Membership Resources And Guides | WildApricot Blog

Membership Card Template: How to Create Membership Cards In 3 Minutes

Marlena Moore — Tue, 25 Nov 2025 20:08:29 +0000

One of the best ways to improve your members’ experience is to provide them with membership cards.

Creating these simple ID cards may seem like a fairly straightforward process, but believe it or not, how you design and distribute them can have an impact on your members’ satisfaction and even on your member retention rates!

In this post, we’ll share:

The benefits of utilizing membership cards for your member-based organization

The best way to create membership cards – whether you want physical or a digital cards

Free templates and examples to use for inspiration when designing

What Is a Membership Card?

A membership card is a physical or digital card that proves a member’s membership with your organization. This can look like a variety of things depending on how you create and distribute them.

Physical identification can be:

Plastic card with member information

Printed ID card – members can choose to laminate for stability

Badge with a magnetic stripe to swipe

Digital identification can be:

Key tag or fob to tap or scan

QR codes to scan and pull up member information

Virtual member profile saved online or in an app

It can be used when admitting members into events and to give them access to other member benefits, like discounts from your organization’s partners.

The complexity of your members’ cards is up to you! It should always include their member or ID number as well as the member’s name and organization name. But you can also add more intricate designs with full color printing, photos and logos, technology (like QR codes and magnetic stripes) and even laser engraving.

We’ll go over all the elements to consider when designing your members’ ID cards in the next section.

6 Elements You Should Include on Your Membership Card

What you include on your membership cards will depend on how you and your members use them (for example, a club membership card may be used primarily to check in at meetings, whereas an association’s member card may be used by members to introduce themselves at networking events – similar to business cards). Not every item on the list below is a must-have, but this should give you a good place to start!

Organization Information: Your organization’s name, logo, address, website and contact info

Member Information: Member’s name, ID number and photo

Membership Details: Membership tier or member level, “member since” date and membership expiry date

Card Usage: How this card can and cannot be used (may differ depending on membership tier)

Verification: An ID number, scannable barcode/QR code/magnetic stripe that can be used to verify membership and track the use of the card

Why Do I Need a Membership Card Template?

Whether you choose to create physical or digital membership cards, you can save hours of manual work by using membership card templates.

If you have 25 members, it may seem feasible to design each card manually… but what if your membership eventually grows to 100, 200 or 500+ people? (And we hope it does!) What started out as a quick task will quickly become unsustainable.

With templates, you can create an unlimited number of cards with just a few clicks. And if you ever need to update all of your members’ cards with a new logo or a new field, you can do that in a matter of minutes too!

Keep reading to learn how to use WildApricot to create membership cards yourself step-by-step — the entire process only takes about three minutes.

How to Make Membership Cards in 3 Minutes

Step 1: Start a Free Trial of WildApricot

WildApricot offers a 60-day free trial, so that you can test out all our software features – from member and event management to financial tracking and reporting.

When you start your free trial, you’ll get to your WildApricot website. This is where your members can log in and find their digital membership cards, accessible on both their WildApricot mobile app or computer. Your members can also choose to print out their ID cards, or your team can print and distribute them at your next meeting.

Step 2: Save Your Contact Database as an Excel File and Upload it to WildApricot

Once you create your WildApricot account, the first step is to upload your contacts to the contact database. This will automatically generate every member’s individual membership card on its own — you won’t need to lift a finger!

To import your contact database into WildApricot, go to Contacts > Import > Choose File.

Need more help? Read the full article on Importing Your Contacts and Members

Step 3: Customize Your Member Card Template

Once you’ve added all your members, it’s very easy to customize the your membership card design. You choose what information is displayed, if you want to include photos and the template layout.

Simply navigate to Members > Card and click “Start creating a card”.

You’ll come to this screen, where you can choose a pre-existing template (recommended if you want to get started quickly), or design a new template yourself.

If you pick a pre-existing template, all your members’ details will be automatically filled in. If you choose to create one on your own, you’ll be able to manually add each of the member fields you’d like to include. There’s even a field for members’ photos, which will populate automatically once your members have added them, like in the example below:

Alternatively, you can get creative and design your own membership card template from scratch! Here are some examples that we’ve created to get you inspired:

Step 4: Ask Your Members to Login to Your WildApricot Website and Access Their Membership Cards in Their Profile Page

Once you’ve completed the above steps, your members’ cards will automatically generate on their own.

To get your membership cards to your members, simply email them a link to your new WildApricot website, and ask them to login with their email address.

Since it’ll be their first time doing so, ask them to click “forgot password”, which will generate a new password that will be emailed to them. Once they’re all set up with an account, they can login and access their membership cards, which they can display on their phones or print out.

If your members prefer to use digital membership cards, our membership app makes it easy to access them anytime (pro tip: they can also use the app to update their profile, view your full member directory, interact with other members and more!).

Click here for more information about the app, and to download it for free.

Membership Card Templates and Examples to Get You Inspired

As we said before, you can create your own membership card template in WildApricot. Here are some of our favorite examples from Canva to inspire your own card template creation!

How Can Digital Membership Cards Benefit My Members?

Now that you’ve created your membership cards, it’s time to decide: should you choose physical or digital membership cards?

While membership cards have traditionally been made from paper or plastic, more and more organizations are making the move to digital membership cards. They’re much easier to create, distribute and update, especially as your membership grows. This way you don’t have to worry about printing a new card each time you have a new member!

Not to mention, digital cards are preferred by members because there’s virtually zero chance that they’ll forget their card at home or lose it!

Other ways your team and your members can benefit from digital membership cards, or a mobile member app, include:

Recognizing membership status through displaying years of membership, membership levels and membership accomplishments

Celebrating learning credentials, certificates and degrees

Tracking event registrations, check-ins and session attendance

Accessing exclusive member benefits and discounts by showing their card at partner organizations

Sending reminders of renewal dates and giving milestones

Customizing badges, display tags and more to help connect with other relevant members, job opportunities and content of interest

Beyond Membership Cards: The Benefits of All-in-One Membership Management Software

If you’re a membership organization like a club, association, church, or other nonprofit, WildApricot offers many ways to make your life easier beyond membership cards.

In fact, we’re proud to be the #1 rated Membership Management Software used by over 20,000 organizations across the US!

That’s because WildApricot allows you to fully service your membership organization’s administrative tasks when it comes to areas like:

Website: create and update your website with little-to-no tech experience.

Events: easily create and promote fundraisers, events, meetings and courses, with online registration, attendance tracking and payment processing.

Online Store: sell merchandise like swag, services and even virtual courses.

Payments: automate membership renewals, registrations and payments with financial tacking and invoicing.

Member database: maintain detailed member and admin records with our easy-to-search and filter online database.

Emails and text messaging: send professional newsletter and email communications with built-in templates and drag-and-drop editor.

Member Login: allow members to login to your website to access exclusive resources, connect with other members and update their profiles (and their membership cards!).

And much more!

It’s our hope that you’ll give WildApricot a try and see for yourself not only how easy it is to make membership cards, but how it can completely transform most of your other administrative tasks related to membership management.

The post Membership Card Template: How to Create Membership Cards In 3 Minutes appeared first on WildApricot.

The Ultimate Guide to Membership Management Software For Nonprofits [2025 Edition]

Marlena Moore — Fri, 07 Nov 2025 00:25:00 +0000

Tighter budgets, higher member expectations and evolving tech—oh my! Nonprofits are now under more pressure than ever to make a greater impact with less and less.

If you’ve landed here, you’re likely searching for a better way to handle reporting, outreach, marketing, databases, event planning and payments – all without burning out your team.

That’s where nonprofit membership management software comes in!

Whether you’re running a small nonprofit or a national charity, the right platform can help you save time, increase donations and build stronger connections with your members.

In this article, we’ll go over:

What membership management software actually does – and why it matters in 2025
The top features to look for (including AI-powered tools and automation)
How to choose the best platform for your nonprofit’s size, goals and budget
A comparison of eight leading tools for nonprofits and associations
Tips for a smooth implementation and better adoption by your team

By the end, you’ll understand everything you need to know about nonprofit membership management software so you can find the best solution.

What is Membership Management Software for Nonprofits?

Nonprofit membership management software is designed to help nonprofits efficiently manage, engage and grow their member base. It centralizes all member-related activities and data into one platform, allowing you to streamline administrative tasks and improve communication with your members. You might also hear it referred to as simply membership management software (MMS) or association management software (AMS).

Whatever the name it goes by, here are some of the key ways you can use it:

Store and collect information about your members, so you can focus on sharing the activities and updates that will interest them the most
Create a membership database for your nonprofit, so members can easily connect with each other and learn more about one another
Facilitate networking between your members, which you can highlight as a membership benefit
Gather and distribute materials to your members using built-in email and member portal capabilities
Track and collect membership dues – you can even automate them, limiting missed payments
Securely process donations and event payments, so you don’t have to rely on collecting fees at the door

The Biggest Benefits of Using Membership Management Software for Nonprofits

The top benefit that membership management software can offer your nonprofit?

Time savings.

“WildApricot saves me over 15 hours a week! It’s given our organization a professional membership service, includes an easy-to-use website and I love how it automatically charges our members’ credit cards for their renewals.”

–Rick Watson, President – Friends of Valle de Oro National Wildlife Refuge

If you’re like many of the other nonprofits we talk to, you have very limited resources — but you still have to juggle an endless task list, from event reminders, payment due dates, reports and more.

Nonprofit management software can help automate and organize your many ongoing tasks, including time-consuming activities like:

Recordkeeping
Member communications
Data collection
Automated reminders for events, dues collection, and more
Payment processing
Subscription management
Reporting

This ultimately frees up your time, allowing you to focus on what matters most: creating more value for your members.

That’s really the other main benefit of membership software for nonprofits. Once you’re able to automate many of the manual tasks that are cluttering up your day, you can start focusing on the personalized touches that help bring more value to your members — ultimately growing your nonprofit and making a bigger impact on your mission.

That’s what Well-Read Mom, a nonprofit book club, found — By using WildApricot’s MMS and Text Messaging Service, they streamlined communication and boosted engagement. This shift led to a 35% growth, with text messages achieving a 98% open rate.

Read the full case study here.

Which Membership Management Software is Right for Your Nonprofit?

Choosing the right solution can transform operations – saving time, helping you fundraise and improving member engagement.

But with so many options, it’s easy to feel overwhelmed.

The truth is, there’s no one-size-fits-all solution.

Your ideal platform depends on your organization’s unique size, goals, budget and the features that matter most to your team.

In this section, we’ll break down the main types of membership management systems nonprofits use, along with the key pros and cons for each.

1. Spreadsheets

For brand new or grassroots organizations, spreadsheets are often the first step in managing members. Programs like Microsoft Excel or Google Sheets allow you to store contact information, track renewals, and log interactions manually.

