A Complete Guide to CRM For Membership Organisations

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4 years ago

Associations spend a great deal of time managing relationships with contacts, members, and leads from their website. From inputting member registration, updating contacts, billing membership fees, scheduling volunteers, to coordinating events; it is intensive work for administrators.

Association management software (AMS) can help your organization automate a lot of these tasks.

Not only is relationship management software good for your association’s administrators, but it is beneficial for your members as well. By syncing information from your association’s website platform to your AMS, your members will always have access to the most recent information. New members will be able to register automatically and current members can easily update their personal information as it changes.

Why Do You Need a CRM for Membership Organisations?

Being a member of associations can bring great benefits. Associations exist to create a better future for a certain group. Due to this, association members also benefit.

It is important for your members to be able to easily communicate with the association and be able to easily find information they need.

A membership management software will allow your members to register for workshops, seminars, and conferences; easily find who they need when contacting the association; and more.

How to Choose a CRM for Membership organisations

Not all CRMs are made equally. Some CRM software works better than others, but your membership management software must fit the needs of your association — it must be compatible.

We are going to cover the best CRM for membership software for a few different association types.

Club Management:

Club management systems are generally geared to organizations where members pay a monthly or yearly membership fee. These memberships are paid up-front and often include a physical card or keychain. The member pays for a membership package (for example, an annual membership to a brick-and-mortar gym will come with a year-long membership, not a monthly membership).

For club membership organizations, we recommend Evolv CRM. This CRM works with contact management, campaign management, and membership management. Evolv CRM is designed for both membership managers and frontline staff of organizations.

The customizable filtering brings context to your day-to-day work. With direct access to your important members, you can schedule events, associate them to a particular event, and also find out their personal information.

Complimentary software and resources for club management software with Evolv CRM include a free mobile app, permission-based access, unlimited database, messaging dashboard, account authenticity.

You can get free trials for many of the CRMs we’ve mentioned. This way, you can test them out and see if they are right for your association. The Evolv CRM trial has no limits on recording, emailing, email queuing or data.


Corporate membership are associations focused on corporations that are interested in your product or service. For example, a corporation wanting to purchase the same product from two different suppliers would be a member.

Yvan Skerra, founder of the Association for Corporate Growth (ACG), told us that “the model of associations is different” from corporate to corporate. You need to determine your corporate association buyers and then monetize it.

The members of associations are less likely to pay for annual membership fees, which is why Evolv CRM is perfect for this type of association. You can charge your members a membership fee on a monthly or yearly basis.

Public Fundraising:

Different charitable organizations have different needs. For those looking to raise money from the general public, you can choose to do so with what is known as ‘hard asks’ (asking people to donate a specific amount with clear instructions on how to give) and ‘soft asks’ (asking people to make a donation without having clear instructions on how to make a donation).

Why Software for Membership Management?

There are online, and offline, operating costs for membership associations.

From printing envelopes, and other promotional material, to paying for bank or private loans, the time spent managing money, membership, and members can be substantial. Associations need money to function, but managing money is a time consuming task, especially if it is not automated.

With membership management software, you can easily find members, track their payments, and send out membership cards and other items. A membership solution can also easily track the membership or employee records for an organisation.

However, many association memberships are different on an organisation to organisation basis. Each business finds their own way to manage memberships with their own unique look and feel. What works well for one organisation may not be right for another.

The main purpose of joining an association is to have access to the services provided by the association and the sense of community it offers within that association.

There are so many great benefits to being a member of an association as opposed to a freelancer or consultant. For all intents and purposes, it is like having a co-work environment at your own place. It allows you to discuss strategies with other members and come up with your own solution without having to disrupt any existing lives.

One of the best ways to attract new members is to show your members what being a member can do for them. If you have an association website and a membership platform, your current members can show them what it means to be a member. Visitors to your website will be able to see the change in membership benefits.

Whether your association is a subscription, or one that focuses on the physical presence of members, or one that solely focuses on membership dues, there are membership software options that fit all types of membership organizations.

What is Membership Management Software?

In association management, membership software is software that facilitates the management of all aspects that constitute membership. Membership management software is also known as association software.

