PaySubsOnline.com Membership Software – Product Update September 2016

Membership software - product update


Email tracking

You asked for it – you’ve got it! Now when you send an email you can track what happens next. We provide detailed information on what was sent, delivered, opened, clicked, bounced, blocked, what had an invalid email address and what was reported as spam.

There are two ways to access the email reports: Via Members > Email > Sent Emails. Here you’ll see all email activity:

Email tracking

By clicking on ‘View Report’, you can see more detail on the numbers:

Email tracking report

Click on any of the numbers above and you’ll be taken through to a list of members that make up that number.

The other place you can view email delivery is from within the member’s record:

Email report - members record

To protect our sending reputation with email providers like Gmail and Hotmail, when an email bounces, is blocked, is invalid or reported as spam, the system will not send to that email again. To override this you can remove that person’s email address from the ‘banned’ list (as shown above). To resend the email, click on the subject header and then ‘Re-send’.

Attendance register

At the start of the spring, we released a new attendance register feature.  Since then, we’ve been refining the setup process and developing an app so coaches can record attendance, via a simple interface, on their phone and tablets.

I’m pleased to announce the app is now live!

Coaches can download the app via the Android and Apple App Stores.  You need to permission coaches to access data via the app.  You can do that by going to their record on the database and clicking on ‘Add / edit / View Access Rights’.  Down the left-hand side you’ll see the option ‘Record Attendance’ and on the right, the classes you can give them access to.

When the app is started, coaches will see the groups they have access to, the current register (for example, Summer Term) and the session:

Attendance register app - select

 

Once they’ve selected the relevant group, register, and session, the list of members will load using the latest data from your membership database.

You, as the main administrator, determine what fields should be included on the register.  You can then further decide what fields you want presented on the main screen and what fields should be available when you click on a persons name.   In the example below, I’ve just selected first and last name to appear on the main screen. You can choose how you want to order the names – either by first or last name.  If you’ve opted to include the payment status of the member and they owe money, an icon of a wallet appears.  If you’ve left a note for the coach, an icon of a note pad will appear:

Attendance register - list of names

 

Clicking on the name will display all fields you opted to be included on the register so now coaches have all the latest membership and payment information at their finger tips:

Attendance register - list of fields

To record attendance, just tick the names and hit record:

Attendance register

 

Information on attendance is stored centrally online so no more storing old paper registers!

Approving new registrations

When people register online, you have the option to vet them before adding them to your membership database. Now, when you approve them, you have the option to set their status as member or non-member. This is useful if you want to approve someone into a waiting list but not classify them as a member.

New system groups

We’ve added two new system groups. One for linked members and another for non-members. People will be automatically included into these groups if they are linked or a non-member.

Requesting discounted fees

When requesting payment, you might want to apply a discount for a sub-section of your membership, for example, siblings. So we’ve now added the ability to filter on groups when requesting payment so if you’ve got all your siblings in a group, you can filter, apply the discount to people in that group and save. We’ll shortly be adding the ability to filter on linked members too so if you have all siblings linked together on the system, it becomes easier to track who qualifies for discount.

Coming soon . . .

We’re currently working on new functionality to help you request payment based on the time members attend classes. Of course, you can do this at the moment but this new feature will allow you to assign time to classes and to individuals. As members move between classes / add more or less hours, the system will track the hours and request payment accordingly. This functionality will be live in October.

 

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.

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

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.