Pros

Free or low-cost: No upfront investment required, which is perfect for small or early-stage nonprofits
Flexible: You can create whatever fields or tabs you want
Familiar: Most people are comfortable using spreadsheet software, so there’s little to no learning curve

Cons

Manual: Everything from updating contacts to tracking renewals must be done by hand.
Error-prone: Without built-in logic or validation, data entry mistakes are common.
Limited growth: As your member list grows, spreadsheets become more complicated to manage and easier to break.

If you’re in this stage, templates can help you get started – but you’ll likely outgrow spreadsheets sooner rather than later.

Gaylen from the East-York Probus Club found exactly how impactful membership management software was on their volunteers’ lives—making operations not only smoother but infinitely more secure.

“Before, everyone would have to make up their own email list to invite people to a particular activity, then collect responses and find out who’s going to be there and deal with all that. So, there was a lot of manual work associated with that too. [WildApricot] is secure, efficient, and then some. You only have to enter an email address one time. It’s just slick. It’s really slick.”

-Gaylen, East York Probus Club

Read the full case study here.

2. Open-Source or Custom-Built Tools

Some tech-savvy nonprofits might want to explore open-source CRM platforms like CiviCRM or even build their own custom solution.

Pros

Customizable: Tailor the platform to your exact membership structure, events or reporting needs
Cost-effective: The software is sometimes free to use or license, but you’ll see costs associated with the internal development requirements needed to build

Cons

Technical expertise: You may need access to developers, either in-house or freelance, to implement and maintain your tech, which can become less cost-effective over time
Maintenance: Open-source software requires regular updates, bug fixes and security monitoring
Limited support: You’re often on your own when troubleshooting (unless you hire outside help)

This route can work well for larger, well-resourced nonprofits, but it’s generally not ideal for smaller teams.

3. Generic CRMs (Customer Relationship Management Tools)

Popular business CRMs like Salesforce, HubSpot or Zoho can be adapted for nonprofit use, especially if you already use them for marketing or financial operations.

Pros

Professional features: These platforms offer powerful automation, reporting and contact management
Flexible setup: Many allow custom fields and workflows
Large ecosystem: You’ll find plenty of integrations, tutorials and consultants

Cons

Not built for membership: These tools were designed for business sales, not nonprofit member engagement
Steep learning curve: Staff may need significant training
Additional costs: Some features require paid add-ons or developer customization

If you already use one of these tools, adapting it might work. But for most nonprofits, there’s a better way.

4. Specialized Membership Management Software

This is software specifically designed for nonprofits and associations to manage members, renewals, events, emails, donations and more – all in one place. WildApricot (that’s us!) is one of the top examples in the nonprofit sector.

Pros

All-in-One: Combines membership, event and communication tools into one interface
Nonprofit-focused: Built to support the way nonprofits work, including managing volunteers, chapters or committees
Easy to use: Most are designed for non-technical users, so staff or volunteers can get up to speed quickly
Automation features: Set up automatic renewals, reminders and email communications to save time and reduce manual work

Cons

Fewer options: Compared to generic CRMs, there are fewer dedicated nonprofit membership platforms on the market
Cost: While more affordable than building your own solution, there is a monthly or annual fee

Donor Management vs. Membership Management

If your organization relies on donations and membership dues, you might be wondering: Do we really need separate membership management software, or can donor management tools handle it all?

Here’s the key difference:

Donor Management Software is designed to track contributions, cultivate major gifts and manage campaigns
Membership Management Software focuses on the lifecycle of member relationships, including sign-ups, renewals, benefits and engagement

(PS: WildApricot’s platform combines these elements, meaning that you can manage your membership while also cultivating donors and tracking donations! We’ll cover all of WildApricot’s software features plus other MMS options later in this blog.)

Questions For Nonprofits to Ask Before Choosing Membership Software

As you look through our list and decide which option is best for you, here are a few more questions to ask yourself before moving forward.

Question to Ask Yourself	Why it Matters
How many active members do you have?	Some platforms charge by the member, others by the contact, and others by which modules you want.
Do you run events – and what kind?	Some platforms have more extensive event management options than others, or integrate with event management software. Some also offer more support for hosting virtual events.
Will members log in to access benefits or content?	If member connections are important for your organization, and creating a private space matters, you might want to consider a platform that has more community-focused or forum-related features.
Do you rely on volunteers, or have dedicated staff?	If you’re a volunteer-led organization, you’ll likely need a platform that’s easy to set up yourself, with lots of online help to get you started. Nonprofits with more staff will likely have more time to devote to setup, as well as the budget to work with a platform that offers onboarding services and can offer a customized experience for your organization.
Do you need to manage both members and donors?	If the two categories are separate for your organization, you’ll need a platform that can easily handle different types of members on the backend.
How important is fundraising to your organization?	Some platforms won’t include as many fundraising features, like the ability to build a donation page, or the ability to process payments. If it’s something that matters to your nonprofit, you’ll need to focus on choosing a platform that can handle tracking donations as well as managing members.

Nonprofit Member Management Software Pricing

The cost of membership management software varies. With numerous software options, you’ll need to consider the number of contacts/members and which features you want. Depending on your needs, you could be looking at anywhere from $10/month to $100+/month. Some platforms will also charge extra for integrations, data migrations or support.

Later in this article, when we compare the 8 top vendors, you’ll see that some membership management software includes a free trial or demo before you commit. This flexibility allows you to explore the perfect fit for your organization.

12 Features to Look for in Nonprofit Membership Software

Before we dive into the top nonprofit software solutions, you’ll want to keep these key features a priority during your search.

These are the most common ones nonprofit organizations need for their operations. Plus, we’ve included some sample questions to keep in mind when perusing websites or talking to vendors.

Membership Applications

Simplify onboarding with mobile-friendly, customizable membership forms. A strong membership management system should let you:

Collect the exact member data you need
Offer multiple membership levels or tiers
Automate approvals, confirmations and welcome emails

Features like custom fields, conditional logic and integrated payment options reduce the administrative effort on your part.

The image above features the membership application form for the Australian Association for Graduate Employers (AAGE), which allows individuals to select the right membership level and enables the AAGE to easily capture the information needed to set a prospective member up for success.

Questions to ask:

How customizable is the application form (fields, logic, branding)?
Can applicants pay dues or fees directly within the application, and if so, what payment methods are supported?
Is there an option for automated follow-up sequences (e.g., onboarding tips, renewal reminders)?
How easy is it to go through the application process, both for prospective members when they’re applying and for our team when setting it up?

Membership Renewals

Automate your renewal reminders, invoicing and payments. When it comes to membership renewal reminders, a recurring billing or self-service option can reduce admin time.

Questions to ask:

Is it easy to set up membership renewals within the platform?
Can members be set to auto-renew?
Can reminder emails or other communications be sent out to members who haven’t chosen the auto-renewal option?

Membership Database (CRM)

Your nonprofit CRM should house all key member data, including contact info, activity history, event participation and giving. This centralized nonprofit membership database supports stronger relationships and smarter outreach.

Questions to ask:

What kind of data will our membership database track (event registrations, donations or just members)?
Does the system support our membership structure (tiers, chapters, corporate vs. individual, etc.)?

Members-Only Portal

Boost engagement with an online member portal that offers exclusive access to resources, discounts or forums. This feature helps demonstrate value and encourage renewals.

Questions to ask:

Does the platform offer a members-only space?
What form does it take—are there forum options or a private member database?
Can members update their own information and renew on their own?

Membership Directory

Enable networking with a searchable, customizable member directory. Let members manage their own profiles while giving them tools to connect and collaborate.

As in the example above from Upper Midwest Translators and Interpreters Association (UMTIA), site visitors can search their public membership directory to find an interpreter or translator to hire.

Want to keep your directory gated for members only? This is easily done in the back end of many membership management tools (like WildApricot!) to keep member information behind a members-only login.

Questions to ask:

Can our member directory be made accessible only to members?
Can I include all the fields my organization wants to highlight in the member directory?

Website Builder or Integration Widgets

Whether you’re building a new membership website or enhancing an existing one, your membership platform should make integration easy.

A seamless integration ensures your website works with with your membership management software, providing a smooth experience for both your team and your members.

Look for a drag-and-drop website builder if you need an all-in-one solution, or embeddable membership widgets (like forms, event calendars, member logins and directories) that can plug into your current site.

Questions to ask:

Does the tool include a website builder, or integrate with the one we’re already using?
Is it easy for my team to use to create new pages, or add elements to existing ones?
Am I able to easily get the site to match my branding, and make it easy for users to navigate?
Is the site (or the integrated elements) mobile-responsive on all devices?

Donor & Fundraising Tools

If you also raise funds, look for membership software with donor management features, such as donation tracking, automated receipts and campaign management. Many nonprofits benefit from having fundraising CRM tools built into the same platform.

Questions to ask:

Can you create customizable donation forms (branding, suggested amounts, impact statements)?
Is there a peer-to-peer fundraising or crowdfunding option, or does it integrate with one?
Is there an option to set up recurring donations for our frequent givers?
Is there a donor portal, so supporters can view their giving history and update info?
Can the platform generate tax receipts automatically?

Automation & Analytics

Automate repetitive tasks—like welcome emails, status updates and follow-ups—with workflow automation. Built-in reporting and analytics tools help you track retention, engagement and event performance to guide data-driven decisions.

Here’s a visual example of a WildApricot membership renewal workflow in the backend of our software:

Questions to ask:

What reporting and analytics capabilities are available (e.g., churn rate, engagement, lifetime value)?
How customizable are dashboards and reports?
How easy is it to export or visualize data for board reporting?
What processes can be automated (renewals, reminders, emails, status changes)?

Payment Processing

Integrated payment processing simplifies dues collection, event fees and donations. Look for tools that support credit cards, ACH and recurring payment options, with automatic receipts and financial reporting.

Questions to ask:

Can it handle recurring payments and multiple membership levels or donation types?
What kind of payment processing fees does it collect, and can donors choose to cover them?

Communications and Messaging

Since member communications are paramount for keeping members engaged, your nonprofit membership management tool should also allow you to contact members directly from the platform.

Questions to ask:

Can we email or message members directly from the platform?
Can we track communication history (calls, emails, meetings, etc.) by contact?
Does it support personalized messaging or segmentation for targeted outreach?
If we have more robust needs, does it integrate with other email or text messaging platforms?

Event Management

Most nonprofits run some type of event, so it’s crucial that your member management platform not only supports this but also makes it seamless. Depending on the kind of events you typically run, you’ll want to look for different integrations or needs. For example, a large conference might need slightly different functionality than a small weekly meeting.

Questions to ask:

Does the platform include event management functionality (such as registrations, payments and attendance tracking)?
How easy is it to create, publish and share an event with the system?
Can it support the type of events my nonprofit typically runs (such as online auctions, golf tournaments, etc), or does it integrate with platforms that do?

Security & Compliance

As privacy laws evolve and cyber threats become more sophisticated, strong data protection is no longer optional. Choosing a secure, compliant system protects your members—and your organization’s reputation.

Look for membership management software that offers encrypted data storage, secure logins and compliance with regulations such as GDPR, CCPA and new state privacy laws affecting nonprofits in 2025 and beyond.

