Memberships

The “Add New Membership Price Set” feature in Membership Management module in Retention CRM allows Associations, Chambers of Commerce and NGOs to create flexible pricing structures for memberships within Retention CRM. It’s particularly useful when a single membership type requires various pricing options.

General Functionality of “Add New Membership Price Set” Feature

Here’s a breakdown of the options/fields:

• Price Set Title: This is a mandatory field where you define a clear and descriptive name for your price set (e.g., “2024 Nursing Association Membership”).
• Used For: Choose from a drop-down menu where this price set will be applied. In this case, select “Membership”.
• Minimum Amount: This field allows you to set a minimum amount a member must contribute during signup (optional). Leave it blank if no minimum applies.
• Default Financial Type: This is a mandatory field where you assign the financial type associated with membership contributions. It helps categorize these contributions in your financial reports. (e.g., “Membership Fees”).
• Price Set Pre Help: This section allows you to add introductory text displayed before the price options. You can use this space to explain the different membership categories or benefits associated with each price tier. (e.g., “Choose your membership level and enjoy exclusive benefits!”).
• Price Set Post Help: Similar to Pre Help, this section lets you add explanatory text displayed after the price options. You can use this for additional information or disclaimers. (e.g., “All memberships include a subscription to our monthly newsletter”).
• Enabled: This checkbox allows you to activate or deactivate the price set. Uncheck it to temporarily disable a specific pricing structure.

Using “Add New Membership Price Set” Feature in Association Management

Let’s consider a scenario where a nursing association offers various membership levels with different benefits and fees:

• Price Set Title: 2024 Nursing Association Membership
• Used For: Membership
• Minimum Amount: Leave blank (optional minimum)
• Default Financial Type: Membership Fees
• Price Set Pre Help: “Invest in your nursing career! Select your membership level to access exclusive benefits like continuing education discounts, networking events, and a subscription to our professional journal.”
• Price Set Entries: Here’s where you define the different membership options:
  • Option 1: Basic Membership (e.g., $50 annually)
  • Option 2: Standard Membership (e.g., $100 annually with additional benefits like webinars)
  • Option 3: Premium Membership (e.g., $150 annually with access to exclusive online resources and mentorship programs)
• Price Set Post Help: “New Grad Discount: If you’re a recent graduate within the last year, use code ‘NEWGRAD2024’ at checkout for a 10% discount on any membership level!”
• Enabled: Checked (active price set).

More Use Cases for Associations

Tiered Membership Levels for Professional Associations

• A professional association can use the “Add New Membership Price Set” feature to create different membership levels with varying benefits and fees. For example, a basic membership might offer access to a member directory and online resources, while a premium membership might include continuing education discounts, networking events, and professional development opportunities.

Discounted Membership Rates for Specific Groups

• Associations can use the “Minimum Amount” and “Price Set Pre Help” fields to offer discounted membership rates for specific groups, such as students, recent graduates, or low-income members. For instance, an association could offer a discounted basic membership to students or a waived minimum amount for low-income members.

Event Registration with Membership Options

• Associations can use the “Add New Membership Price Set” feature in conjunction with event registration to provide bundled pricing options. For example, an association could offer a discounted event registration fee for members or a package that includes event registration and a premium membership level.

By utilizing the “Add New Membership Price Set” feature, a Nonprofit, Association or Chamber of Commerce can offer a tiered membership structure catering to different needs and budgets of its members. They can also leverage the help text sections/fields to clearly explain the benefits associated with each level, encouraging members to choose the most suitable option.

The “Manage Membership Price Sets” feature in Membership Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to create flexible membership options with various pricing structures. This goes beyond the basic membership levels offered by Retention CRM’s membership module and caters to scenarios where a single membership level might not be sufficient.

General Functionality of “Manage Membership Price Sets” Feature

• Price Sets: These are essentially groups of membership options with different benefits or prices. You can create various price sets to categorize your membership offerings.
• Set Title: This is the name that identifies your price set. For example, “Nursing Association Membership Levels”.
• Used For: This specifies whether the price set is used for memberships, events, or contributions. In this case, it’s set to “Membership”.
• Enabled? This controls whether a particular price set is active or inactive.
• View and Edit Price Fields Settings: Clicking here allows you to define the specific membership options within a price set.
• Add Set of Price Fields: This button lets you create a new price set with its own membership options.

