Membership renewal reminders

Purpose

1.1. Automate timely reminders for members regarding upcoming aeroclub membership renewals, ensuring no lapses, reducing manual admin, improving retention, and streamlining payment collection.
1.2. Integrate with club CRM/member databases to monitor individual renewal dates and contact preferences.
1.3. Deliver personalized notifications across multiple channels (email, SMS, push, calendar invites) invoking direct payment links or follow-up actions.
1.4. Support escalation: send follow-up reminders for overdue members and notify admins upon persistent non-renewals.
1.5. Sync records automatically post-renewal, updating member status and logs without manual intervention.

Trigger Conditions

2.1. Scheduled renewals: Trigger at preset intervals before and after expiry (e.g., 30/7/1 days pre, 7 days post).
2.2. Membership status: Triggered upon “about-to-expire” or “expired” status in database.
2.3. Payment receipt: Stop further reminders upon successful renewal payment update.
2.4. Manual override: Allow admin to trigger or pause reminders per member as needed.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging API — configure to send renewal texts using member’s stored mobile; sample: “Your Aeroclub membership expires in 7 days. Renew now: [link]”.

3.2. SendGrid
• Feature/Setting: Mail Send API — set up dynamic email templates triggered by renewal date rules, inserting personalized renewal and payment links.

3.3. Mailchimp
• Feature/Setting: Email Automation workflow — automate drip campaigns for renewals with custom merge tags for member data.

3.4. HubSpot
• Feature/Setting: Workflow Automation — create sequence for renewal reminders, conditionally branching on renewal actions logged.

3.5. Salesforce
• Feature/Setting: Process Builder — flows triggering email/SMS tasks on lead/contact “renewal date”.

3.6. Zoho CRM
• Feature/Setting: Workflow Rules — schedule follow-up emails and mobile notifications based on membership cycle fields.

3.7. Slack
• Feature/Setting: Incoming Webhooks — post private reminders to members in direct messages or channels for admin follow-up.

3.8. WhatsApp Business API
• Feature/Setting: Automated message templates — send expiry reminders and payment prompts in WhatsApp chat.

3.9. Google Calendar API
• Feature/Setting: Event insertion — auto-invite members to a “renewal deadline” event; send notifications.

3.10. ActiveCampaign
• Feature/Setting: Automated series — email+SMS campaigns trigger as renewal window approaches.

3.11. Microsoft Outlook (Graph API)
• Feature/Setting: Auto-generated email/calendar event for renewal; flag overdue in to-do.

3.12. Stripe
• Feature/Setting: Billing API + webhook — send renewal invoices, trigger reminders for unpaid invoices.

3.13. PayPal
• Feature/Setting: Subscription Management API — notify and auto-link users to simplified renewal checkout.

3.14. Eventbrite
• Feature/Setting: Automated emails for renewal-linked events, reminder triggers tied to event dates.

3.15. OneSignal
• Feature/Setting: Push Notification API — send browser/app renewal alerts with call-to-action.

3.16. Pipedrive
• Feature/Setting: Deal stage workflow — reminders based on “Renewal due” stage, personalized communication.

3.17. Gmail (Google Apps Script)
• Feature/Setting: Automated sendMail function — script periodic emails upon detection of expiry in Google Sheets.

3.18. Airtable
• Feature/Setting: Automation rules — update “Status” and trigger renewal notification automation when date threshold met.

3.19. Intercom
• Feature/Setting: In-app and email message automation for members nearing expiry.

3.20. Facebook Messenger (Send API)
• Feature/Setting: Message templates — auto-send personalized reminders, capture responses for renewal intent.

3.21. Telegram Bot API
• Feature/Setting: Custom bot messages — DM users about upcoming renewals, collect inline responses to update status.

3.22. Monday.com
• Feature/Setting: Automation recipes — set reminders and status updates based on custom “renewal due” dates.

3.23. Notion
• Feature/Setting: Database reminder — sync “Renewal due” property with integration for notification delivery.

3.24. Brevo (ex-Sendinblue)
• Feature/Setting: Automation workflows — configure multi-channel renewal emails/SMS.

Benefits

4.1. Minimizes lapses and lost revenue by reducing overlooked renewals.
4.2. Frees staff from repetitive follow-up tasks; improves operational efficiency.
4.3. Enhances member satisfaction through timely, relevant, and multi-channel communications.
4.4. Provides data-driven insights: track responses, leading to improved retention strategies.
4.5. Scales seamlessly as club membership grows, requiring no additional admin headcount.