Addressing the communication needs for users of Membership Management Software requires the following:

Ability to communicate via Email Integration with WebMail/CMS (E.g. Webform) Support phone and chat functions

Ability to communicate via Email:

The one thing is communication that’s primarily built-in, and usually works well, is email. Automating the most basic communications is a great way to begin making contact with users. You can’t expect to learn there email address or phone numbers if your software doesn’t make that happen.

Integration with Web-mail/CMS

The other thing is webmail or CMS integration. Many organizations that use Content Management Systems (CMS) but don’t integrate systems.

In many cases, you could add your email software into CMS and it would send out newsletters or automated messages.

Support Phone and Chat

The last thing is chatting with users. A lot of folks that use chat functions or phone systems are not the folks that tend to hang around on a website so much. They are usually only there to sign up.

Starting a conversation over the phone can be a great way to learn about a new prospect or to start a conversation with them before they decide to buy something from you. Phone and chat support are often under-estimated service options, and they’re a great way for end-users to communicate with you directly.

What is a CRM?

CRMs have been around for a long time now and have moved to the point where they are an everyday reality for any type of customer service oriented business. CRM software solutions have advanced significantly to the point where you can now manage your business with one system.

The basic functions of CRM have evolved over time to include the following:

  • Setting up a customer contact
  • Creating work orders, or tasks to complete with the customer
  • Communicate with customers via email
  • Exchanging ideas with customers via an idea exchange
  • Automate communications with customers by setting up automated communications
  • Communication via phone
  • Automated reminders, and notifications
  • Assign company personnel to customers
  • Clear workflow for handling complaints and inquiries

When you add all these features together, you have full-fledged customer and sales management software. This software provides you with a complete system to handle all aspects of your business.

How Can CRM Software Help My Business?

CRMs scale well and businesses of all sizes benefit from using them. Applications for CRM software solutions range from single user systems for just one sales person, to enterprise-wide systems for managing all aspects of your business. CRMs are very scalable and you can quickly add new features and functions to suit your business needs.

Some of the benefits of using customer relationship management software include:

  • Increased productivity through faster and more effective sales
  • Increased sales due to increased number and frequency of sales leads
  • Increased sales due to more effective marketing campaigns
  • Increased sales by streamlining sales processes by optimizing customer and sales contact
  • Reduced time and cost associated with managing customers
  • Reduced time, cost, and stress on sales people
  • Increased sales by improving customer satisfaction
  • Reduced time and cost of training sales people
  • Increased customer satisfaction and therefore retention
  • Increased revenue
  • Reduced time and costs for technical support
  • Increased repeat business
  • Reduced time and effort for marketing and promotions

Everyone is looking for ways to save time and money. CRM is one way you can save time and money on your business. Software can be installed on your network and will simplify your business practices.

Customer relationship management software provides your business with the technology you need to streamline your business processes, improve your processes and systems, and increase your revenues, all in one product.

Why Is CRM So Valuable to Your Business?

Any business, large or small, will benefit from the use of customer relationship management solutions.

Using CRM solutions will improve the way you do business. You’ll be able to communicate more effectively with your customers, ensuring repeat sales and increased revenues. Customers will feel more valued and you’ll be able to focus on making your business evolve.

The process of closing sales is very time-consuming. CRM solutions will greatly improve your ability to manage and streamline the sales process. Your sales teams will be able to focus on closing sales, which means you’ll have the edge over your competition.

CRM Solutions will also reduce your support costs by automating the responses to customer inquiries. Your customers will appreciate the ability to get answers to their questions in real time.

Advantages of Using a CRM for Membership Organisations?

We all like to be a member of organisations. If you’re the leadership person in an organisation, then you probably get a lot of requests for membership. Now, in this modern world of internet and information, you want to stay in contact with your members and that’s where integrations come in with CRM software.

A CRM system should include auto-refreshing of members on a regular basis. We recommend integrating your CRM with a data appending service to keep the information in your database updated. This will help the performance of your sales and marketing campaigns.

You probably want to collect email addresses for offering additional services to your members.

Assigning your members to the right department.

Automatic reminders regularly and with the help of CRM, you can do this.