Key features should include:

Role-based access so only the right people can access sensitive member or donor data
Automated data backups and recovery options
Consent and opt-in tracking for emails, renewals and data use

Questions to ask:

Can we create different user access levels for staff and volunteers?
How is member data stored and protected?
Is the platform compliant with GDPR, PIPEDA or other data privacy laws relevant to our organization?
Can we easily export our data if we switch systems later?

Support & Onboarding

Even the most user-friendly membership platforms benefit from reliable support, especially for teams with limited tech resources.

Look for software that offers:

Live customer service (chat, phone or email)
Step-by-step onboarding assistance
Training webinars and tutorials
A searchable knowledge base or help center

Your goal is to get up and running quickly, without needing in-house IT staff. That’s why responsive support can make all the difference.

Questions to ask:

What do other users say about the support and onboarding from this platform online?
What resources do they offer to help my organization do it ourselves?
What support options do they offer?

Integrations & Ecosystem

Choose a membership software that connects with tools you already use, like Mailchimp, QuickBooks, Zoom and Google Workspace. This eliminates data silos and reduces manual entry.

Questions to ask:

What other tools does this platform integrate with, either directly or via API?
How easy is it to set up the integrations?

The 8 Best Membership Management Software Options for Nonprofits

There are many options in the membership management software space, each with its own feature set and focus. Here we’ve listed the most popular options, with notes on their features, pricing and what type of nonprofit they’re best for, to help you make the right choice.

1. WildApricot

Who it’s best for: small to medium staffed nonprofits who want to continue scaling their impact without a hefty price tag.

WildApricot is an all-in-one solution for membership organizations of all sizes. It can be customized to meet your nonprofit’s needs and has an easy-to-learn system paired with unlimited expert support.

Some of WildApricot’s features that can support your organization include:

Member database: Keep all of your member, volunteer and donor information organized and secure.
Website builder: Easily build a new website with our drag-and-drop editor or integrate WildApricot features on your existing website with widgets.
Payments: Accept and securely process payments through our built-in payment processor or utilize a variety of accepted third-party tools.
Event management: Create promotional event materials, build custom registration forms, track RSVPs, automate reminders and more for each event.
Email and contact database: Keep your contacts informed with automated emails and let your members connect with one another through a searchable membership directory.
Mobile app: Manage your membership needs on the go with a mobile app for both members and admins, available on both Android and iOS.
Online store: Increase your revenue by incorporating an online store for your members and other supporters.
Integrations: Sync your work to social media platforms, Google apps and other tools to make marketing, organization and more a breeze!

With a free 60-day trial and scalable plans starting at $63/month, WildApricot is the perfect option for taking your nonprofit to the next level.

2. MemberClicks

Who it’s best for: small to medium-sized nonprofits that want support growing their organization; members may be organizations rather than individuals.

MemberClicks is a cloud-based membership management software great for mid-sized to larger nonprofits, associations, and chambers of commerce.

Some of the features that make MemberClicks a good option for membership organizations include:

Membership database: Track and update member information.
Online payments: Automate dues renewals and centralize your accounting.
Event management: Manage registrations and schedule events all in one place.
Communication management: Develop targeted email campaigns and other marketing initiatives.
Website builder: Create a new website or integrate with your existing one.
Reporting and analytics: Gain insights into your organization.

Pricing depends on your organization’s size, and there are incentives for longer-term contracts. Demo is available upon request.

3. CiviCRM

Who it’s best for: larger organizations with access to some technical resources (either in-house or outsourced)

CiviCRM is a free, open-source membership and constituent management system built specifically for nonprofits, NGOs, and civic sector organizations. It offers a powerful, customizable platform without licensing fees.

Key features include:

Membership management: Automate renewals, track history, and set custom membership types.
Contact database: Store and manage detailed profiles for supporters, volunteers and members.
Donor and contribution tracking: Manage donations alongside memberships in one system.
Email and communications: Send mass mailings, newsletters, and event invitations.
Event registration: Manage event sign-ups and payments.
Grant tracking and case management: Tools designed for mission-based work.

Because it’s open source, CiviCRM is free to download and use. However, many CiviCRM users partner with someone for implementation or hire developers for setup, hosting and maintenance.

4. Glue Up

Who it’s best for: international or multi-chapter organizations

Glue Up is an all-in-one engagement platform designed for associations, chambers of commerce and other membership-based organizations. It’s not as focused on fundraising as some of the other options in this list, so it’s less suited for donation-focused nonprofits. It combines CRM, events, and community tools into a modern, mobile-friendly interface.

Key features include:

Membership management: Automate onboarding, renewals and communications.
Event tools: Run in-person, virtual, or hybrid events with built-in registration, ticketing and reminders.
Community engagement: Create private member communities and discussion boards to boost engagement.
Email marketing: Launch branded email campaigns and newsletters from within the platform.
Mobile apps: Dedicated apps for both administrators and members.
Invoicing and payments: Accept online payments and manage accounting within the platform.

Pricing is customized based on organization size and features needed.

5. Bonterra

Who it’s best for: mission-driven nonprofits focused on fundraising, volunteer management and social impact reporting

Bonterra is a comprehensive solution and has acquired many popular nonprofit tech over the years, notably EveryAction, Network for Good, Salsa and DonorDrive. While not a dedicated membership management system, it offers a wide range of tools to support membership-based fundraising and communication.

Key features include:

Fundraising and donor management: Manage fundraising campaigns, recurring giving and donor tracking.
Volunteer management: Schedule and track volunteer activities, sign-ups and hours.
Marketing: Create personalized emails and connect to social media accounts.
Grant and CSR management: Streamline corporate and foundation giving programs and impact reporting.
Case management: Manage programs, services and client outcomes with real-time data tracking.
Reporting and analytics: Access dashboards and impact reports to drive your fundraising efforts.

Pricing depends on the specific solutions chosen and is available upon request, with a free demo available.

6. Neon One

Who it’s best for: growing nonprofits looking for some donor management capabilities.

Neon One offers basic membership management tools for associations and nonprofits, with additional tools and features available depending on your plan.

Key features include:

Member data tracking: track every interaction a member has with your organization, on and offline
Customizable forms: build membership application forms with options to add types, levels and customize the design
Member portal and directory: help members easily connect with your team and with other members
Marketing and communication tools: set up workflows to automatically thank or reach out to members based on engagement
Grant tracking: stay on top of deadlines and funding requests to streamline the grant application process

Pricing starts at $109/month with a demo available upon request.

7. Fonteva

Who it’s best for: larger organizations that utilize Salesforce

Fonteva is an association management software built natively on the Salesforce platform, making it easy to transition if you’re already using their CRM.

Key features include:

Customizable reporting: Drag-and-drop report set up with a point-and-click dashboard creator
Event management: Build custom event websites with online registration and advanced ticketing
E-commerce: drive non-dues revenue with an online store and revenue accounting
Online community: connect members with message boards, with the ability for public and private communities
Online payments: Stripe-powered payment processing built into the system

Pricing and demo are available upon request.

8. Doubleknot

Who it’s best for: nonprofits with a physical location, such as zoos, museums or science centers.

Doubleknot is a membership management software designed for cultural organizations and nonprofits. They extend their capabilities beyond members with advanced ticketing and admission management.

Key features include:

Timed ticketing and capacity: reduce wait times and improve the visitor experience
POS and mobile sales: used to sell memberships, tickets and more in any location
Event management: create custom registration forms, manage ticket sales and waitlists
Fundraising and donations: track and manage fundraising efforts, whether it’s online, offline or with ticket purchases

Pricing and free demo available upon request

How to Get the Most Out of Your Membership Software: Our Top Tips

No matter which platform you choose for your nonprofit, there are a few tips for getting the most out of your software.

1. Membership Software Set Up

You’ll want to ensure your membership software is set up specifically for your organization. Identify information about your organization, such as:

Type of organization (e.g., club, association, chamber of commerce, etc.)
Your organizational goals (e.g., increase member retention rates by 25%)
Your organizational priorities (e.g., reducing administrative time)

Once you have a clear picture of what you need help with, you can decide which features make sense for your nonprofit.

For example, if you need help achieving your goal of increasing member retention rates by 25%, a software solution like WildApricot could be an excellent fit. Its features allow you to automate membership renewal reminders and enable members to set up recurring payments. Oh, and all while reducing administrative time in the process – sounds like a win-win!

2. Membership Levels or Tiers

The right membership management software will allow you to offer your members different membership levels. You can incentivize your members to be more involved or upgrade their memberships by offering different benefits for each tier.

For example, you can tier your membership levels with naming conventions such as Bronze, Silver and Gold. Depending on their tier, members may have access to certain perks such as exclusive content or discounts.

3. Integration with Other Tools

The point of membership management software is to make your life easier… but even the best software option will never truly be one-size-fits-all.

So, you’ll want to ensure it integrates with the other platforms you’re currently using.

For example, WildApricot offers a WordPress plugin, a single sign-on service and seamless integration with Integromat. This much-loved feature is a drag-and-drop tool that syncs with over 1,000 online apps, such as QuickBooks, Google apps and Facebook. See all of our integrations here.

The Best Membership Software for Small Nonprofits: WildApricot

With some platforms, you have to piece together different tools to get what you need. WildApricot was built to bring everything into one easy-to-use system — so you can manage your members, events, payments and website all in one place.

“We have used WA for over 10 years and find it to be the best association web host for our nonprofit. Customer service is available when you need them, the pages are easy to set up and the payment system deposits to our bank account daily making time management easier for me.”

–Beth, Arizona Chapter American Concrete Institute

Highlights beyond the software:

A user-friendly interface that’s easy to learn, even for non-technical staff
Unlimited expert support, so help is always available when you need it

Whether you’re just starting out or managing a growing organization, WildApricot is an all-in-one solution that simplifies membership management. It’s considered Capterra’s #1 Membership Management Software, as well as:

Noteworthy: Donation Management Software
Noteworthy: Fundraising Software
Established Player: Association Management Software
Emerging Favourite: Event Management Software

WildApricot is consistently ranked among the top-rated nonprofit membership platforms on sites like Capterra, G2 and Software Advice. With hundreds of positive user reviews, it’s known for its ease of use, powerful automation and responsive customer support – making it a go-to choice for associations, clubs and small nonprofits.

The Road Ahead: Work Smarter, Not Harder

Overall, managing a nonprofit doesn’t have to mean juggling spreadsheets, chasing invoices or spending nights manually processing registrations. The right membership management software will help you simplify your administrative tasks and free up your time to create better member experiences.

The post The Ultimate Guide to Membership Management Software For Nonprofits [2025 Edition] appeared first on WildApricot.

8 Simple Tips to Improve Your Membership Renewal Letters and Emails

WildApricot — Thu, 10 Apr 2025 21:48:42 +0000

As you prepare for this year’s membership renewal campaign, be sure to take the time to review and update your renewal letter or email.

For many organizations, this is the key tool in your renewal toolbox. After all, unlike your newsletters or website, your renewal letter or email offers an opportunity to speak directly to your member. And since retaining members and keeping them active and engaged is critical — it might just be the most important communications piece you’ll send this year!

