Membership renewal reminders and processing

Purpose

1. Automate sending membership renewal reminders and automate payment processing to ensure uninterrupted participation, reduce manual admin work, automate systematic fee collection, and enable automating recurring registrations for members in corporate freestyle wrestling organizations.

2. Automatedly maintain database accuracy, automate status updates, improve retention, and automate audit trails to ensure compliance for sports & recreation businesses focused on wrestling.

Trigger Conditions

1. Approaching expiry date of member’s registration or annual fee.

2. Failed or pending payment notification from payment gateway.

3. Change in member status flagged as "expiring soon" in CRM.

4. Scheduled date/time automator (e.g., run reminders every Sunday for upcoming week’s expirations).

5. Administrator or coach manually initiates renewal sequence automation.

Platform Variants

1. Twilio SMS

• Feature/Setting: Use Messaging API to automate sending SMS reminders to member phone numbers.
  
• Sample Configuration: Configure Messaging Service, create automation flow to trigger `messages.create` with custom reminder text.
  

2. SendGrid

• Feature/Setting: Use Send Email API to automate delivery of personalized renewal email reminders.
  
• Sample Configuration: Set up API key, automate transactional email using `mail/send` endpoint.
  

3. Stripe

• Feature/Setting: Automate recurring billing and renewal payment capture via Billing API.
  
• Sample Configuration: Enable `subscriptions` with webhook triggers for renewal attempts and automate retry on failure.
  

4. PayPal

• Feature/Setting: Use Subscriptions API to automate renewal invoicing, reminders, and payment processing.
  
• Sample Configuration: Configure `v2/billing/subscriptions`, automate webhook events for renewal events.
  

5. Mailchimp

• Feature/Setting: Automate segmented renewal campaigns via Marketing API.
  
• Sample Configuration: Configure automated campaign with renewal segment through `/automations`.
  

6. HubSpot

• Feature/Setting: Automate renewal reminder tasks and emails using Workflow Automation.
  
• Sample Configuration: Trigger workflow on renewal date property; automate task/email via CRM workflow actions.
  

7. Salesforce

• Feature/Setting: Automate process builder to schedule renewal reminder emails and automate lead status update.
  
• Sample Configuration: Set up "Process Builder" automator to trigger email action based on `Membership Expiry Date`.
  

8. Google Calendar

• Feature/Setting: Automate event creation for renewal deadlines using Calendar API.
  
• Sample Configuration: Automate calendar event insertion with reminders using `events.insert`.
  

9. Microsoft Teams

• Feature/Setting: Automate notification to staff about upcoming renewals via Teams Bot.
  
• Sample Configuration: Automate message post through Bot Framework with member details on renewal.
  

10. WhatsApp (via Twilio)

• Feature/Setting: Automate WhatsApp reminders via Twilio Conversation API.
  
• Sample Configuration: Automate templates for “renewal due” sent by `messages.create`.
  

11. Slack

• Feature/Setting: Automate renewal reminder messages to admin or members via Incoming Webhooks.
  
• Sample Configuration: Automate `chat.postMessage` using Webhook URL with renewal details.
  

12. Zoho CRM

• Feature/Setting: Automate workflow rules to send reminders and change member status.
  
• Sample Configuration: Use Zoho Automation rules based on expiry field.
  

13. Pipedrive

• Feature/Setting: Automate activity scheduling and reminders with API flows.
  
• Sample Configuration: Automate activities via `/activities/add` endpoint.
  

14. ActiveCampaign

• Feature/Setting: Automate email and SMS reminders for renewals via Automation sequences.
  
• Sample Configuration: Create automation with "Date-based trigger" for renewal date; send email/SMS step.
  

15. Calendly

• Feature/Setting: Automate meeting scheduling for renewal calls using Calendly Webhooks.
  
• Sample Configuration: Automate invitation email when renewal is due via webhook event.
  

16. Google Sheets

• Feature/Setting: Automate tracking and updating of renewal statuses via Sheets API.
  
• Sample Configuration: Automate row update as member renews, log renewal via `spreadsheets.values.update`.
  

17. Airtable

• Feature/Setting: Automate database update and reminder triggers through Automation and Webhooks.
  
• Sample Configuration: Create base automation to check expiry, send email, and update records.
  

18. DocuSign

• Feature/Setting: Automate renewal document sending and signature collection via API.
  
• Sample Configuration: Automate envelope send via REST API when renewal payment processed.
  

19. Intercom

• Feature/Setting: Automate in-app and email reminders for upcoming membership expiration.
  
• Sample Configuration: Send automated outbound message based on renewal date custom field.
  

20. Zapier

• Feature/Setting: Automate multi-step workflows, connecting CRM, email, and payment for seamless renewal processing.
  
• Sample Configuration: Automate trigger on expiry date, send reminder via email/SMS, trigger payment charge, update CRM.
  

Benefits

1. Automates repetitive tasks, saving admin workload and reducing manual errors.

2. Automated reminders and payments improve revenue flow and reduce lapses.

3. Automation increases renewal rates and member satisfaction through timely communications.

4. Automates record-keeping for compliance and audits in the wrestling sector.

5. Automating notification and collection processes enables staff to focus on member experience and growth.