The Membership Lifecycle

MEMBAZ offers organisations the ability to administer their membership in a simple, quick and cost-effective way, from anywhere that the organisation’s administrators have internet access.  MEMBAZ will help you manage your members through all the events in the membership lifecycle.

Member take-on

An organisation starts by taking on a new member.  This process usually involves capturing member information and may involve raising a joining fee and/or a membership fee.  Take-on may also include the issuing of a membership card or converting the member category from prospective member to full member.  MEMBAZ makes these tasks easy.

Manage demographic information

During the time in which a member belongs to an organisation you may need to add additional information to the member’s record (e.g. current handicap), or update existing information (e.g. telephone number).  With MEMBAZ you can quickly make these changes from wherever you are, whether at work or home.  MEMBAZ ensures all these changes are recorded in an activity log thus enabling errors to be easily resolved and responsibility assigned.

Manage financial information and transactions

Many organisations raise fees annually or monthly, as well as ad-hoc fee (e.g. levy for a new clubhouse).  MEMBAZ manages these transactions and the issuing of supporting documents such as invoices, payment receipts, credit and debit notes, and statements.  Most importantly, MEMBAZ ensures that both the organisation and the member know exactly what their respective financial positions are.  MEMBAZ provides several options to ensure the transfer of member financial information to your accounting system or accountant is effective and limits duplication of data and data input.

Perform reporting and card issue

Critical to organisation membership is the ability of the member to prove to third parties (e.g. shops offering member discounts) that he/she is a fully paid-up member of the organisation.  The most common way to do this is for the organisation to issue membership cards.  The MEMBAZ system can print membership cards (with or without the member’s photograph) using a variety of off-the-shelf media including self laminating cards printed using standard inkjet or laser printers.  MEMBAZ also provides a wide range of standard and ad-hoc reporting functionality as well as custom reports for more sophisticated requirements.

Manage tasks and notes

MEMBAZ allows an organisation’s administrators to issue each other with tasks (e.g. “Please print membership card for Bob before Friday”) so as to ensure efficient organisation administration.  In addition, the administrators of any organisation often need to capture notes about members (e.g. “Bob has borrowed office keys and will return them on Monday”).  MEMBAZ allows you to easily add a variety of notes about a member. These notes can be added manually or, if permitted, by external systems such as retailer’s point of sale systems.

Member exit

Unfortunately, organisations also lose members; people move away, stop paying their fees, or pass away. Each of these events must be managed through financial transactions (e.g. the writing-off of fees due by member) and/or the clean-up of membership information (e.g. removing member from the system so newsletters, etc. are no longer sent by the organisation).  MEMBAZ allows you to easily and quickly perform these activities.  In addition, MEMBAZ provides invoicing and email reminders to pro-actively address the issue of members who lapse through non-payment of fees.

At MEMBAZ we aim to continuously enrich the functionality provided to our client organisations.  Our development roadmap is heavily influenced by our clients and includes both added system functionalities and interfaces to services that MEMBAZ does not provide (e.g. Organization websites and online newsletters)