Automatic suspension/reactivation for non-payment

Purpose

1.1. Automate the identification, suspension, and reactivation of member accounts based on payment status for a polo club, ensuring only paying members access club facilities and services.
1.2. Enforce compliance automatically, minimizing manual intervention, human error, and administrative latency.
1.3. Automate notifications to inform members of suspensions and reactivations, keeping communication clear and timely.

Trigger Conditions

2.1. Automated suspension triggered by failed payment or overdue status detected by finance software, CRM, or payment gateway.
2.2. Automated reactivation triggered by receipt of cleared payment or resolution of outstanding dues logged in the system.
2.3. Automate status changes based on predetermined timeframes (e.g., 7 days overdue automates suspension).

Platform Variants

3.1. Stripe
• Feature/Setting: Webhooks; automate listening for failed/paid payment events and trigger status change in club database.

3.2. PayPal
• Feature/Setting: IPN (Instant Payment Notification); automatable webhook triggers for payment received/failed, syncing member status.

3.3. QuickBooks Online
• Feature/Setting: Automate via API or Zapier integration to monitor invoice status; automate suspension/reactivation logic on payment record update.

3.4. Xero
• Feature/Setting: Automatable API; fetch overdue invoices and automate actions on membership platform.

3.5. Salesforce
• Feature/Setting: Process Builder automation for opportunities/receivables; automate member status update.

3.6. Microsoft Dynamics 365
• Feature/Setting: Power Automate flows monitoring invoice/payment status fields; automate workflows for account management.

3.7. Zoho CRM
• Feature/Setting: Workflow rules on “Invoice” module; automates membership suspension/reactivation based on payment flag.

3.8. MemberPress
• Feature/Setting: Automatable built-in rules for automating user status upon failed or successful payment.

3.9. Wild Apricot
• Feature/Setting: Membership status automation via Event Notifications for invoicing events.

3.10. Mailchimp
• Feature/Setting: Automate segmentation; trigger emails on suspension/reactivation automation events.

3.11. SendGrid
• Feature/Setting: API calls to automate transactional email notifications for status changes.

3.12. Twilio SMS
• Feature/Setting: SMS API, automate sending real-time SMS alerts for suspension/reactivation.

3.13. Google Sheets
• Feature/Setting: Automate membership status columns using Google Apps Script or third-party automator integration on data changes.

3.14. Airtable
• Feature/Setting: Automatable automations with triggers on “Payment Status” field to automate status updates.

3.15. Pipedrive
• Feature/Setting: Automate workflows based on custom fields for payment tracking; automatable webhook triggers to update status.

3.16. HubSpot
• Feature/Setting: Automated workflows; automate suspension/reactivation via deal or ticket properties.

3.17. FreshBooks
• Feature/Setting: Payment status monitoring; automates webhook notification for overdue/paid invoices.

3.18. Trello
• Feature/Setting: Automatable Butler automation for updating cards/lists based on payment tracking fields.

3.19. Monday.com
• Feature/Setting: Automate recipes/actions for member status automating linked to payment columns.

3.20. G Suite (Google Workspace)
• Feature/Setting: Automate Gmail or Calendar notifications alongside Google Sheets integration for status tracking.

Benefits

4.1. Automates routine administrative tasks, allowing staff to focus on member engagement.
4.2. Automatedly ensures only paid members retain access, reducing dispute occurrences.
4.3. Automating notifications improves member satisfaction and transparency.
4.4. Highly scalable and automatable, suitable for growing memberships.
4.5. Reduces revenue leakage and increases operational efficiency through automation.