Do you find keeping your membership records up-to date a challenge? Traditional club management software, such as spreadsheets and desktop databases, can provide way too much scope for errors and mis-entries. Missing info, spelling mistakes and outdated records are just some of the frustrations faced from trying to manage member information manually.
In this post we will explore how moving to an all-round online system to manage your membership records can help improve not only member records, but communications and club finances as well.
Why Member Information Gets Lost
With traditional member management systems there is often a disparity between the various applications used. This lack of functionality and integration means it can be all too easy for member information to be lost, misinterpreted, misspelled, or simply not entered altogether. Manual entry can also be soul destroying! Repetitive data entry is not a job many enjoy and it can also be very time consuming and lead to errors.
Paper-based management systems also provide an increased risk for loss or damage. Then there is the filing – a job which can quickly mount up if you do not stay on top of it. Finally, if all this was not enough, desktop software creates and stores files to the hard-drive and unless you have a process to back-up, you’re always at risk of losing everything.
There has to be an easier way, right?
Self-Service Accounts – Giving The Power of Account Management To Members
It may sound risky – giving the power of managing their accounts to your members, but in actual fact it does make better sense than trying to manage them yourselves. If your members manage their own information the risk of entries being misspelled, omitted or incorrect is significantly lowered. Further more, updates and new applications are easily managed, along with renewals and dare I say it, cancellations.
Taking your membership records online also means your members can access their accounts at anytime, anywhere. So if they want to renew at midnight, they can; if they want to update their contact details after Sunday lunch, they can; if they want to renew and set up a new payment method in their lunchbreak, they can. And for you? No more battling to stay on top of the paperwork, keep the filing pile down and ensure all your records are correct.
Creating An All-Round Membership Management System
Ensuring your member records are error free and up-to date is not the only benefit to adopting membership database software. You have the potential to create a fully integrated system and put an end to the disparity problems you suffered with under the old system.
By moving your management systems to an online package you will benefit not only from being able to maintain your member records efficiently, but also communication, payment and accounting tools too:
- Contact all members or groups of members easily with integrated email features. No more member communications not reaching their intended recipient.
- Collect club payments quickly and easily, direct to your bank account with online payment methods and direct debit set-up. Members will much prefer the ability to set-up automatic payments or just reach for their debit card at renewal time, rather than turn the house upside down looking for their cheque book. Here at PaySubsOnline.com our clients have reported significant up turns in income due to better payment collection rates (click here for details).
- Easily reconcile payments to your club accounting tools, run reports and automate the renewals process.
Errors in club records can become a major source of discontent, impacting your efficiency and more importantly, your safeguarding obligations. Switching to an integrated system, based online, will not only help improve your data management, but will help improve your efficiency and productivity too.
Don’t just take our word for it – test drive our software today by signing up for a free trial and discover how easy it can be to improve your member management systems.