve your membership management.

Winter 2016 – PaySubsOnline.com Membership Software – Product Update

Membership software - product update

 

 

It’s been a few months since our last product update so just in case you thought we were sitting about drinking coffee and reading Hello! magazine, I thought I’d tell you what we’ve really been up to.

Now, I’m guessing you don’t want to hear about all the boring stuff we’ve been doing in the back-end to improve performance – you want to know what new features and functions we’ve added.  Here’s the run down:

Attendance register 

If you have to take attendance registers you won’t need us to tell what a pain they are.  Well, life is just about to get a whole lot

easier.   We’ve created an online attendance register that connects directly to your membership database so whoever’s taking the register has access to the very latest membership and payment data.

This new functionality allows you to create a template for the register that you can apply across multiple groups/classes/courses/optional extras and membership categories.  Here’s how it works:

Step 1 – select attendance register from the Admin menu option:

Attendance register 1

 

Step 2 – Create new register:


Attendance register - step 2

 

Step 3 – Give the register a name, set how many sessions you want the register to run for, give each session a label which could be Week 1, 2, 3 etc as per the example below or you might want to stipulate a date as the label.

Attendance Register - Creating Sessions

 

The last option is this step allows you to select which groups you want the register to apply to, for example if you’re running classes it might be Monday 4 -5pm, Monday 5-6pm and so on.

Attendance Register - Select Classes

 

Step 4 – select and order the fields that you want to appear on the register (note, there’s now an option to abbreviate field names for appearing on the register under Admin > Forms)

Attendance register - step 4

 

The payment status field allows you to select which groups you want to show the payment status for.  This will vary depending on the way you take payment.  So it might be you want to show the payment status for:

  1. The class/course they attend
  2. Their monthly fees
  3. Their payment category (ie. if you charge for the number of hours they attend a week), monthly fees or just an annual fee
  4. Their annual membership

It might be that you want to show the payment status for either 1, 2, or 3 plus the status of their membership – that’s possible too.

Payment Status Field

 

Once you’ve selected the fields you want to appear and got them in the right order, click on Save and Finish.

You can permission people (ie. coaches) to access the attendance register via their online account or, coming soon, an app on their phone.  To do this, go to their record on the database, give them the option to view members and access the attendance register, but only for people in their class.

Attendance Register - Access Rights

 

When they login, they’ll be able to see the groups/classes they’ve been given access to and when they click in to one of those groups, they’ll see the Attendance Register option.  Hovering over the register name will display the sessions:

Attendance Register - Select a Session

 

 

Click on a session and the list of members will appear with the field data you selected plus the payment status for the relevant groups.  There’s also a notes field where you can leave a note for coaches and they can leave a not for administrators.  There’s also an option to print the register:

Attendance Register - record

 

If you want to print multiple registers at the same time, you can.  Go to Admin > Attendance Registers.  Click on Print next to the appropriate register:

Attendance Register - printing

 

Then select the classes and sessions you want to print the register for:

Attendance Register - printing sessions

 

So there you have it – version 1 of our new register feature.  We’ve already had some great feedback that we’ll input in to developing the feature further.  We would welcome more!  And don’t forget – coming soon – the attendance register app.  Due March 2016.

 

Member only content

By popular demand, we’ve now added the option for you to load ‘member only’ content behind the members Pay Subs Online account.  So now you’re members don’t need to remember a login to access ‘member only’ content and a login for their membership information.  Everything is now under one place.

You can still create your content using your existing platform but now it can be loaded in to Pay Subs Online.  To do this, go to Admin > Settings and scroll to the Navigation section.  There, you’ll see the option to enter the URL of your content.  This will be the page you want members to see first when they access the content.  The page will load up in an iframe within the members account.

Member only content

 

The option below the URL is to give a description on the menu bar within the members account to access the content.  By default this is shown as ‘More’.

The final option allows you to set which page should load first when a member logs in so if you want to them to be navigated directly to the member only content, you can.

And this is how it looks in the members account (I’ve used a web page from a forum software as an example):

Member only content example

 

 

Cancelled GoCardless Payments

When a member pays via GoCardless, they have the ability to cancel a payment whilst it’s in the process of going through the banking system.  They can do this via their GoCardless account, by contacting GoCardless directly or by logging in to their Pay Subs Online account and cancelling their pre-authorisation agreement whilst a payment is in the process of going through the banking system (note, for the latter example, members are presented with a warning that if they cancel their pre-authorisation that this will cancel their payment too if done within 7 days of making payment).