Looking to get started on your renewal letter now? Fill out the form below to get a template to help you out:

Membership Renewal Letter Template

Download the Template Here, simply make your own copy and customize it with your organization’s info!

1. Write a Powerful Member Renewal Letter

Your renewal letter or email needs to speak to each member and make them feel they have a personal connection to and an integral part of an important organization.

It should be a powerful message that reminds and reinforces the value your organization brings to their personal and/or professional life. It also needs to acknowledge both the organization’s commitment to the member and the importance of his/her support — from the moment they filled out your membership application form onwards.

One way to ensure you are offering up a personal touch is to step back and think about what you’d want to hear if you were a member. You could also consider involving members in the renewal letter process. Why not talk to your board, membership or communications chairs — perhaps they have some thoughts you can incorporate? To make it even more personal, you might even want to have the letter or email come directly from one of these volunteers.

2. Get Members to Renew on Their Own

Want to make your life a little easier?

Why not get members to renew automatically?

The top membership organizations get their members to renew on their own by setting up recurring dues. Recurring dues is a process that automatically charges a members’ credit card at the end of each period. A member just needs to be set up once, and that’s it.

There are many advantages of setting up recurring dues, including:

Time and money saved from processing dues yourself.
An increase in cash flow from members’ accounts being charged automatically the second a due is due (no late dues).
Since you won’t have to nag your members about late dues, you can save your communication with them for when it counts.

The easiest way to set up recurring dues is to use a membership management system, which is designed to automate all the admin tasks for a membership manager (like dues, website updates, newsletter design, event registrations, database updates, and more).

If you’re looking for a great membership management system to use for your organization, WildApricot is the number one rated system used by over 20,000 membership organizations across the world. The best part is that WildApricot has a free 60 day trial for anyone looking to use it. You can get your free trial here.

“As our club grew from the 60’s to in excess of 150 members and the need to collect dues and establish membership categories arose, it became very hard to manage everything with the paper system we had been using. WildApricot solved all that perfectly.”

– Fred Finney, Vistoso Cyclists

3. Do This in Your Message for Added Impact

If you’re using a membership management platform, you’ll be able to use your membership data to personalize renewal emails or letters.

Start the process by thinking about what sets your members apart – for example:

Do you have a number of membership levels or categories? (e.g., student, active member, retired, affiliate, etc.)
Do you segment your list based on membership status? (new member, active member; long-standing member, inactive/ lapsed member, former/returning member)
Do you capture engagement data? (e.g., volunteer activity; attendance at events or professional development sessions; involvement in committees or task forces; etc.)

The more you know about your members, the more you can personalize the letter or email to speak directly to them.

(And if you don’t know which of your members fall into these segments… it’s time to start asking and tracking!)

For example, if you know that a group of members have been active on your advocacy committee or interested in an initiative, you might want to highlight the association’s success over the past year and thank and acknowledge their contributions that made this possible in their renewal letter.

This letter from Forterra (formerly the Cascade Land Conservancy) highlights initiatives that this donor’s support has made possible throughout the year and explains exactly which initiatives their membership renewal can support in the year to come.

Alternately, if you have a student membership category, you might want to highlight specific member benefits that this group finds most beneficial (e.g., such as professional development or networking events).

You might also want to consider creating separate letters or emails based on membership status, for example:

a powerful “we miss you” message (maybe from the Board Chair?) for lapsed members
a personal “couldn’t do it without you” note for long-standing members
a welcoming note for new members renewing for the first time
a “welcome back” note for former/returning members

If you are struggling to find the best way to address a specific segment, try reaching out to a member or a volunteer who represents that group and get his/her feedback and insight.

Note for WildApricot users: you can customize your automated renewal emails and create different versions to suit membership segments, categories or levels.

4. Make Sure the Salutation Isn’t a Show Stopper

Remember that famous line from the movie Jerry Maguire: “you had me at hello”?

Well, your first two words – “Dear xxx” can have a huge impact on whether your letter or email are read or taken seriously.

If you fumble the salutation, your member may never get to your wonderful prose about how important he/she is or the amazing work your organization has accomplished over the last year.

So, here are a few tips on getting the hello or welcome right:

Never say “dear member” — it needs to be personal
Dear [first name] – is probably best, but ensure your database has correct first names for all members so you don’t end up with a “Dear blank” or worse, “Dear first name”!
Avoid using Ms., Mr., or Mrs. since any glitch in your database can be the “kiss of death” when a staffer or the system gets the member’s gender wrong! Mistakes like those certainly suggest you don’t know this member.

Want more tips like this? Before you lick that envelope or hit the send button, check out our Membership Renewal Letter Checklist.

5. Show Them the Benefits

Receiving your renewal letter or email may have your members thinking about another line from the Jerry Maguire movie: “Show me the money!”.

When they receive your yearly renewal letter, email or invoice, they’re automatically thinking, “What has my association/club done for me lately?” They’ll be thinking about the value of membership and the benefits you’ve provided, in terms of the value that’s being added to their businesses and/or lives.

So, when crafting your renewal communications messages, take care to be sure they resonate with your members — and shows them the benefits of belonging.

For example, this table from the PMI Kansas City Mid America highlights the differences between being a member and a non-member.

To present this effectively in their renewal letter, they could look at which benefits a member has taken advantage of and point out how much money they’ve saved throughout the year.

Another benefit that most organizations provide and that’s easy to highlight: the chance to be part of a community.

Simply reminding members of the emotional and professional connections they can form throughout your organization can often be more valuable than a simple list of discounts.

For example, if your organization has a member directory, you can point it out. If not, you could potentially ask members how they’ve benefitted from having the chance to network with other members — Have they gotten new business contacts? Have they learnt something new? — and then highlight those testimonials in your letters and website to encourage renewals.

In sum: your overview of your benefits doesn’t have to be long-winded, but it does need to be relevant and outcomes-focused. If you’ve done some thinking about customizing to suit your audience, it can be a brief, bullet-point list that speaks directly to the member.

6. Make Your Ask Urgent and Honest

Yes, this is a renewal letter or email… but you don’t want to jump right in and ask them to renew in the first line since that can come off as aggressive and make it look like you’re only in it for the money.

However, once you’ve made a welcoming start, and reminded your member about the benefits of belonging, then you need to “make the ask”.

Of course, even if they have scanned through your email or letter, your member is waiting for “the pitch”. So make it urgent and honest — ask them to renew their membership today.

It should also include the ways in which they can do this quickly and easily, whether it’s via cheque or online. If you’re sending an email, you can even include the link to your member portal so that they can click through immediately.

7. This Reminder is De Rigueur

We’re talking renewal letters and emails etiquette here, but your organization may think about renewals in terms of “renewal notices”, “renewal reminders” or even “renewal invoices”.

No matter how your process or membership management systems work, you should take the opportunity at renewal time to reach out to all of your members with a personalized message.

If your organization is using online membership management software, many of your members might have taken advantage of signing up to have membership fees automatically paid on a regular (yearly, quarterly, monthly) basis.

But even though technology can save enormous time and effort with renewal administration, if members are paying through your membership management system’s recurring payments processes, it’s still important to take the opportunity to connect with members. After all, it’s a courtesy to notify them that their membership renewal is coming up and that their credit card will be charged. It’s also an opportunity to re-connect with them on a personal level as you are with your other members who are receiving the renewal letter or email.

8. Don’t Forget to Say This

Your renewal letter or email offers an opportunity to outline the benefits of membership and acknowledge your member’s valued support. But it can also instill some excitement for the coming year – activities, programs or events made possible by their member dues or fees.

Use your closing as the opportunity to offer a genuine note of thanks to the member. If you can, customize the closing to suit the member type or the profile of the member so that it is warm and personal – offering up that emotional connection and a sense of membership value that reminds them why they became involved with your organization in the first place.

Bonus: A Membership Renewal Letter Sample to Follow

Looking for a membership renewal letter that you can use that implements all of these suggestions?

Well, look no further: here’s a template for you!

We hope you find it helpful while you’re sending out renewal letters!

Here’s a Great Infographic Summarizing Everything in This Post:

Membership Renewal Letter Infographic

The post 8 Simple Tips to Improve Your Membership Renewal Letters and Emails appeared first on WildApricot.

The Top 15 Member Retention Strategies to Grow Your Community in 2025

WildApricot — Wed, 09 Apr 2025 11:01:05 +0000

Frequently, organizations focus on increasing the size of their membership rather than retention. Why? Having more voices, hands and of course, finances will allow you to achieve your goals, whether that be improving your community, raising awareness, fundraising, the list goes on.

However, member retention should be a large part of your organization’s membership strategy. Retaining members is cheaper than finding new ones and long-term members tend to be highly engaged and extremely passionate about your mission.

Why Does Member Retention Matter?

Retaining your members is key to ensuring the long-term survival of your organization. Did you know that the median renewal rate of members is 85%? Where does your organization fall for membership retention?

Member retention does this for your organization:

Saves the money that would be spent on new member acquisition
Provides consistent stream of revenue
Builds a robust community

But how can you make sure you’re providing enough value so that they’ll continue to stick around?

To help you out, I’ve put together the Ultimate Membership Renewal Guide with data and helpful tips to improve your membership renewal strategy.

When it comes to retention, here are fifteen of the top ways to retain your members that you can try today!

1. Assess the Value of Your Current Benefits Package

Being a member of your organization comes with a lot of perks! You may offer special discounts, exclusive merch or content, access to events, networking opportunities and more. It’s important that you audit this yearly to ensure your organization can financially maintain these benefits and that your members are happy with what is being offered.

In your assessment ask yourself these questions:

Are any membership tiers going untouched? Membership tiers are a great way to offer options to individuals wanting to be a member with different financial situations.
Is it costing you too much to maintain these benefits? Are you able to cover the cost of discounts, events and merch with member dues?
How is member engagement looking? Are your members utilizing their benefits and attending events and meetings?
What do your members have to say? Send out yearly surveys to ask your members directly – how do they enjoy being a member? Do they like the benefits package you provide?

Never be afraid to pivot! If your current package isn’t working, change it up to see results.

2. Hone in on Your Target Audience(s!)

Take the time to make member profiles and define the member segments your organization has. From this information you’ll be able to design the perfect membership tiers and utilize targeted marketing. If you aren’t using targeted marketing already it’s the best way to obtain and retain members by highlighting the things members truly care about.

Here’s a couple classic examples of segments in your organization and how they might behave:

New members: curious individuals who are learning about your organization. It’s important to offer them a lot of opportunities and make them feel welcome.
Long term members: highly engaged individuals who are advocates for your organization. Ensure that you keep these members engaged by putting on events and giving a lot of appreciation.
Lapsed members: disengaged individuals who have maintained their membership but don’t participate in things with your organization. To bring these members back, try to re-engage with quarterly updates and highlight your benefits.

3. Offer a More Accessibly Priced Membership Level

Sometimes members leave because they don’t feel they’re getting their worth from the dues they pay. One easy thing you can do to keep these members active is to create a new membership level within your membership model. This new membership level could be at a lesser price but still have some core benefits that members value.