Using “Manage Membership Price Sets” Feature in Association Management

Let’s consider a hypothetical scenario where a nursing association wants to offer various membership levels with different benefits and fees:

1. Create Price Set: Start by creating a new price set titled “Nursing Association Membership Levels” (Set Title).
2. Enable and Edit Price Fields: Make sure the price set is enabled (“Enabled?”) and click “View and Edit Price Fields Settings”.
3. Define Membership Options: Here, you can create different membership options within this price set. For example:
   • Basic Membership: This could be the most affordable option with core benefits like access to the association newsletter and online resources.
   • Standard Membership: This might include additional benefits like discounted continuing education courses or networking events, at a higher fee.
   • Premium Membership: This could offer the most comprehensive benefits, including committee participation privileges and journal subscriptions, at the highest price point.
4. Assign Benefits and Prices: For each membership option, define the specific benefits offered and set the corresponding membership fee.
5. Import Members: Memberships module’s “Import Memberships” feature allows you to import a list of new members and assign them to the appropriate membership option within your price set. This saves time compared to manually adding each member.

Benefits

• Flexibility: Price sets cater to diverse membership needs by offering a variety of options.
• Increased Revenue: Tiered memberships with varying benefits can attract a wider range of members and potentially generate more revenue.
• Streamlined Administration: Managing memberships within price sets simplifies administration and reduces errors.

More Use Cases for Associations

Membership with Family Plans

• Associations can create a price set with membership options for individuals and families.
• The individual membership option would have a set fee, while the family plan could offer a discounted rate per additional family member.
• This caters to families and encourages them to join together.

Discounted Membership for Students/Seniors

• A price set can be designed with separate membership options for students and seniors.
• These options would have a lower fee compared to the regular membership.
• This attracts a wider range of members and promotes inclusivity.

Membership with Optional Add-Ons

• An association can create a price set with a base membership level and optional add-on benefits.
• The base membership would include core benefits, while add-ons could offer things like access to special events or publications at an extra charge.
• This allows members to customize their membership and pay only for the benefits they desire.

By effectively using “Manage Membership Price Sets”, an association, chamber of commerce or not-for-profit organization can create a membership pricing structures that caters to different member needs and helps them achieve their financial goals.

The ‘Import Memberships’ feature in Membership Management module of Retention CRM allows Associations, Chambers of Commerce and NGOs to efficiently import membership data from external sources (like spreadsheets) into their Retention CRM instance. This saves time and effort compared to manually entering membership information for each member.

General Functionality of the ‘Import Memberships’ Feature

Steps involved in Importing Memberships:

1. Upload Data (Step 1 of 3):
   • Choose Data Source: Select “Upload CSV File”.
   • Import Data File: Choose the CSV file containing your membership data. Ensure it’s comma-separated (CSV) and UTF-8 encoded for special characters.
   • Import Field Separator: Specify the delimiter separating your data columns (e.g., comma, semicolon).
   • Import Options:
     • Contact Type: Select “Individual” as you’re importing memberships for individual nurses.
     • Import Mode: Choose “Insert new Membership” to create new memberships for uploaded data or “Update existing Membership” to update existing memberships based on matching criteria (explained later).
     • Date Format: Select the date format used in your CSV file for membership-related dates (e.g., start date, end date).
2. Match Fields (Step 2 of 3):
   • In this step, you’ll map your CSV file’s column headers to corresponding Retention CRM fields (e.g., “Email Address” in CSV to “Email” in Retention CRM). Retention CRM tries to do some automatic matching, but you can review and adjust as needed. This ensures accurate data import.
3. Preview (Step 3 of 3):
   • Here, you can preview a sample of imported data to identify any potential errors or inconsistencies before finalizing the import.

Using ‘Import Memberships’ Feature in Association Management

Let’s say a nursing association is transitioning from a legacy membership management system to Retention CRM. They have a CSV file containing nurse member data, including:

• Member ID (unique identifier in the legacy system)
• First Name
• Last Name
• Email Address
• Membership Type (e.g., Registered Nurse, Licensed Practical Nurse)
• Join Date
• Membership Status (Active, Expired)

Here are the steps for an Association that will be involved to import its membership data into Retention CRM.