When a payment is cancelled, the following will happen:

  1. Any administrators set to receive payment notifications (as defined under Admin > Settings) will be emailed to notify them that the payment has been cancelled.
  2. The cancelled payment will be included in the Cancelled/Failed Transaction Report under Financials > Payment Reports
  3. The amount will show as outstanding in the members login so they can login and make payment if they wish.
  4. The amount will show as outstanding in the Payment Reports and the members record.
  5. The cancelled payment will show in the details of their payment history that appears at the bottom of their record.

Unlike a failed payment, the system will not try and automatically collect a cancelled payment again.  It requires the action of the member to make payment or in the scenario where the member is pre-authorised, an administrator can go to the members record, scroll to the bottom of the page to their payment history and click on Details next to the payment description and purge the system to try and collect payment again.  You can also carry out this purge action via the Cancelled/Failed Transaction Report by clicking on the red 0.00 next to the payment description.  In the pop-up that loads, you’ll see the option to select the cancelled payment and purge.

If you don’t want to purge the collection of the cancelled payment, you can either:

  1. Acknowledge the cancelled payment by going to the members record and their payment history (at the bottom of the page), clicking on ‘Details’ next to the payment description, then checking the tick box next to the cancelled payment and then clicking on the Acknowledge button.  This will remove the payment from the Cancelled/Failed Transaction Report.
  2. Go to Financials > Payment Reports > Cancelled/Failed Transaction Report.  Click on the red 0.00 next to the payment description for the member and then select the payment and click the Acknowledge button.
  3. Delete the payment request by going to the members record, clicking on the View outstanding payments and deleting the payment from their or via the Payment Reports and doing the same there.

One point to note, if the member cancels a payment and then subsequently pre-authorises future payments, the cancelled payment will not be collected automatically.  You will need to purge the payment in a way described above

 

So that’s it for now. If you’d like further information on any of the above or you’re not currently using PaySubsOnline.com to help save time managing your membership and payments, book a free consultation today.

 

 

Club Management – How To Manage Price Increases

club management

Price increases, sadly, are an inevitable part of running a club. Inflation, running costs, low member numbers, large or unexpected outlays, are all factors when it comes setting club fees, and will continue to impact the figure set.

It goes without saying that the fees you charge need to cover your club outgoings and expenses, all of which can rise without warning at any time. And an important part of your club management is the ability to cope with price hikes.

The aim of this post is to help you manage price increases and how to communicate an increase to your members.

Struggling To Organise Member Information? How Membership Database Software Can Help

Man using membership database software

The warning signs are there. Slowly you’re descending into organisational chaos. Paperwork fluttering around you with names, addresses and payments merging into one disorganised heap.There’s no-one left to save you. No-one will help you now.

Okay so in reality your voluntary membership organisation is probably much more organised than that. We may have gone a bit over the top there. That doesn’t mean you can’t improve the way you store and look after your members information.

Today we’re sharing with you 5 signs that shows you’re not organising as well as you could be. What’s more, we’ll also show how you can nip those bad habits in the bud and be much more effective in the future.

New Membership Software For The New Year?

2016 membership management goals

 

Hopefully by now your festive hangovers have cleared and you are ready to implement all those new year resolutions you made. The start of a new year is often a good time to reflect on where things can be improved. Not just personally, but professionally as well. The same is true of your club or member organisation.

For many organisations, the new year begins with a raft of resolutions such as increasing member numbers, retaining existing ones and raising funds. Two key areas most will want to improve are administration and payment collections. Both of which can often be achieved through the adoption of membership software.

In this post we will look at why implementing such software should be top of your list and how it can help you better manage your membership.

Are You Considering Adopting Membership Management Software in 2016?

membership management software

At time of writing 2016 is fast approaching, and no doubt your organisation’s thoughts are turning to what the New Year might bring. I’ll take a guess that improving membership management is high on your wish list, along with increasing numbers and improving engagement throughout the organisation.

Adopting membership management software is one way you can help meet all three of these goals, so it makes sense to put this at the top of your New Year To-Do list. However, convincing everyone it is a good move, might take some work.

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

PaySubsOnline.com 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

PaySubsOnline.com’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 – help@paysubsonline.com.

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, PaySubsOnline.com, 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