Membership renewal reminders and processing

Purpose

1.1 Automate recurring member renewal reminders and payments for laser tag centers.
1.2 Automatedly track expiry and renewal dates to trigger notifications.
1.3 Automating invoice creation, payment collection, and membership database updates.
1.4 Reduce manual workload by automating communication, approval flows, and payment reconciliation.
1.5 Enhance member retention and increase timely payments through proactive automated reminders.

Trigger Conditions

2.1 Membership expiry approaching (e.g., 30/7/1 days before).
2.2 Membership expiration reached without renewal.
2.3 Successful payment received and processed.
2.4 Unsuccessful or failed payment attempt detected.
2.5 Manual admin trigger for select members’ renewal campaigns.

Platform Variants

3.1 Twilio SMS
• Feature: SMS API — Automate sending scheduled text renewal reminders.
• Setting: Configure automated message schedule with personalisation tags.
3.2 SendGrid
• Feature: Transactional Mail Send — Automate renewal email blasts with dynamic content.
• Setting: Use dynamic template API for member-specific info.
3.3 Stripe
• Feature: Subscription API — Automate recurring payment collection.
• Setting: Set up auto-renew for memberships, configure webhooks for payment events.
3.4 PayPal
• Feature: Billing Plans API — Automate invoicing and payment retries.
• Setting: Create recurring payment profiles for each member type.
3.5 Google Calendar
• Feature: Calendar API — Automate adding renewal reminders for admins.
• Setting: Events auto-generated at expiry and renewal intervals.
3.6 Zoho CRM
• Feature: Workflow Rules — Automate renewal tracking and status updates.
• Setting: Configure automator rules for membership expiration stage.
3.7 Salesforce
• Feature: Process Builder/Flow — Automates email/notification for renewals.
• Setting: Triggered flow on membership record stage change.
3.8 HubSpot
• Feature: Workflows API — Automating renewal reminder sequences.
• Setting: Automatedly move contacts between renewal pipeline stages.
3.9 Mailchimp
• Feature: Automated Campaigns — Automate renewal campaign emails.
• Setting: Automated triggers set for expiry dates.
3.10 Slack
• Feature: Incoming Webhooks — Automate staff notifications for lapsed renewals.
• Setting: Channel webhook integration for team reminders.
3.11 Microsoft Teams
• Feature: Adaptive Cards API — Automator sends actionable renewal prompts.
• Setting: Configurable card templates for financial admins.
3.12 QuickBooks
• Feature: Invoice API — Automatically generate and send renewal invoices.
• Setting: Schedule recurring invoice function by member type.
3.13 Pipedrive
• Feature: Automations — Automate renewal activity creation and follow-ups.
• Setting: Automatedly assigns renewal tasks to sales team.
3.14 ActiveCampaign
• Feature: Automation Builder — Automate multichannel follow-up for renewals.
• Setting: Drip sequence triggered by expiry dates.
3.15 SMSMagic
• Feature: Scheduled Messaging — Automate SMS reminders pre/post expiry.
• Setting: Configurable schedules and member data fields.
3.16 Shopify
• Feature: Scripted Workflow — Automate membership renewal product purchasing.
• Setting: Use Shopify Flow to trigger renewal logic on expiry events.
3.17 WooCommerce
• Feature: Subscription API — Automate online renewals and reminders on WordPress.
• Setting: Configure webhook to automate expiry notices.
3.18 Zapier
• Feature: Multi-step Automations — Automate cross-platform renewal logic.
• Setting: Trigger workflows between CRM, email, and payment platforms.
3.19 Calendly
• Feature: Reminders API — Automate reminders for renewal-related consultation calls.
• Setting: Automatedly triggered per member renewal schedule.
3.20 Intercom
• Feature: Messages API — Automates in-app or email reminders pre-expiry.
• Setting: Event-based messaging logic mapped to membership state.

Benefits

4.1 Automation of renewals reduces administrative burden and likelihood of human error.
4.2 Automated reminders increase renewal rate by ensuring members are promptly notified.
4.3 Automating payment processing accelerates cash flow and minimizes payment friction.
4.4 Automatable workflows streamline member status tracking and reporting.
4.5 Automated history enables auditability and reduces compliance risks.
4.6 Automation enhances member experience by delivering consistent, timely reminders and communications.