Membership & BillingPurpose
1.2. Automate payment collection, update member status upon receipt, notify accounts, and flag exceptions for staff intervention.
1.3. Integrate membership record updates, receipt generation, and error handling in aquatic facility software stack.
1.4. Reduce manual administrative effort, improve member retention, and maintain regulatory compliance for recreation centers.
Trigger Conditions
2.2. Failed auto-renewal payment attempt detected.
2.3. Member account change request or administrative manual trigger.
Platform Variants
3.1. Twilio SMS
• Feature: Programmable Messaging – set up API to send SMS reminders using member phone numbers.
• Sample: Configure send message endpoint with renewal template and expiry date merge.
3.2. SendGrid
• Feature: Email API – trigger batch emails with personalized renewal links.
• Sample: Automate dynamic template sends from verified sender account.
3.3. Stripe
• Feature: Subscriptions API – automate payment capture, retries, and webhooks for status updates.
• Sample: Setup subscription schedule with renewal logic; handle payment_succeeded webhooks.
3.4. Mailchimp
• Feature: Campaign Automation – enroll soon-to-expire members in email journey sequence.
• Sample: Use API to add member email and schedule multi-stage reminders.
3.5. Salesforce
• Feature: Process Builder/Flow – detect renewing members, generate tasks, and send communications.
• Sample: Configure trigger on Membership_Expiry__c field; auto-email instruct and task creation.
3.6. Zoho CRM
• Feature: Workflow Rules – automate reminders, flag non-renewals, and push payment links.
• Sample: Build rule on membership expiry; send email/SMS using API call.
3.7. HubSpot
• Feature: Workflow Automation – segment contacts with ‘expiring’ tag and trigger sequences.
• Sample: Set up workflow for ‘expiring in X days’ properties, automate e-mail/SMS actions.
3.8. Google Calendar
• Feature: Calendar API – insert membership expiry as calendar event reminder for admins.
• Sample: Set up insert event action with recurrence and member name details.
3.9. Outlook 365
• Feature: Calendar Event API – create renewal followed-up tasks for staff via events.
• Sample: Automate event/message creation using expiry date as start time.
3.10. PayPal
• Feature: Billing Agreements API – initiate automatic recurring billing and notification webhooks.
• Sample: Configure agreement renewal, listen to payment_failed and payment_completed webhooks.
3.11. DocuSign
• Feature: Envelope Automation – send auto-filled membership renewal forms for signature.
• Sample: Pre-generate envelope using membership data and email for signature.
3.12. QuickBooks Online
• Feature: Recurring Invoice Automation – trigger invoice issuance and reminder email.
• Sample: Use API to enable recurring billing on relevant member accounts.
3.13. Slack
• Feature: Incoming Webhooks – notify specific channels of renewals requiring staff action.
• Sample: Configure webhook to post message on renewal action items.
3.14. Microsoft Teams
• Feature: Connector Notifications – alert teams to exception/failure queues for manual follow-up.
• Sample: Send adaptive card via webhook on payment failure.
3.15. Airtable
• Feature: Automation Triggers – update membership tables and send scheduled emails/SMS.
• Sample: Trigger scripts on expiry dates, auto-send communications using integrated services.
3.16. monday.com
• Feature: Automations & Notifications – move member item through workflow, automating outreach.
• Sample: Set up automation for dates approaching; notify team, send emails.
3.17. ActiveCampaign
• Feature: Automated Emails & SMS – trigger multi-touch renewal campaigns with branch logic.
• Sample: Build automation for contacts with expiry in X days, stagger reminders.
3.18. Xero
• Feature: Invoice Reminders – automate sending of renewal invoices at pre-set intervals.
• Sample: Configure repeating invoices and reminder schedules for members.
3.19. Freshdesk
• Feature: Ticket Automation – open tickets when members need manual assistance for renewal.
• Sample: Trigger new ticket based on webhook flag from failed renewal processing.
3.20. Webex
• Feature: Bot integration – auto-message staff groups about upcoming or failed renewals.
• Sample: Use webhook or bot message to alert group with member info.
Benefits
4.2. Minimizes missed renewals and lost revenue by automated, multi-channel outreach.
4.3. Ensures accurate, real-time membership records across payment, CRM, and communication platforms.
4.4. Improves member experience with proactive, timely communications and simplified renewal workflows.
4.5. Enables scalable and auditable processes, supporting future facility growth.