For example, you could offer access to only the member directory for a small monthly fee. You can also create a “Friend” level which only allows access to monthly meetings. This allows these lower tiered members to still have access to some core resources, but at a price that works for them. Having a budget friendly membership level shows your organization is compassionate about financial struggles and cares about fostering a sense of community for everyone.

4. Create a Robust Welcome Package

Have you ever purchased something only to feel dissatisfied with it immediately afterwards? That’s called Buyer’s Remorse. Sometimes this happens to new members when they sign up, but don’t get the attention they expect.

Lowell Aplebaum, Senior Director of Membership for The Society of Neuroscience offers a solution: “a robust, vibrant welcome stream is one of the strongest investments an organization can make in keeping its members.”

This welcome stream helps educate the member about the services and resources they can access and point them in the right direction for the questions they have (but may be too shy to ask). New members will feel much more confident about their decision to join.

Here are six elements a great new member welcome package includes:

A personalized message from a real person at your organization

A brief introduction on the background of your organization

A list of member benefits they can now access

Links to helpful resources on your website

A clear description of what will happen next, like an invitation to an event, or a heads up to look out for the next newsletter

A special gift like a piece of merchandise that shows off your organization. Consider t-shirts, mugs, keychains or stickers with your name on it.

In fact, we’ve put together a complete guide on how to welcome new members because of how important it is when it comes to member retention.

5. Prioritize Onboarding!

Onboarding should be a huge priority for your organization. This is the first impression your members have with your org and you want to give them all the resources they need to feel welcome and appreciated.

Your onboarding plan should include these things:

A welcome packet
New member meeting
Connection to a mentor
New member highlight on your website and socials
Access to member benefits and resources

The Membership Marketing Benchmark Report shows that 38% of associations expanded or refreshed their onboarding initiative in the past year. Refreshing parts of your membership lifecycle is positively correlated with increases in membership, new member acquisition and membership renewals. Continue improving your onboarding experience for new members by asking members for feedback through surveys.

The bottom line is that member retention starts with a good member onboarding experience — if you can impress your members from the second they join your organization, they’ll be more likely to stick around for the long haul.

6. Actively Foster Community

We know that one of the most powerful reasons why people join and volunteer with any organization is for the social aspects. A sense of shared purpose. A sense of connection, in this increasingly wired but humanly disconnected world. Your organization brings this and more with membership.

There are multiple ways you can foster community for your members, making them feel included and appreciated.

Provide a member directory. New and old members can access this to see who they can connect with in one convenient location.
Welcome luncheons. Have a big welcome lunch for your new members to meet existing members in a casual environment. Plus who doesn’t love a good meal!
Volunteer days. Providing opportunities for your members to benefit your community and connect with one another is a great way to foster inclusion.
Mentorships. A mentorship program allows new and old members to bond with one another. Newer members will feel welcomed and older members will be able to share their wealth of knowledge and get to know fresh faces.

7. Provide Special Resources

Your members need to see the value that your organization brings them. It’s important to provide resources to them that matches the money they spend on membership.

Consider providing these special resources to members:

Educational resources. Whether these are documents on your website or information given in weekly or monthly newsletters, it’s important to include education for your members. With a special member login you can house all educational materials so only members can have access.
Professional development certification. Many individuals join organizations for professional development. Provide opportunities for you members to grow with certifications and seminars that your members will appreciate.
Mentorships. As we mentioned previously, mentorship can foster a sense of community among your members and provide immense value. Newer members need to feel guided in your organization and older members want to share their knowledge.
Webinars. A cost effective way to provide value to your members is hosting webinars. These allow everyone to gain the education you’re providing plus you can record these and save them on your website for members to view on demand after the live event.

Providing valuable resources like these shows how much your organization brings and why a membership is worthwhile to retain.

8. Run Awesome Events

Events are probably one of the biggest reasons your members joined your organization. They bring your members together and allow everyone to have a good time being social. These events could be anything from a simple happy hour to a large event with speakers, entertainment and a fancy dinner.

Here’s a couple examples of events to wow your members:

Potluck dinner
Happy hour at a local watering hole
Barbeque at the park
Lake or pool party
Have a speaker come to inspire or educate
Attend a local festival or carnival
Painting or cooking class
Catered dinner

Hopefully those ideas got you inspired, but don’t forget about the power of virtual events. This could be anything from educational sessions to trivia or even a virtual happy hour.

9. Consistently Seek Feedback

Happy members = retained members. But how will you know if they’re happy without hearing their feedback? Utilizing member surveys gives you the chance to address any long-term issues and let your members feel heard.

This survey could be focused on specific questions or a scale of how a member feels about areas of your organization’s membership.

Some of the subjects your membership satisfaction survey could cover include:

Benefits of membership
General satisfaction
Meeting times, frequency, and duration
Barriers to participation
Ideas for improvements
Topics of most and least interest

Don’t forget to add a section for comments and feedback that wasn’t covered by your survey!

10. Automate Renewals

The ability to automate membership renewals is one of the best things you can do to improve member retention. The Membership Marketing Benchmark Report states that 32% of members did not renew their membership because they forgot. If their membership was automatically renewed for them, this problem would cease to exist.

Your membership management software should be able to do this for you. WildApricot (that’s us!) has the ability to automate your membership renewals and automatically process member dues from our all-in-one management software. Try a 60-day free trial to see how it can impact your member retention.

11. Tap into the Power of Membership Management Software!

If you’re still collecting member information on paper, taking cash and checks for dues, and communicating with your members via snail mail, there’s a good chance you’re actually pushing people away. Technology is constantly changing our behavior, and nowadays people have a much shorter attention span and expect instantaneous results.

Unfortunately, if your organization isn’t keeping up with technology, it’s falling behind, and any other organization using the latest tech will naturally attract more people (especially the younger generations). Fortunately, there are simple software solutions designed to modernize any membership organization quickly and easily.

This type of software is called Membership Management Software, and using it, your organization can:

Offer online registration for membership and events.
Allow members to access and update their profiles.
Instantly process payments and invoices online.
Improve member communication through automated emails, newsletters, reminders, and invoices.
Build a professional-looking website complete with member directories, event calendars, downloadable resources, a blog, and more.
Create a full contact database that’s easy to search, filter, and update.
Access financial reports, analytics, and membership summaries in seconds.
and more.

If you think your organization could benefit from using this type of software, try WildApricot for free with a 60-day trial! You’ll experience a more streamlined process and cultivate a better member experience.

12. Show Member Appreciation

Member appreciation is something many organizations can forget about and it’s a huge reason members leave. Members want to feel engaged with and know that their contributions to the organization are recognized.

You can appreciate you members in a variety of ways. Consider putting on appreciation events. Highlight the impact your members have made to the organization through a special dinner, lunch, party or trip.

Sending out thank you messages is a simple but effective way to show your members you care about them. This could be a physical card you mail to them, an email or even a shout out on social media.

Member spotlights are another great way to highlight members and make them feel special. This can be done on your website or social media to feature members. Spotlight new members, members who have hit special milestones like and anniversary or volunteer goal and members who have done something cool in their personal lives.

13. Offer the Option to Pause Membership

Sometimes, members just aren’t in the position to continue paying for or using your membership.

This is particularly true during periods of recession, during which many households are experiencing additional financial strain or might not be able to take part in activities due to additional care responsibilities.

But instead of only allowing them to cancel, why not give them the option to pause their membership? That way, they can continue to receive updates and remain part of your community. When they can participate in your membership again, they’ll feel more motivated to do so.

On your side, you’ll still have a record of their membership, so that you won’t have to learn all about them from scratch a second time.

PS: If you’re already using WildApricot, here’s how you can do this.

14. Give Lapsed Members a Special Offer

Have you ever abandoned your online shopping cart, then gotten an email asking you to check out and reconsider with an additional discount code? This is an incredibly effective tactic so why not create something similar for your membership?

The idea here is to send unengaged, or lapsed members something enticing to re-engage them.

Here are some ideas:

A discount on one month of membership
Limited-time free access to your resources
A free invite to an event
Free merchandise
Access to higher tiered member events or resources

If you choose to go the discount route, research by Marketing Land found that win-back offers that included dollar-off discounts worked 200% better than offers with percent discounts.

15. Run an Exit Interview

Have you ever left a job and been asked for an exit interview? The reason exit interviews so important is because employers can learn valuable information that can be used to improve staff retention. This same principle applies to membership organizations. When a member leaves, ask them if they’d like to share why they have chosen to leave.

Some of the most common reasons include:

They actually just left the industry
They don’t feel engaged enough
They’re not getting enough value out of your membership
They think it’s too expensive
They simply forgot to renew (which is a great opportunity to remind them!)

These insights are vital for your member retention strategy! If you notice any trends in the member feedback you collect, it’s a good idea to change things around so more members don’t leave. Plus, you might be able to attract old members back.

If You’d Like More Ways to Increase Member Retention…

If you’d like more sure-fire strategies on how to keep your members longer, check out our e-book, The Ultimate Guide to Member Retention.

Or, if you’d just like some more quick tips, check out our article called Your Complete Guide To Increase Member Engagement.

Remember: retaining your membership isn’t just a one-time activity. It should be something that’s kept in mind throughout the whole member lifecycle, not just when it’s renewal time.

To keep members around for the long haul, you should be focusing on building better relationships with them from day one.

All the best with retaining your membership!

The post The Top 15 Member Retention Strategies to Grow Your Community in 2025 appeared first on WildApricot.

How to Run a Membership Committee: Your Jump Start Guide for Success

Marlena Moore — Fri, 04 Apr 2025 16:27:00 +0000

Managing a membership organization takes more than signing people up. You need a plan to keep members engaged, supported and involved. Queue the membership committee!

This guide breaks down what a membership committee is, why it matters and how you can build one for your organization. Whether you run an association, nonprofit or club, you’ll learn to set clear goals, assign roles and keep your committee running smoothly.

No jargon. No fluff. Just a clear roadmap to help your committee do its job — recruiting, onboarding, engaging and retaining members — without the usual guesswork.

What Is a Membership Committee?

A membership committee is the group responsible for managing the whole member experience within an organization. That includes recruiting new members, welcoming them in, keeping them engaged and encouraging them to stick around.

The committee acts as a bridge between the organization and its members. It helps make members feel connected, informed and valued. Depending on the size of the group, this committee might handle complex things like planning member events or simple tasks like answering questions or following up with lapsed members.

In short, if your organization has members, this team helps take care of them!

Why You Need a Membership Committee

A strong membership committee makes a real difference. Without one, it’s easy for members to fall through the cracks, especially in busy or growing organizations. A good committee will prevent people from joining and then disappearing. It creates a system for welcoming new members, checking in regularly and keeping the community active.

This matters no matter the size of your group. Membership committees benefit small nonprofits and local clubs by dividing the workload so everything doesn’t fall on one or two people. For larger associations, it helps organize and scale member support.