There may also be discussions and polls within the membership group and you want to keep a track with notification settings and allow your team to be notified in order to take actions quickly.

If your membership site allows for monetary transaction or transaction charged then your CRM should be able to connect to your shopping cart or payment processor and that way you’ll be able to automatically keep a track on your transactions.

And a lot more…

And since your membership site is installed on the same server as your CRM, your leads pasted into the CRM will automatically be scheduled to work shifts and you’ll stay organized.

Summarizing it in one Or More Phrases…

Customer relationship management is simply the centralization of information and activities within the sales, service and marketing departments. It is used to retain the interest of existing customers, as well as to develop new customers. CRM is used to streamline the processes that connect the function of promoting and selling a product or service. CRM is a business application that tracks the customers buying patterns and keeps a record of communication, like email.

What Are The Main CRM System Components?

The CRM software consists of several main parts or components.

Pacakge Inventory Management:

A well laid out onsite and offsite inventory system is required for the full and efficient functioning of your business. It will help you to remain updated on what is taking place in your business and help you to achieve your goals. A well laid out inventory system will assist the company keep a record of its products and the history associated with it. It also helps in keeping a track of who, where and when of any product or service that is sold or bought.

The CRM software incorporates the process of inventory management on several levels. You will be able to get a detailed description of the stock available within your company. With the help of the inventory control feature, you will be able to stay up to date with all the activities that are going on in each department. You can easily track the movement of products and see a graphical representation of it.

The CRM software also helps you to keep tabs on the general mood of your clients. This is done by keeping a strict record of emails, customer care calls and visitor details.


A good purchasing system definitely assists in bringing in more exposure to different customers. The system will help you to purchase products which will generate a maximum profit and will help you to achieve your goals. With the purchasing system, you can determine the products to be purchased by analyzing the input provided by the customers, competitors or markets. You can get the price, reviews and quantity of each product. In addition to this, you will be able to know the vendor details, advantages of buying from them and the trends regarding the products.

Managing Employee Schedules:

Managing employee schedules is an essential part of your business. The employee schedules will provide you with invaluable data that will help you to take the right decisions. With the help of the employee schedule, you will be able to determine the number of hours worked by employees and the percentage of that time spent on each task. You will be able to know the level of job performance and set individual goals for your employees. This will help you to evaluate the performance and help employees in developing their potential and skills.

Disaster Recovery:

The disaster recovery system will help you to restore the data that you have lost. Using this tool, you will be able to roll back the loss and reduce the impact. This data can be a product, client or any other important data


Certain types of configuration have to be made in order to work properly. It requires the type of software and client’s access rights and access abilities. By setting up the compatibility of the system, you will get a better understanding of the company’s internal structure in a much better way.

Time Management:

Time management enables you to get a better grasp over your employees and the general work of the company. The time management system allows you to track your time and see the time spent on various activities. You get a better understanding of the time commitment on a daily basis and also at the end of the year.

Help Desk:

The CRM system will enable you to see the different patterns of web traffic. With the help desk system, you will be able to track the site activities in detail, understand the pages that are visited frequently and link pages together. The main focus of the help desk system is to enhance the visitor and customer satisfaction.


Reporting is absolutely vital when you are using the CRM system. Even the most advanced system in the world will prove to be immensely beneficial if there is no proper reporting. With the help of the CRM software, you will be able to track your statistics and draw conclusions. This will enable you to produce on a daily basis.

Simultaneous Accessibility:

A good CRM software should be easily accessible to all levels of employees. You should be able to track the data from anywhere within the organization and from any given location. In case a server gets damaged, you should be able to access the data from a different location or from any other device.

Some CRM System Integrations:

The CRM software has proven to be of immense value and has become a mainstay in almost every industry. CRM is particularly useful in small organizations where the client and the employee base is small. But it has been found that the main benefits of CRM are being gained by companies in huge size organizations. The reason for this is mainly because, as the company scales up, it becomes dysfunctional.

A good CRM software helps you to increase the organizational efficiency by integrating the individual and professional efforts and communicating the joint efforts. Its integration capability in the organization helps you to structure the information in the form of reports and gives you with a visual depiction of the way in which you can improve your organization.

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