Automated membership renewals and reminders

Purpose

1. Automate membership renewal notifications, reminders, invoicing, and payment management for Rsl club members.

2. Automatedly communicate with members via email, SMS, or app regarding expiring memberships.

3. Automate follow-up reminders based on user response and overdue status.

4. Automate integration of renewal updates with CRM, accounting, and reporting tools.

5. Automate status updates for member access and privileges upon renewal or lapse.

Trigger Conditions

1. Membership expiration date approaching (e.g., 30, 14, 7, 1 days before).

2. Overdue status after expiration (1, 7, 14, 30 days post-expiry).

3. Renewal payment received or not received.

4. Manual trigger by staff for custom reminders.

Platform Variants

1. Twilio SMS

• Feature/Setting: Automate sending of SMS reminders and renewal confirmations.
  
• Configuration: API call to `Messages.create()` with template text and member phone number.
  

2. SendGrid

• Feature/Setting: Automate email notifications and follow-up reminders.
  
• Configuration: API integration to `/mail/send` for timed drip campaigns.
  

3. Microsoft Outlook 365

• Feature/Setting: Automator for email scheduling and automated calendar invites for renewals.
  
• Configuration: Automate via Graph API `/me/sendMail`.
  

4. Mailchimp

• Feature/Setting: Automated mailing list segments for expiring memberships.
  
• Configuration: Setup automations in Customer Journeys for renewal sequences.
  

5. Salesforce

• Feature/Setting: Automate creation of tasks and updating contact stages based on renewal.
  
• Configuration: Use Process Builder flows triggered on membership expiry.
  

6. Xero

• Feature/Setting: Automate invoicing for renewals and reconciliation of payments.
  
• Configuration: API `/Invoices` for generation and delivery.
  

7. Stripe

• Feature/Setting: Automate recurring subscription and renewal payment attempts.
  
• Configuration: Webhooks on `invoice.payment_failed` and `invoice.paid`.
  

8. HubSpot

• Feature/Setting: Automate ticket creation and automated follow-up emails.
  
• Configuration: Workflows triggered by custom property for expiry dates.
  

9. Slack

• Feature/Setting: Automated alerts to admin channels for failed renewals.
  
• Configuration: API call to `chat.postMessage`.
  

10. Google Calendar

• Feature/Setting: Automate event creation for upcoming renewal deadlines.
  
• Configuration: API `/calendars/primary/events` for adding automated reminders.
  

11. Zoho CRM

• Feature/Setting: Automate updating member records and renewal workflows.
  
• Configuration: Blueprint automation and workflow rules.
  

12. Monday.com

• Feature/Setting: Automate tasks for staff renewal follow-up.
  
• Configuration: Automator recipes triggered by date columns.
  

13. Pipedrive

• Feature/Setting: Automated pipelining of membership status changes.
  
• Configuration: Automating deals' stages for renewals.
  

14. Intercom

• Feature/Setting: Automates in-app reminders and chat prompts.
  
• Configuration: Automated messages triggered by membership attributes.
  

15. ActiveCampaign

• Feature/Setting: Automating email drip and task creation.
  
• Configuration: Automate with automation sequences based on tag (expiring member).
  

16. Google Sheets

• Feature/Setting: Automate log and monitoring of renewal events.
  
• Configuration: Use API append for status updates.
  

17. QuickBooks

• Feature/Setting: Automated batch invoice generation for renewals.
  
• Configuration: API to `createInvoice` for member batch processing.
  

18. DocuSign

• Feature/Setting: Automated renewal agreement sending and signing.
  
• Configuration: Template envelope creation via eSignature API.
  

19. Zendesk

• Feature/Setting: Automatically open support tickets for overdue cases.
  
• Configuration: Automator triggers and macros on overdue conditions.
  

20. WhatsApp Business API

• Feature/Setting: Automated WhatsApp renewal reminders and response capture.
  
• Configuration: Send message API with templated reminder content.
  

21. Teamwork

• Feature/Setting: Automated task and project milestone for bulk renewals.
  
• Configuration: Automator for renewal deadline projects.
  

22. Freshdesk

• Feature/Setting: Automate ticket escalation on failed renewals.
  
• Configuration: Workflow automator with rules on status.
  

23. SurveyMonkey

• Feature/Setting: Automated satisfaction surveys post-renewal.
  
• Configuration: Auto-triggered survey emails post-payment.
  

Benefits

1. Automates manual follow-ups, reducing staff time and minimizing oversight.

2. Automated reminders improve renewal rates and revenue consistency.

3. Enhances member experience via timely, multi-channel communication.

4. Automating payments and invoicing speeds up cash flow.

5. Consistent data entry and synced statuses through automated integrations.

6. Improves compliance and record-keeping with automated audit trails.

7. Scalable automation supports future growth and membership expansion.

8. Triggers and automates support workflows for expired and overdue accounts.

9. Enables advanced reporting via automated data pipelines.

10. Reduces risk of lapsed memberships through persistent, automated reminders.