Let’s say you’re part of a local arts organization. You’ve got a growing list of members, but no one’s checking in with new joiners, and your events are getting fewer repeat attendees. A membership committee could step in to send welcome emails, invite new members to a meet-and-greet and follow up after events with surveys. Suddenly, members feel seen, and they stick around!

Or imagine a mid-sized association that’s expanding across several states. Without a membership committee, regional differences start to cause friction. One chapter might be onboarding members with care, and another forgets to follow up entirely.

A well-run committee can set up consistent onboarding materials, organize virtual events to keep everyone in the loop and coordinate communications so no one feels left out.

The membership committee gives structure to things that often get handled inconsistently, like renewals, follow-ups or event reminders. It turns vague goals like “increase engagement” into tangible steps and habits. When things are running well, members are more likely to stay involved, renew their membership and recommend your organization to others.

You’ve already worked hard to attract new members. A membership committee helps you keep them and turn them into long-term supporters.

Common Membership Committee Responsibilities

No matter the size of your organization, membership committee responsibilities usually fall into a few key areas. These responsibilities support the whole member journey, from the moment someone shows interest to long after they’ve joined.

Here’s what the committee is usually responsible for:

Recruitment

Bringing in new members is often the most visible job. This includes:

Identifying outreach opportunities
Supporting marketing efforts
Helping explain the value of joining
Track recruitment numbers and adjust strategies based on results

Onboarding

Once someone joins, the committee helps them feel welcomed and informed. This means:

Sending a welcome email
Hosting an orientation
Assigning an ambassador to reach out

Good onboarding increases the chance of long-term engagement.

Engagement and Retention

Keeping members involved is an ongoing job. Engagement or retention committee members:

Plan activities
Check-in with people who stop showing up
Develop programs to encourage participation.

Retention efforts often include tracking who’s at risk of leaving — and doing something about it!

Events and Programs

Depending on the organization, the committee helps organize events that bring members together. These don’t have to be big, just events to keep members connected, like:

Virtual meetups
Q&As
Informal hangouts like getting coffee or ice cream
Happy hours
Member retreats
Wellness activities

Communication

Clear and consistent communication is part of making members feel like they belong. The committee might handle:

Newsletters
Respond to questions
Send reminders about renewals and events

Feedback and Reporting

Finally, the committee should regularly gather member feedback and report on what’s working and what’s not. This can include:

Short surveys
One-on-one check-ins
Open forums.

While each organization’s needs are different, these core membership committee responsibilities apply across most nonprofits, clubs and associations. When they’re done well, members feel seen, supported and more likely to stay.

Membership Committee Roles

A membership committee can take many shapes depending on your organization’s size and needs. Some groups have one or two people handling everything, while others split responsibilities across a team. There’s no single right way to structure it. What matters is making sure key tasks get done.

Below are common roles. You don’t need to fill every one. In smaller groups, one person might take on multiple jobs. In larger ones, you might have separate subcommittees or teams for each area.

Membership Committee Chair

The membership committee chair leads the committee, sets meeting agendas and keeps the group focused on its goals. They serve as the main contact between the committee and the rest of the organization.

Head of Recruitment

The head of recruitment focuses on attracting new members. They work with marketing or outreach teams, track recruitment efforts and help plan strategies to grow the member base.

Head of Member Onboarding

The head of member onboarding welcomes new members and helps them get started. They set up welcome emails, orientations or calls and check in during the first few months.

Head of Member Engagement / Retention

This person keeps an eye on member activity and jumps in when things go quiet. They might notice someone hasn’t been to an event in a while and send a quick check-in. They also help shape programs that give members a reason to stay involved, whether that’s a recurring meetup, volunteer opportunity or just better communication.

Head of Member Events

This role focuses on creating ways for members to connect, either online or in person. They handle the details behind meetups, workshops or casual gatherings. They also look for what’s working (or not) by asking for feedback and making adjustments along the way.

Head of Member Communications

This person keeps the lines of communication open. They send monthly updates, respond to common questions or help explain upcoming events. It’s less about fancy writing and more about making sure members feel informed and included.

Volunteers and Ambassadors

These are the friendly faces who pitch in when needed. Some help at events and others reach out to new members to say hello. They’re often the ones people remember because they’re visible, approachable and willing to take the time to connect.

Each of these roles supports the bigger picture: keeping members active and connected. You don’t need a huge team. Just people who show up, work well together and care about the member experience.

How To Build a Membership Committee

There’s no perfect formula for building a membership committee, but there is a process that works. Start simple, and stay focused. Build a structure that matches your group’s size and goals.

There’s no one-size-fits-all approach, but you don’t need one. Start with what makes sense for your group and grow from there. A few basic steps can help you build a committee that gets things done without burning people out.

Consider Your Organization’s Size and Needs

Small group? You may just need a couple of people handling a few key tasks. Bigger group? It’s worth splitting things up more formally. Either way, don’t make it more complicated than it needs to be. Start small, and build from there.

Define Committee Goals

What exactly do you want the committee to work on? Maybe you want to improve member retention, or perhaps onboarding is a mess and needs attention. Clear goals help your committee focus instead of guessing what to do next.

Select the Right People

Look for members who follow through. Experience helps, but it’s not everything. You want people who care about the group and are willing to put in the time. A mix of longtime members and newer ones can be a good balance as they bring different perspectives.

Establish Committee Structure

Figure out how often you’ll meet, how you’ll communicate and who’s handling what. You don’t need job titles for everything, but roles should be clear enough so tasks don’t get dropped. A shared doc or simple checklist can help.

Track Progress and Celebrate Wins

Keep track of what’s working and where things are stuck. Did event attendance go up? Did renewals improve? Use simple tools like shared documents or membership software to monitor this activity. Review your goals regularly. And, when something works, get excited and acknowledge it! Recognition helps keep people motivated.

Building a membership committee isn’t about getting it perfect from day one. It’s about putting a solid system in place and improving it over time.

Best Practices for a Successful Membership Committee

Once your membership committee is in place, focus on making it work smoothly over time. These habits can help the team stay productive and keep members at the center of everything.

Recruit as Needed

People come and go. Don’t wait until you’re short-handed. Keep an eye out for members who are active or interested in helping. Bring them in early, even if it’s for a minor role.

Listen to Member Feedback

Feedback tells you what’s working and what’s not. Pay attention to comments from surveys, events or casual conversations. If people are disengaging, find out why — and fix it.

Transparent Communication

Keep things clear and open. Share meeting notes. Let people know what’s been decided and what still needs work. This helps everyone stay aligned and avoid confusion.

Collaboration Matters

The committee shouldn’t work alone. Stay connected to other teams in your organization, like event planning or marketing. When everyone’s on the same page, members get a better experience.

Use the Right Tools

Technology can save you time and money and optimize your operations. Membership management software like WildApricot helps with renewals, communication and tracking engagement. That means your team can spend less time on admin and more time on members.

Check out everything the #1 member management software used by thousands has to offer your organization. Plus, we have tools to help you run better events, build a membership website and even integrate with tech you already love. Start a 60-day free trial of WildApricot today!

Small, steady habits make a membership committee stronger. Pay attention, stay organized and make room for change when it’s needed.

The post How to Run a Membership Committee: Your Jump Start Guide for Success appeared first on WildApricot.

A+ Membership Application Forms (with Template & Examples!)

WildApricot — Tue, 18 Feb 2025 16:17:02 +0000

First impressions are important. While a prospective member may have visited your membership website or attended an event before deciding to join, filling out a membership application is when they make it official.

Think of membership application forms as the first step in the getting-to-know-you process. Not only are prospective members sharing their personal information, but they’re also being officially introduced to your organization. You’re rolling out the welcome mat!

When you think about it, this form says a lot about your organization. An attractive, easy-to-find and easy-to-use application form shows that you’re thoughtful, welcoming and understand the needs of your members. On the other hand, a complicated and time-consuming form isn’t going to build much confidence.

Here are a few ideas for fine-tuning your existing or building a new membership application form!

Or, if you just want to skip to our examples and template, click here.

1. Is Your Membership Form Easy to Find and Complete?

Membership application forms should always be easy to find on your website.

Whether you have a “Join Us” or “Join Now” button, a membership page or a menu tab, be sure the membership form isn’t buried deep in your website’s navigation.

Here’s an example of an easily accessible membership form:

What else will they need to know?

For a smooth application process, be sure all of the information needed to complete the form is close at hand. This could include:

Necessary credentials
Membership levels and their perks
Fees for each level

Some organizations offer links to information right on their membership forms (see below!). Others have a “Membership” page on their website that includes a direct link to the form.

Whatever you do, reduce the number of necessary clicks. If a prospective member has to go look for information elsewhere, they might get frustrated and give up before completing their application.

Is it easy to complete?

You don’t want a prospective member struggling to fill in your form, so keep the application simple and easy to complete.

For example, if you require applicants to read through a full page of instructions, a guide or an FAQ, it’s a sign that it’s a bit too complicated.

Be sure to offer clear instructions on either your printable form or on the screen for online forms. Just by looking at your form, they should understand exactly what it is they need to fill out!

And as we said above—make sure you have easily accessible links that answer any questions they might have about things like fees!

Does your membership application close the sale?

Membership forms and pages are the final push in convincing prospective members to join! That’s why it’s important to ensure that key information (like member benefits and networking opportunities) is close at hand.

Some organizations even go one step farther and offer testimonials on their membership page. This puts a human face on the organization and its membership—plus, recommendations from other members can be extra persuasive.

Here’s an example of a testimonial from the Senior Dining Association:

Of course, if you decide to include recommendations or testimonials you’ll need to get permission to use them. Be sure to include the full name, title and organization, along with a photo if you can (or even a video like the example above).

2. What Information Should Be Included on Membership Application Forms?

The key goal of your membership application form is to capture transactional information. This includes your members’ contact information, as well as fee payment.

But membership forms are also an opportunity to know your new prospective member and motivate their participation in your organization. The challenge is finding a balance between gathering the information you need and providing additional details without making the form feel daunting.

“Need to have” items:

Here are some of the key items your member application form should include:

Membership types (e.g., levels and their fees)
Membership requirements (e.g., if candidates require specific designation, education, credentials, a professional conduct statement, etc.)
Membership/subscription term (e.g., renews annually)
Contact information (e.g., name, organization, address, telephone, email, etc.)
Pertinent personal information required (e.g., date of birth, etc.)
Conditions of membership (e.g., terms, privileges, responsibilities involved, etc.)
Payment options and process details (e.g., online payment, check, etc.)
Details on application process (e.g., if the application needs to be reviewed by a committee, etc.)
Previous membership (e.g., if they are a former member)
References or sponsors (if required)
Chapter/Affiliate/Region information (e.g., if it is a multi-chapter organization and membership is assigned based on particular criteria)

“Nice to have” items:

The following may be included on the form or offered as links to pages on your website. You may want to distinguish between the information fields that are mandatory and those which are “nice to have” such as:

Membership benefits and/or your “promise” of what membership in your organization will offer.
Personal or professional interests / type of information they want to receive (e.g., government relations, advocacy, legal, professional development, etc.).
Committees/Task Forces/Volunteer positions / what opportunities are available for your members to participate in.
Privacy/sharing: You may want to indicate what information will be shared (e.g., on membership directories or elsewhere on your website); what will be available to volunteers, such as board members; and what information will only be available to staff administrators.