1. Upload Data:
   • Data Source: Upload CSV File.
   • Import Data File: Select the CSV containing member data.
   • Import Field Separator: Specify the delimiter (e.g., comma).
   • Import Options:
     • Contact Type: Individual.
     • Import Mode: Insert new Membership (to create new memberships in Retention CRM).
     • Date Format: Choose the format matching their CSV file’s dates.
2. Match Fields:
   • Map CSV headers to Retention CRM fields:
     • Member ID might not have a direct match, but you can create a custom field in Retention CRM to store this legacy ID for reference.
     • First Name to Retention CRM’s “First Name”.
     • Last Name to Retention CRM’s “Last Name”.
     • Email Address to Retention CRM’s “Email”.
     • Membership Type might require creating a custom field in Retention CRM to map these categories.
     • Join Date to Retention CRM’s “Membership Start Date”.
     • Membership Status to Retention CRM’s “Membership Status” (ensure these values match Retention CRM’s options, like “Active” or “Expired”).
3. Preview:
   • Review the data preview to catch any errors (e.g., missing data, incorrect formats).

Benefits

• Saves significant time and effort compared to manual entry.
• Ensures data accuracy by eliminating manual entry errors.
• Streamlines the membership transition process to Retention CRM.
• Allows for efficient management of member data within Retention CRM.

More Use Cases for Associations

Membership Data Transfer for a Professional Association

• Scenario: A professional association is migrating from a legacy membership management system to Retention CRM. They have a large dataset of member information stored in a CSV file, including details like names, contact information, membership categories, and subscription statuses.
• Process: The association can leverage the “Import Memberships” feature to efficiently transfer their member data into Retention CRM. By mapping the CSV file’s columns to corresponding Retention CRM fields (e.g., email address to Retention CRM’s “Email” field), they can ensure accurate and streamlined data import.

New Member Onboarding through Batch Upload

• Scenario: A sports club wants to automate their new member onboarding process. They receive applications in batches via CSV files containing details like contact information, membership type selection, and preferred payment methods.
• Process: The club can utilize “Import Memberships” to create new memberships in Retention CRM for each applicant in the uploaded CSV file. This saves time and minimizes errors compared to manual data entry for each member.

Membership Renewal Management

• Scenario: A non-profit organization is preparing for their membership renewal season. They have a CSV file containing renewal information for existing members, including membership IDs, expiry dates, and chosen renewal options.
• Process: The organization can use “Import Memberships” to update existing memberships in Retention CRM based on the uploaded data. By selecting “Update existing Membership” in the import mode and mapping the CSV’s “Membership ID” to Retention CRM’s unique member identifier, they can efficiently update membership statuses and details for the renewal period.

By utilizing the ‘Import Memberships’ feature effectively, a nonprofit, chamber of commerce or association can seamlessly import its membership data into Retention CRM, enabling it to manage its members and memberships efficiently.

The ‘Add New Membership Batch Data Entry’ feature in Membership Management module of Retention CRM allows Associations, Chambers of Commerce and Not-for-Profits for efficient bulk creation or update of memberships. This streamlines the process compared to adding members individually.

General Functionality of ‘Add New Membership Batch Data Entry’ Feature

Here’s a breakdown of the options/fields you’ll encounter:

• Batch Name (Required): Assign a descriptive name to identify this batch of memberships (e.g., “2024 Nurse Renewals”).
• Type: Here, you can specify whether you’re creating New Memberships or Renewing Existing Memberships.
• Description: Provide any additional details about this batch (e.g., “Batch includes registered nurses who qualified for a discounted renewal”).
• Number of Items (Required): Enter the total number of memberships you’ll be adding or renewing through this batch.
• Total Amount (Required): If applicable, indicate the total amount collected for these memberships (leave blank if no fees are involved).

