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

PaySubsOnline.com Membership Software – Product Update November / December 2014

Membership software - product update

After the madness of the early autumn months, the relative calm of November and December allowed us to focus on some new enhancements to the our  membership software.  Here’s what we’ve been up to . . .

Cancelling Pre-authorisation 

As we know, members can pre-authorise the system to collect money from them when payment becomes due.  This is typical for rolling renewals and members opting to pay by instalments.  In the case of instalments, it’s useful for the administrator to have the ability to cancel the pre-authorisation agreements that were in place for the previous membership year so you can ‘start a fresh’ when you come round to requesting membership fees for the new membership year. We’ve now added that option in several places:

In the payment reports where you can filter on members that have pre-authorised, select them and cancel their pre-authorisation using the option on the tool bar:

Membership software - cancelling PA from payment reports

 

From within the members record (at the bottom above payment history):

Membership software - cancelling PA from members record

 

And from within the Members section where you can cancel pre-authorisation for an entire group/category or the entire master membership list without having to pre-select the members first:

Membership software - cancelling PA from members section

 

Cancelling pre-authorisation agreements works for both PayPal and Gocardless.

PaySubsOnline.com Membership Management Software – Product Update August 2014

Membership software - Updated

It’s been a while since our last product update so with the launch of the new blog, now seems a great time to publish the improvements we’ve been making to our membership management software.  In order of release, here’s what’s been going on:

New Interface – February 2014

After many months of development based on client feedback, we released a shiny new interface for PaySubsOnline.com to improve usability.  The result is a very modern, slick user experience that groups functionality in a logical and intuitive way so administrators can quickly and easily access information and carry out admin tasks. Here’s a flavour:Membership software - payment reports

 

Membership Categories – April 2014

Our new Membership Category functionality replaces the ‘old’ Subscription Groups and allows administrators to input settings that are specific to Membership Category’s (as opposed to setting up a Subscription Group which was much more generic to cater for different scenarios).