3. Can the Look and Feel Make an Impact?

If it’s been a while since you looked at your membership form, take a good fresh look right now. What’s your immediate impression? Is it attractive and easy to use?

Researchers found that it only takes one-tenth of a second for visitors to a website to decide the attractiveness of a web page. This means your prospective member will make up their mind about registering within a few seconds of clicking on your page!

If the form looks complicated, time-consuming or confusing, they may postpone completion or even worse, they might reconsider their application. Capture and keep their attention with a welcoming page and simple process.

Here are a few tips for making your application form (online or off) more appealing:

Divide your form into sections

A long, unending page of text can look daunting, so it’s important to break the application form into sections.

You can break up your page by:

Using bold headings to separate grouped fields
Create a multistep process where each section is on a new page
Using color or big, bold colorful headings to draw the reader from one section to another

No matter how you structure it, be sure to group relevant information together! Membership forms should always come with a sense of internal logic.

Show off your organization’s personality

If you’re a community organization or networking is your strength, you want a design that’s nice and friendly. On the other hand, if you’re working with professionals and corporate members, you might want something more formal.

Speak to your audience by strategically using:

Branded typeface, color and graphics
Appealing background colors
Your logo
Graphic treatments to show off optional sign-up items or info (e.g., volunteer positions)

Before you post your membership application form, run it by the board of directors and see what vibe they’re getting off it!

Make it user-friendly

Completing forms is never a fun thing to do, so make yours user-friendly. Save time and energy by offering:

Checkboxes
Drop-down menus
Pre-filled answers by offering checkboxes

Use a concise, but friendly tone of voice

Like color and graphic style, the tone of your application form should be in line with your audience and the nature of your organization. Whether you choose a casual, light-hearted tone or a more formal voice, be sure your questions are positive!

Avoid application forms with details about what an applicant “must not have done” and other “registration standards.” Yeesh! While it’s important to include membership criteria, keep the voice from getting intimidating.

4. What Format – Online, Offline or Both?

Completing a membership application can be a time-consuming chore, so you should offer options that make the process as quick and easy as possible.

For some people (especially younger generations!), paper forms can be a cumbersome turn-off. But less computer-savvy members will feel much more comfortable returning their applications by mail.

You know your membership audience best—what would they prefer?

Be sure to indicate the options that are available, such as:

Joining online
Downloading a printable application form
Securely paying membership fees online
Paying membership fees by cheque or phone

Why You Should Move to Online Member Application Forms

Moving to online member application forms hosted on your membership site is one of the most convenient things you can do for your donors. It also offers major benefits for the staff or volunteers managing membership administration.

Some of the benefits of using online membership forms include:

Increased efficiency. Online applications collect your members’ personal and financial information immediately and automatically. It saves your staff time on things like transferring print information into the database or waiting on credit card approvals.

Accurate and protected data. Since information is seamlessly stored in your member database, it ensures that contact information is correctly recorded. Plus, any future updates can be made by the member through online member self-service. Automatic data back-up also puts everything “in the cloud,” so there is no chance of losing precious member information.

Anytime, anywhere access. As long as they have access to WiFi, members can sign up immediately and impulsively from any device. No downloading forms or mailing anything in to slow them down! Better yet, anyone with administrative permission to your online membership management system can easily access this information from the moment the application is completed.

Secure online payments. With an SSL certified website, you can assure your members that their payments can be made quickly and safely. This cuts out worries about checks getting lost in the mail while also saving time!

Instant confirmation and welcome: An immediate warm hello shows your members that you’re happy to have them on board. With instant access, they can go from prospective to active members without any delay.

It’s paperless. It’s an environmentally friendly option—save some trees as you grow your membership!

5. It’s Not Just The Form — It’s The Follow-Up Too

Once the applicant sends off their application either online or by mail, they want their membership experience to begin.

That experience begins with their confirmation email or letter. So be sure to confirm the membership and welcome them aboard as soon as you can!

Most membership management systems offer automated email welcome and confirmations that you can customize to meet your needs. If you are also accepting mail-in applications, have systems in place to follow-up on these immediately as well.

Use both your form and your confirmation email to show off the highlights of your organization, including the benefits of being a member. A warm welcome will help you start building member engagement and trust from the start.

Membership Application Form Examples & Template

Now that you’re ready to get to work, here are a couple templates to get you started:

Online Membership Form for Nonprofits Template

And here’s a template membership form for nonprofits, complete with tier level options. It can be printed or sent over in its original Google Doc format for any new members to complete.

If you’d like to edit the form above, just follow this link, duplicate the file and you’re good to go!

However, we recommend setting up online member registration forms instead, like the examples below. This kind of membership form makes it a lot easier for new members to apply to join your organization. Since it’s hosted on your website, they can easily access and submit it on their own time.

General Membership Application Form Template

This template is applicable to any organization. It’s generic, but it gets the job done!

Online Membership Form for Clubs

Here is an example of an online membership form specifically made for clubs:

Example Membership Application Forms

If you want a more tailored version of a membership application form, check out the examples below from some of the best-known membership organizations.

This example from Toastmasters International is great for organizations who have a lot of international members, since it provides options for preferred language.

The following application comes from a social membership club and includes a section for referrals by another member:

This membership form example from the YMCA includes a space to fill out family information—perfect if your organization offers family memberships or group memberships!

It also includes a section asking how the prospective member found out about your organization. This is a great way to help you track which recruitment tactics are most effective.

Quick Review – Membership Application Form Checklist

Membership application forms are the first step in building a relationship with your new member. Since first impressions really do count, it’s important that your form captures the right information while still being informative and welcoming.

Here is a checklist of questions to ask and tips to consider if you are developing or refreshing your membership form.

You can also get a downloadable version of this form here so that you can save it on your computer or share it with your team!

General Tips

Roll out the welcome mat. Consider including a note at the beginning of your form to welcome the new member. For example, “Thank you for your interest in becoming a member of…” or “Welcome to…”
Use a friendly tone and positive questions.
Specify which questions are mandatory/required and which are optional.
Indicate which information will be shared with other members (for example, in a membership directory), or available just to staff administrators.

Must-Have Information

Membership type or level
Membership requirements (e.g., specific designations, education, credentials, professional conduct statement)
Membership/subscription term
Contact information (e.g., name, organization, address, telephone, email)
Pertinent personal information required (e.g., date of birth)
Conditions of membership (e.g., terms, privileges, responsibilities involved)
Previous membership (e.g., are they a former member?)
References or sponsors (if required)
Chapter / Affiliate / Region information (e.g., if it is a multi-chapter organization and membership is assigned based on particular criteria)

Before you publish! Did you…

Clearly describe or define your membership categories?
Include details on the application process? (e.g., if the application needs to be reviewed by a committee)
Indicate the types of payment options available?

Encouraging Engagement

Include a “promise” of what membership in your organization will offer; or an overview of the Membership Benefits and/or a link to membership details.
Ask applicants to indicate personal or professional interests, or the type of information they want to receive. (e.g., government relations, advocacy, legal, professional development)
List Committee / Task Forces / Volunteer positions—and ask if the new member might be interested in getting involved. Consider using checkboxes they can fill in!

First Impressions

The visual layout of your application form says a lot about your organization. Before your prospective members even get reading, they’ll be judging your form based on its visuals.

Is your form…

User-friendly? Design elements such as checkboxes can save time. For online forms, consider drop-down menus and pre-filled answers.
Divided into sections? Breaking the application form into logical sections (with bold headings or colored blocks of text!) draws the user through the form and makes it feel more manageable.
Easy to read? Be sure that the type size is large enough to read without a magnifying glass. Use fonts that are clear and easy to read—and remember that mixing too many together will clutter your design!
A reflection of your organization? You want a clean design style, but it should also convey your organization’s brand. You can use specific colors, graphics, or simply your logo and tagline or mission statement.

We hope you found these steps helpful! If so, don’t forget to download this checklist so you can access it again later.

The Best Software for Managing Your Members

One of the biggest complaints from membership managers is how much time it takes to process new member and event registrations. If you’re feeling the frustration, it’s time to look into membership management software!

Membership management software software is an all-in-one tool that completely automates the registration process online. The right software can even save some organizations up to 20 hours a week in administrative work.

Here are a few of our favorite options:

WildApricot

Trusted by 26,000+ organizations, WildApricot is the #1 choice for membership management software for small to mid-sized nonprofits.

As you gather new members for your organization with your membership form, WildApricot can provide you with:

An online member database
Automated membership renewals
A highly customizable website (with members-only pages!)
Easy, secure online payment processing
Online event registration and store
Email and texting support
And much more!

With WildApricot, you can build your member relationships with comfort and confidence. If your nonprofit is just starting out, you can rest assured that our easy-to-use software comes with expert support.

Pricing for WildApricot starts at $63/month. If you’re looking to test it out, sign up for a 60-day free trial today!

– Fred Finney, Vistoso Cyclists

MemberClicks

If you’re running an association, chamber of commerce or mid-sized to larger nonprofit organization, MemberClicks is a great choice!

This cloud-based membership management software has features like:

An online membership database
Event registration and scheduling systems
Targeted email campaigns
Automated dues renewals
A website builder with integration tools
Reports and analytics

Pricing depends on the size and needs of your organization. Reach out to get a quote from MemberClicks today!

ClubExpress

ClubExpress offers a comprehensive software for managing members of all types of clubs. Whether it’s for a hobby club or a group of like-minded individuals, ClubExpress charges based on the number of your active members.

Some of its key features include:

Communication and marketing tools
Membership database
Website builder
Payment processing
Event calendars
Mobile app

Pricing for ClubExpress starts at $30/month, and increases based on the number of members you have.

Doubleknot

Doubleknot is a membership management software that’s made for cultural organizations and nonprofits. This includes places like zoos, scout councils or children’s museums, so it comes with some very unique features.

These include:

Admissions and visitor services
POS and mobile sales
Customer relationship management
Fundraising

Reach out to Doubleknot to schedule a demo of their software and learn more about pricing.

360Alumni

360Alumni is made for educational and nonprofit organizations that want to manage their alumni databases.

Their alumni-specific features include:

Event management
Fundraising
Job boards
Email Marketing

Pricing is based on your membership size and includes a one-time setup fee that ranges. Demo available upon request.

Making Superb Membership Application Forms

And there you have it—all the tips and tricks for making the best membership application form you can! With your form all set, you’ll be building your relationships with members as fast as you’re bringing them in.

We hope this guide has given you the insight needed to grow your organization and engage more members in years to come.

The post A+ Membership Application Forms (with Template & Examples!) appeared first on WildApricot.

Nonprofit Values Guide: Why They Matter and How to Define Them

Marlena Moore — Tue, 10 Dec 2024 19:39:35 +0000

A nonprofit’s values are the heart of their work. These principles shape how nonprofits make decisions, interact with others and achieve their goals.