Using ‘Add New Membership Batch Data Entry’ Feature in Association Management

A nursing association can leverage this feature to streamline their membership renewal process. Here’s a hypothetical example:

• Batch Name: 2024 Registered Nurse Renewals
• Type: Renewing Existing Memberships
• Description: This batch renews memberships for all registered nurses whose memberships expired in May 2024. An email notification was sent beforehand reminding them of the renewal and the option to pay online.
• Number of Items: 250 (The number of registered nurses whose memberships are expiring)
• Total Amount: $12500 (The total amount collected from membership renewals in this batch, assuming a $50 renewal fee)

Additional Notes:

• Memberships module likely has additional options within ‘Add New Membership Batch Data Entry’ to specify membership details like membership level, start/end date, etc. These would be filled out based on your association’s specific membership criteria.
• Integration with online payment gateways can automate fee collection within the batch process.

More Use Cases for Associations

Automating Membership Renewals

Scenario: A trade association wants to expedite the renewal process for their annual memberships.

Process:

• Batch Name: “2024 Corporate Membership Renewals”
• Type: “Renewing Existing Memberships”
• Description: “This batch renews memberships for all member organizations whose subscriptions expire in June 2024. An email reminder prompting renewal and offering online payment was sent beforehand.”
• Number of Items: (Total number of expiring memberships)
• Total Amount: (Total expected revenue from renewals)

Benefits: The trade association can automatically renew memberships for a large group, saving staff time and ensuring timely membership renewals.

Facilitating New Member Onboarding

Scenario: A professional association wants to efficiently onboard a large group of new members accepted after an application period.

Process:

• Batch Name: “2024 New Association Members”
• Type: “New Memberships”
• Description: “This batch creates memberships for all applicants approved in May 2024.”
• Number of Items: (Total number of approved applications)
• Total Amount: (Leave blank if no fees involved)

Benefits: The association can swiftly set up memberships for new members, providing them with immediate access to member benefits.

Managing Group Membership Enrollments

Scenario: A legal association want to enroll all students registered for a specific course into their club membership.

Process:

• Batch Name: “2024 [Course Name] Enrollments”
• Type: “New Memberships”
• Description: “This batch creates memberships for all students enrolled in [Course Name] during the Spring 2024 semester.”
• Number of Items: (Total number of students enrolled in the course)
• Total Amount: (Include fees if applicable)

Benefits: The legal association can automatically enroll students, streamlining the membership signup process and ensuring all eligible students are included.

By utilizing the ‘Add New Membership Batch Data Entry’ feature, an association, chamber or not-for-profit organization can efficiently renew a large number of memberships at once, saving them time and effort.

The “Membership Batch Data Entry” feature in Membership Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to efficiently add or update a large number of membership records at once. This saves time and minimizes errors compared to manual entry for each member.

General Functionality of “Membership Batch Data Entry” Feature

• Data Entry Batches: This table lists all your existing membership data entry batches.
• New Data Entry Batch: Clicking this button initiates the process of creating a new batch for adding or updating memberships.
• Show entries: This section allows you to navigate through existing batches using buttons like ‘First,’ ‘Previous,’ ‘Next,’ and ‘Last.’

Batch Details Breakdown:

• Batch Name: Assign a recognizable name to your batch (e.g., “April 2024 Member Renewals”).
• Type: This specifies if the batch is for creating new memberships or updating existing ones.
• Item Count: Displays the total number of memberships included in the batch.
• Total Amount: Shows the combined membership fees of all entries in the batch (if applicable).
• Status: Indicates the current stage of the batch, such as “New” or “Processed.”
• Created By: Shows the name of the user who created the batch.

Using “Membership Batch Data Entry” Feature in Association Management

Example: The Netherlands Nurses Association (NNA) wants to renew memberships for all their registered nurses. They have a spreadsheet containing member IDs, names, and chosen membership tiers (Regular/Student).

NNA can utilize Membership Batch Data Entry as follows:

1. New Data Entry Batch: Click this button to initiate a new batch.
2. Batch Name: Enter a name like “NNA Nurse Renewals – June 2024”.
3. Type: Select “Update Membership” since it’s a renewal process.
4. Upload Data File: NNA uploads their membership data spreadsheet containing member IDs, names, and chosen membership tiers. Retention CRM maps these fields to the corresponding membership record fields during import.
5. Review and Import: Retention CRM allows reviewing the data to ensure proper mapping before final import.
6. Processing and Status: Once imported, the batch status changes to “Processing.” Members will likely receive renewal notifications after successful processing.

