How to Make Membership Management Easier

Manage your organization's members easily and effectively with these tips.
min read

Managing memberships can be tedious, especially if you are doing so manually or with an outdated piece of management software. Managing your organization’s memberships manually with spreadsheets, handmade or laminated cards, human-enforced entries or a cash/check folder can be a lot to keep up with, and it’s likely something will slip through the cracks. If you are using an outdated piece of software, it is possible you don’t have all the tools you need to manage memberships effectively.

Benefits for All

Your members will notice how much faster the signup process is and how easy it is to enter the facility. Behind the desk, staff members can focus on other more important things than manual validation, data entry and lamination. And for management, security is tighter, fraud is reduced, membership retention rates are higher and all of it can be tracked easily with reports.

Whether you are running antiquated management software or none at all, you need to keep the following factors in mind when looking to integrate or update to effective management software.

Multiple Pass Types

Your organization will need to have the ability to create multiple pass types within your software. From adults to kids to seniors, you will need to have the proper passes for the right people at the correct price points.


Get the word out about membership promotions, membership registration and classes and programs via membership management software. Send out informative and enticing emails with dynamic templates—and even schedule them out in advance. Easily maintain and segment your growing email lists.

Registration & Renewal

Online registration and membership renewal is paramount to having an effective business strategy that is going to be beneficial to both your organization and your community. Give your community the ability to register and renew their membership on the go with their mobile devices or from the comfort of their own home. The easier the registration or renewal process is, the more likely potential and current members will register and renew their memberships.

Payment Collection

Save time and worry for your organization and your members by offering secure online payments for membership registration and renewal. The easier you make it for your community, the more likely they will sign up or renew. No need to have them travel to your facility to pay or send checks by mail. Give everyone the opportunity to do it online via their smartphone or computer.

Information Collection

Keep up-do-date and secure member profiles with all their personal information, including first and last name, phone number, address and most importantly their email address, which will come in handy for digital marketing efforts. 

Facility Management & Enforcement

Easily enforce facility and time restrictions and allowances by offering your community the ability to schedule courts, meeting rooms, picnic shelters, gyms, lockers and more. Make scheduling effortless with an easy online reservation experience that includes an interactive custom map and real-time calendar updates. Give your members the ability to fill out waivers online, as well as the capability to request reprinted ID cards. 

Creating and scanning ID cards will require hardware. However, your management software should integrate seamlessly with the necessary devices.

Revenue Tracking & Reporting

Easily keep up-to-date in real time on the state of your business with revenue tracking and reporting. Utilize the data on your members, as well as the classes/programs they are participating in, and see how you can improve your business and offer the kinds of things your community is interested in so you can obtain more members and retain your current ones.

ACTIVENet is the all-in-one solution for your organization and community. Easily manage memberships and more with a fully integrated solution to manage your department designed to serve your community and staff. From engaging your community, streamlining operations and managing participation, our ACTIVENet software is here to help your organization perform at its best.

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Jessica Harp
Marketing Specialist, B2B
January 24, 2020
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