Membership tier upgrade/downgrade workflows

Purpose

1 Automate the end-to-end membership tier upgrade/downgrade process, handling eligibility validation, communication, updates across systems, invoicing, and onboarding offboarding workflows.

2 Automate transition tasks such as access provisioning/revoking, benefit allocation, club directory changes, data sync between legacy/modern databases, and trigger notifications to stakeholders.

3 Automate detection of qualifying activities (spending, event attendance, achievements), automating the approval or demotion logic, scheduling period review, and automating billing plan adjustments.

4 Increase efficiency and accuracy by automating repetitive manual tasks and reducing administrative overhead in managing dynamic Polo club memberships.

Trigger Conditions

1 Automated trigger based on crossing spend/participation thresholds, recurring scheduled evaluation dates, or manual request via member portal.

2 Automate API/Webhook responses from payment gateways or attendance tracking tools.

3 Automate triggers on renewal, special award wins, or manager recommendations.

4 Automate bulk or single member tier change based on club manager’s batch input.

Platform Variants

1 Salesforce

• Feature/Setting: Automate using Process Builder/Flow; configure triggers on ‘Membership_Status__c’ changes to automate record update and notifications.
  

2 HubSpot

• Feature/Setting: Automate Membership Lifecycle Workflow; automate lists with triggers from ‘Membership Tier’ property and automatedly send onboarding/offboarding sequences.
  

3 Twilio SMS

• Feature/Setting: Automate SMS via programmable SMS API on membership level change with recipient/member mobile as dynamic parameter.
  

4 SendGrid

• Feature/Setting: Automate transactional email API; send templated email on tier upgrade/downgrade event.
  

5 Stripe

• Feature/Setting: Automate ‘customer.subscription.updated’ webhook to trigger custom automation for club billing level, automate charging adjustment and invoicing.
  

6 Zapier

• Feature/Setting: Automate cross-platform actions linking CRM, email, and SMS; use ‘Update Record’ and ‘Send Email’ automations chained to tier change triggers.
  

7 Mailchimp

• Feature/Setting: Automate merge tag update and onboarding campaign trigger on automated list segment changes.
  

8 Google Sheets

• Feature/Setting: Automate App Script on row/property update to trigger downstream workflows (notifications, stats update).
  

9 Auth0

• Feature/Setting: Automate hook to trigger access policy change via Management API on membership group change event.
  

10 Pipedrive

• Feature/Setting: Automate Smart Docs and deal updates on custom field ‘Membership_Level’ change using Workflow Automations.
  

11 Notion

• Feature/Setting: Automate integration using database triggers to move/flag member profiles by tier; update dashboards and automating knowledge base updates.
  

12 Slack

• Feature/Setting: Automate posting to members/admin channels with Webhook URLs when upgrades/downgrades occur.
  

13 Microsoft Power Automate

• Feature/Setting: Automate Flows triggered by SharePoint list or Dynamics CRM field changes, updating team notifications and Excel logs.
  

14 Airtable

• Feature/Setting: Automate Scripting/Automations on table record update (tier column) to launch follow-up flows.
  

15 Intercom

• Feature/Setting: Automate segment message campaigns when user attribute ‘Membership_Tier’ is updated via API.
  

16 DocuSign

• Feature/Setting: Automate template assignment on access/benefit consent documents following automated membership level change.
  

17 Xero

• Feature/Setting: Automate syncing tier change-triggered invoices and receipts for club accounts via API/automator flow.
  

18 QuickBooks

• Feature/Setting: Automate invoice update automation using membership plan changes originating in CRM or payment tools.
  

19 Monday.com

• Feature/Setting: Automate board item status updates (for concierge/manager workflow) on member upgrade/downgrade initiation.
  

20 Club OS

• Feature/Setting: Automate member record updates, access provisioning, and scheduled tasks tied to tier change triggers via their automation engine.
  

21 Asana

• Feature/Setting: Automate project/task assignments to operational teams on scheduled/bulk upgrades and downgrades.
  

Benefits

1 Automates reduction of manual membership management touch points.

2 Ensures automatedly error-free, policy-compliant changes for a consistent member experience.

3 Automates communication for transparency, increasing member satisfaction.

4 Automator-driven approach streamlines back-office coordination and reduces lag.

5 Automating auditing and logging of all tier changes for compliance and operational analysis.

6 Automator allows scalable handling for member surges, especially during promotions or events.

7 Ensures automatable extensibility for adding new triggers as business rules evolve.

8 Automates cross-system synchronization, limiting duplicate data and integration errors.

9 Facilitates automating reward/recognition workflows, boosting member incentives.

10 Automates timely notification to finance, coaching, and management staff, keeping all stakeholders up-to-date.