Benefits for NNA:

• Saves significant time compared to manually updating each membership.
• Minimizes errors during data entry.
• Allows bulk updates for efficient membership management.

Additional Notes:

• Ensure your spreadsheet data format aligns with Retention CRM’s membership data requirements for successful import.
• You can use Retention CRM’s data manipulation tools to prepare your data file if needed.

More Use Cases for Associations

Membership Renewals

Associations often handle a large volume of membership renewals at specific times of the year. Batch Data Entry allows efficient processing of renewals.

• Create a batch for “2024 Membership Renewals”.
• Upload a spreadsheet containing member IDs, names, and renewal information.
• CiviCRM maps data fields to corresponding membership records during import.
• Review data to ensure proper mapping before final import.
• Once imported, the batch processes membership renewals, potentially triggering renewal notifications.

New Member Onboarding

Associations might receive a large group of new members from an event or registration drive. Batch Data Entry simplifies onboarding them.

• Create a batch for “New Member Onboarding – June 2024”.
• Upload a spreadsheet containing new member details like name, contact information, and membership tier.
• Map data fields to corresponding membership record fields.
• After reviewing and importing, memberships are created for all new members in the batch.

Updating Member Information

Association member information like email addresses or phone numbers might change frequently. Batch Data Entry allows updating multiple records at once.

• Create a batch for “Member Information Update – June 2024”.
• Upload a spreadsheet containing member IDs and updated information.
• Map data fields to corresponding membership record fields like email or phone number.
• Review and import the data to update member information in bulk.

By using Retention CRM’s Membership Batch Data Entry effectively, an Association, Chamber of Commerce or Nonprofit organization can streamline its membership management processes and save valuable time and resources.

The “Find Memberships” feature in Membership Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to search and filter their organization’s membership database. This helps in easily identifying specific members or groups of members based on various search criteria.

General Functionality of “Find Memberships” Feature

Here’s a breakdown of the options/fields you can use in “Find Memberships”.

• Member Name or Email: Search for members by their name or email address.
• Member Tag(s): Find members with specific tags assigned to their profiles. You can use multiple tags with “AND” or “OR” logic.
• Member Group(s): Filter members based on the groups they belong to (e.g., RNs, LPNs).
• Contact Type: Search for specific contact types (e.g., Individual, Organization).
• Search in Trash: Include deleted contacts in your search results.
• Membership Type: Find members with a particular membership type (e.g., Basic Membership, Premium Membership).
• Membership Status: Narrow down results by membership status (e.g., Current, Pending, Cancelled).
• Membership Source: Identify where members signed up (e.g., Online form, Offline event).
• Current Member?: Search for active members only (Yes) or all members (No).
• Membership is a Test?: Exclude or include test memberships (Yes/No).
• Primary Member?: Find primary members in households with multiple memberships (Yes) or all members (No).
• Membership ID: Search for a specific membership using its unique ID.
• Pay Later?: Find memberships with a “Pay Later” option selected (Yes) or all memberships (No).
• Auto-Renew Subscription Status: Analyze the status of automatic membership renewals (Active, Cancelled, Pending, etc.).
• Membership Status Is Overridden?: Identify memberships with a manually adjusted status (Yes) or those following the default settings (No).
• Member Since/Membership Start Date: Search for members who joined within a specific date range.
• Membership Expiration Date: Find memberships expiring within a particular timeframe.
• Campaigns: Filter members who participated in specific campaigns.
• Offline auto-renew pricing/Opt-out auto price update for offline auto-renew: These options are likely for advanced configurations related to offline membership renewals (consult your Retention CRM documentation for specifics).

Using “Find Memberships” Feature in Association Management

Let’s see how a nursing association can utilize “Find Memberships” in a practical scenario:

Scenario: The association wants to identify all Licensed Practical Nurses (LPNs) whose basic memberships are expiring within the next three months and haven’t opted out of automatic price updates for renewals.

Here’s how they would use “Find Memberships”:

• Member Group(s): Select “LPN” (assuming LPNs are assigned a specific member group).
• Membership Type: Choose “Basic Membership”.
• Membership Status: Select “Current” (to find active members).
• Membership Expiration Date: Set a date range encompassing the next three months.
• Opt-out auto price update for offline auto-renew: Choose “No” (to find members who haven’t opted out of automatic price adjustments).

