Membership renewal reminders and processing

Purpose

1.1. Automate sending membership renewal reminders and processing renewals for aquatic centre members.
1.2. Automatedly track membership expiry dates and automate notifications to members.
1.3. Automate payment collection and update membership status in management systems.
1.4. Automates renewal workflows, reducing manual administration and improving member retention.
1.5. Automate escalation to alternative channels if members do not respond to initial reminder.

Trigger Conditions

2.1. Approaching membership expiry date (7, 3, 1 days before).
2.2. Member failed to renew within grace period.
2.3. Payment received from member’s profile.
2.4. Manual update to membership record triggers reminder.
2.5. Scheduled batch renewals for large cohorts.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Configure programmable SMS API, set up automated message templates for renewal reminders.
• Example: Send automated SMS three times before expiry.

3.2. SendGrid
• Feature/Setting: Use Transactional Emails API, automate personalized email delivery based on membership data.
• Example: Automated renewal email with payment link.

3.3. Stripe
• Feature/Setting: Billing and Subscription API automates invoice creation and payment processing upon renewal.
• Example: Automated charge when member renews online.

3.4. HubSpot
• Feature/Setting: Workflow automation triggers for sending reminder emails and updating CRM records.
• Example: Automate email drip for lapsing members.

3.5. Salesforce
• Feature/Setting: Process Builder automates renewal task creation and triggers emails/SMS via integrations.
• Example: Automatedly create renewal follow-up tasks.

3.6. Mailchimp
• Feature/Setting: Audience segmentation and journey automation for renewal reminders.
• Example: Set up an automated campaign for expiring memberships.

3.7. Zoho CRM
• Feature/Setting: Workflow rules to automate email/SMS reminders and renewals task assignment.
• Example: Automatic task when member nears expiry.

3.8. Microsoft Power Automate
• Feature/Setting: Flow automation for scheduled email, SMS, or Teams notification based on expiry field in database.
• Example: Automate checking expiry date and send reminders.

3.9. Freshdesk
• Feature/Setting: Automate ticket creation for at-risk memberships; trigger notifications to member and admin.
• Example: Automated ticket flagged within 2 days of expiry.

3.10. ActiveCampaign
• Feature/Setting: Automate email sequences and follow-up triggers using automation builder.
• Example: Multi-step email automation for renewals.

3.11. Google Calendar
• Feature/Setting: Automate calendar event creation for renewal follow-up tasks.
• Example: Automatedly add reminder appointments for staff.

3.12. Pipedrive
• Feature/Setting: Workflow Automation automates pipeline stage change and reminders.
• Example: Move lead to “Renewal due” and send automated SMS.

3.13. QuickBooks
• Feature/Setting: Automate invoicing for renewals, email payment requests using API or integrations.
• Example: Automated invoice on renewal trigger.

3.14. Constant Contact
• Feature/Setting: Automated email series for membership expiry and renewal outreach.
• Example: Automate personalized reminders.

3.15. Typeform
• Feature/Setting: Automate online renewal form collection and trigger confirmation workflows.
• Example: Auto-send completed renewal to member management system.

3.16. Slack
• Feature/Setting: Automate direct message notifications to staff/admin for pending renewals.
• Example: Automatedly notify renewal team of lapsing members.

3.17. Airtable
• Feature/Setting: Automate views and reminders based on expiry date field using notifications or API.
• Example: Automatedly move member to expired view when lapse occurs.

3.18. Intercom
• Feature/Setting: Automate lifecycle messages for renewal engagement, use rules to trigger reminders.
• Example: Automated in-app chat prompt for renewal.

3.19. PayPal
• Feature/Setting: Automated billing agreements API for collecting renewal payments.
• Example: Automate payment request for recurring renewals.

3.20. Asana
• Feature/Setting: Automate task creation and assignment for member renewal follow-up.
• Example: Automated renewal checklist for admin team.

3.21. DocuSign
• Feature/Setting: Automate contract renewal e-signature requests for memberships needing signed agreements.
• Example: Automated signature request workflow.

3.22. WhatsApp Business API
• Feature/Setting: Automate direct instant message renewal reminders to members’ devices.
• Example: Automated renewal message sent one week before expiry.

3.23. OneSignal
• Feature/Setting: Trigger automated mobile push notifications for renewal reminders.
• Example: Automated notification on app for approaching expiry.

3.24. Notion
• Feature/Setting: Use database automation with expiry triggers to flag admins and assign renewal actions.
• Example: Automate dashboards showing urgent renewals.

Benefits

4.1. Automating renewals reduces administrative overhead and errors.
4.2. Automated reminders increase renewal rates and member retention.
4.3. Automation delivers consistent communication across multiple channels.
4.4. Automated payment processing accelerates revenue collection.
4.5. Automate escalations improve responsiveness to non-renewing members.
4.6. Automating end-to-end renewal flows enhances member experience and staff productivity.