This search will display a list of LPNs with basic memberships expiring soon and potentially needing notification about the upcoming renewal with any potential price changes.

More Use Cases for Associations

Identifying Members Due for Renewal

Associations can easily find members whose memberships are expiring soon. This allows them to:

• Proactively reach out to these members with renewal reminders.
• Offer incentives for early renewal.
• Segment renewal campaigns based on membership type or expiration date.

Targeting Specific Member Groups

The “Find Memberships” feature allows for filtering members based on various criteria. Associations can use this to:

• Send targeted communications to specific member groups, such as newsletters or event invitations relevant to their interests.
• Identify members who meet certain criteria for special programs or discounts.
• Segment surveys or polls to gather feedback from specific demographics.

Analyzing Membership Trends

By using filters like membership type, status, and start date, associations can gain valuable insights into their membership base. This helps them to:

• Track membership growth and churn over time.
• Identify trends in membership types or sources.
• Evaluate the effectiveness of membership campaigns.

By utilizing various combinations of these options, an Association, Chamber of Commerce or Nonprofit organization can efficiently manage its membership database, target specific member groups for communication, and streamline membership renewal process.

The “Memberships Dashboard” feature in Membership Management module of Retention CRM provides Associations, Chambers of Commerce and Nonprofit organizations a quick overview of their membership activities and help membership organizations in managing their members with ease.

General Functionality of “Memberships Dashboard” feature

• Membership Summary: This section offers a high-level view of your membership trends. It typically displays four timeframes:
  • May (Last Month): Shows the number of new, renewed, and total memberships gained in the previous month (May in this case).
  • June (MTD) – Month To Date: Displays the number of new, renewed, and total memberships for the current month (June) up to the current date.
  • 2024 (YTD) – Year To Date: Shows the total number of new, renewed, and total memberships for the entire year so far (2024).
  • Current #: This displays the current number of active memberships in your organization.
• Recent Memberships: This section lists the most recently added members. It typically includes details such as:
  • Name: Name of the member.
  • Type: Type of membership (e.g., Registered Nurse, Student Nurse).
  • Member Since: Date the member joined.
  • Membership Start Date: Official start date of the membership.
  • Membership Expiration Date: Date the membership expires.
  • Membership Source: How the member found and joined the association (e.g., website, event).
  • Status: Current status of the membership (e.g., Active, Pending, Expired).
  • Auto-renew?: Indicates if the membership is set for automatic renewal.

Using “Memberships Dashboard” Feature in Association Management

Let’s consider how a nursing association might utilize the ‘Memberships Dashboard’.

• Membership Summary: The association can monitor membership trends. For instance, if they see a decline in new memberships in June (MTD) compared to May (Last Month), they can investigate and potentially launch targeted membership drives.
• Recent Memberships: This helps the association identify new members and personalize their welcome experience. They can also segment new members based on membership type (e.g., Registered Nurse vs. Student Nurse) and send targeted communication.

Example Data for a Nursing Association

Here’s an example of how the Recent Memberships section might be populated for a nursing association:

More Use Cases for Associations

Monitor Membership Trends and Identify Areas for Improvement

• Analyze membership growth over time (May vs June, YTD).
• Identify periods with declining memberships and investigate reasons.
• Track membership renewals to assess member retention rates.
• Use this data to plan targeted membership drives or campaigns to attract new members during slow periods.

Personalize the New Member Experience

• Identify new members from the “Recent Memberships” section.
• Segment new members based on factors like membership type (e.g., student vs professional) or source of acquisition (website vs event).
• Tailor welcome communications based on these segments. For example, send resources relevant to a student nurse’s needs compared to a registered nurse.

Improve Member Engagement and Retention

• Track membership statuses (active, expired) to identify members nearing expiration.
• Proactively send renewal reminders to encourage timely renewals.
• Leverage member data to segment communication and send targeted newsletters or announcements based on member interests or profession.

By leveraging the Memberships Dashboard, an Association, Chamber of Commerce or a Nonprofit can gain valuable insights into its membership health and use that information to improve member recruitment, engagement, and retention.