Values keep nonprofits on track. Without them, it’s easy to lose focus or make decisions that go against the organization’s mission. They also influence how others see your work. Donors, volunteers and partners often support organizations that share their own beliefs.

This guide explores why values are important and provides practical steps to define them. We’ll also highlight examples from well-known nonprofits and offer tips for making your values part of everything you do.

Whether you’re starting a new nonprofit or revisiting your current mission, this guide will help you identify the principles that lead your work.

What Are Nonprofit Values?

Nonprofit values are the foundation of how an organization operates. They define what the nonprofit represents and guide its decisions and actions. While the mission explains why the organization exists, values show how it achieves its goals.

Values influence both internal processes and external relationships.

Internally, they help staff and volunteers collaborate and make decisions. Externally, they demonstrate to donors, partners and the community what matters most to the nonprofit. This builds trust and strengthens relationships over time.

For example, a nonprofit focused on education might prioritize accessibility by creating programs that reach underserved communities. Another organization might focus on sustainability, using environmentally friendly materials and partnering with groups that share similar goals.

Clear values give purpose and a practical framework. They provide direction for staff, help supporters connect with the nonprofit’s vision and keep the organization aligned with its mission.

Why Nonprofit Values Matter

Nonprofit values are essential because they give the organization direction and consistency. They help staff, volunteers and supporters stay aligned and work toward the same goals with shared priorities.

Strengthening Trust and Relationships

Values build trust by showing what your nonprofit stands for. Donors feel more confident in their contributions when they see clear commitments to values like transparency or accountability. Partners are also more likely to collaborate with organizations that reflect their own principles.

Guiding Decision-Making

Values act as a guide when making difficult choices. For example, if your nonprofit values inclusivity, you might focus on serving underrepresented groups, even if that requires more time or resources. This would keep decisions consistent with the organization’s mission, no matter the situation.

Shaping Organizational Culture

Values affect how people feel about being part of your nonprofit. For example, emphasizing community can create a welcoming space for staff and volunteers. This kind of positive culture improves engagement, reduces turnover and supports long-term growth for the organization.

Supporting Long-Term Success

When values are clear, they serve as an anchor during periods of change. Whether expanding programs, responding to crises or pursuing new opportunities, your nonprofit can stay focused on what truly matters.

Values affect your nonprofit’s daily operations and contribute to its long-term success.

Core Values Every Nonprofit Should Consider

Every nonprofit has its own unique values, but some principles are relevant to nearly all organizations. These values help nonprofits make a lasting impact and build strong relationships.

Impact

Nonprofits aim to create meaningful outcomes. Focusing on impact means tracking real results instead of just activities.

Example: rather than counting how many events were hosted, an education-focused nonprofit might measure how many students gained scholarships or improved academically. This focus keeps the organization centered on its goals and encourages reflection on whether programs are working as intended.

Nonprofits that prioritize impact gain credibility, showing donors, volunteers and communities that their efforts create real change.

Integrity

Integrity means staying honest and consistent, even in difficult situations. For nonprofits, this often means being open about finances, decisions and program outcomes. It also means standing firm on values when facing hard choices.

Example: if pressured to accept funding that conflicts with its mission, a nonprofit with integrity will stick to its principles. This builds trust with donors and stakeholders.

When staff and volunteers see integrity in action, it creates a sense of accountability and pride in their work.

Community

A commitment to community means working closely with the people your nonprofit serves. This goes beyond offering programs; it’s also about collaboration and listening.

Example: a local food bank might ask community members where gaps in service exist and adjust programs to fill those needs. These connections make nonprofits stronger and more effective.

Community-focused organizations also foster loyalty among donors and volunteers, who see the value of local involvement. When people feel invested in the work, they help drive positive change.

Inclusivity

Inclusivity means creating a space where everyone is valued and heard. This value encourages nonprofits to include diverse perspectives in leadership, outreach and program development.

Example: a youth-focused nonprofit might invite representatives from different age groups and backgrounds to help shape its programs. Inclusivity is about building a culture that welcomes and respects differences.

Organizations that prioritize inclusivity expand their reach and build trust by showing they are open and adaptable to the needs of all groups.

Accountability

Accountability means owning your commitments and being transparent about your actions. This might involve publishing annual reports, acknowledging mistakes or working openly to address challenges.

Example: a nonprofit that values accountability might conduct regular program reviews to identify areas for improvement. This builds trust with donors and supporters and creates a culture where teams are motivated to meet goals and learn from setbacks.

By staying accountable, nonprofits remain focused on their mission and keep growing.

Sustainability

Sustainability is about building systems that last. This includes environmental practices, financial stability and the creation of long-term solutions.

Example: a housing nonprofit may focus on building affordable, eco-friendly homes that serve communities for years. Sustainability also means diversifying funding sources to avoid relying too heavily on a single donor or grant.

By embedding this value into daily operations, nonprofits prepare for the future while meeting current needs and adapting as circumstances change.

Innovation

Innovation is about finding new ways to address problems. It could mean using technology or rethinking old methods.

Example: a nonprofit tackling food insecurity might use an app to connect restaurants with families who need meals. Innovation isn’t about flashy tools — it’s about challenging traditional approaches and trying creative ideas.

Nonprofits that value innovation encourage new ideas and stay flexible, which helps them remain effective even as challenges evolve.

Each of these values can play a role in making your nonprofit stronger. As you think about what matters most to your organization, consider how these principles might align with your mission and goals.

How To Define Your Nonprofit’s Core Values

Defining your nonprofit’s values can seem daunting, but breaking the process into clear steps makes it manageable. Here’s how you can do it.

Alignment: Does it Match Your Mission?

Start by considering your mission. Reflect on what your nonprofit represents and the change you aim to create. Your values should align with this purpose and serve as a guide for decisions. If your mission is to fight for environmental justice, sustainability might naturally become a core value. A nonprofit focused on youth development might prioritize empowerment or inclusivity. When values are closely tied to your mission, they move beyond being aspirational ideas and become practical tools. This connection makes it easier for your team to stay focused and strengthens how others perceive your organization.

Brainstorm: Welcome All Ideas

Gather your team, including staff, volunteers, board members and community stakeholders. Ask everyone to share their thoughts on what your nonprofit stands for and which principles should guide its work. Capture every idea — no matter how big or small — to encourage open discussion. Including diverse perspectives in the brainstorming process can uncover valuable insights you might not have considered before. This approach helps the values reflect the collective vision of your organization. A good brainstorming session often reveals common themes that can shape priorities and create a sense of shared purpose.

Simplify: Narrow in on 3-5 Values

After gathering ideas, focus on the values that best reflect your nonprofit’s identity. Aim to select three to five core values that are clear, relevant and easy to remember. Too many values can become difficult to communicate or act on, so narrowing down the list is essential. Think about which values align most with your mission and resonate with the people you serve. This process may require thoughtful discussion, but taking the time to prioritize meaningful values will give your nonprofit a strong foundation that can guide its work for years to come.

Feedback: Ask Your Team

Before you finalize your values, ask for feedback from your team. Do the chosen values reflect the organization’s purpose and vision? Are there any concerns about clarity or alignment? Getting input at this stage helps confirm that the values resonate with everyone involved. This step also gives team members a sense of ownership, making it more likely they’ll embrace and apply the values in their work. Adjustments based on feedback can also strengthen the values, making them more relevant and widely accepted.

Launch: Share with the World

Once your values are set, make them public. Include them on your website, in your annual reports and during onboarding for new staff and volunteers. Sharing your values lets others know what your nonprofit stands for and strengthens accountability. But don’t stop there. Embed your values into your branding, messaging and programs so they become a visible part of everything you do. A strong launch reinforces your commitment and invites others to hold you accountable.

Examples of Nonprofit Values

Looking at real-world examples of nonprofit values can provide inspiration. Here’s how some well-known organizations articulate their values.

World Wildlife Fund

The World Wildlife Fund (WWF) is guided by values such as courage, integrity, respect and collaboration. These principles shape their global efforts to protect nature and create a future where people and wildlife can thrive.

Courage drives them to tackle urgent environmental challenges and advocate for bold solutions.
Integrity ensures they maintain high standards in their work and remain transparent with supporters and partners.
Respect underpins their approach to working with diverse communities, and collaboration allows them to build strong partnerships to achieve lasting results.

By staying true to these values, WWF leads initiatives to preserve ecosystems and safeguard biodiversity worldwide.

Boys and Girls Clubs of America

The Boys and Girls Clubs of America (BGCA) is guided by values that include inclusion, integrity and collaboration. These principles drive their mission to create safe and supportive spaces for all young people, no matter their background.

Inclusion makes every child feel valued, which is reflected in programs designed to address the diverse needs of the communities they serve.
Integrity keeps them focused on doing what’s right for the youth and families who rely on their support.
Collaboration allows BGCA to work with families, educators and partners to provide consistent opportunities and resources.

By living these values, BGCA helps young people build confidence, develop leadership skills and achieve a brighter future.

ASPCA

The American Society for the Prevention of Cruelty to Animals (ASPCA) is driven by values of commitment, ownership, teamwork, impact and the drive to elevate their work.

Commitment keeps them focused on improving the lives of animals and overcoming challenges without losing sight of their suffering.
Ownership encourages them to take responsibility for outcomes, find the best solutions and care deeply about results.
Teamwork brings people together, fostering collaboration and thoughtful communication to keep their mission moving forward.
They act with urgency and courage to make a lasting impact for animals while striving to elevate standards, explore new ideas and continue growing.

These values guide the ASPCA in protecting animals and creating meaningful change.

Wounded Warrior Project

The Wounded Warrior Project is guided by values of service, integrity, loyalty, fun and innovation.

Service drives them to collaborate with humility and respect to meet the needs of veterans and their families.
Integrity keeps them honest, transparent and accountable in everything they do.
Loyalty reflects their deep commitment to their mission and to supporting one another as a team.
They foster a sense of fun by creating an environment of joy and belonging for both staff and those they serve.
Innovation pushes them to challenge the status quo, encouraging new ideas to better support veterans.

These values help the Wounded Warrior Project make a lasting difference in the lives of those who have served.

Alzheimer’s Association

The Alzheimer’s Association is guided by values of inclusivity, community, accountability, agility, integrity and a focus on people.

Inclusivity drives them to reach and support individuals from all backgrounds so that no one has to face Alzheimer’s alone.
Community strengthens their efforts as they bring people together to share knowledge, resources and support.
They remain accountable by staying transparent and delivering meaningful results.
Agility allows them to adapt to challenges, respond quickly and lead the fight against Alzheimer’s with determination.
Integrity keeps their work honest and trustworthy, while their focus on people makes sure that individuals and families remain at the center of everything they do.

These values fuel the Alzheimer’s Association’s mission to advance research, provide support and improve lives.

Nonprofit Values Best Practices

Having clear values is a start, but maintaining them requires ongoing effort. Here are some best practices to keep your values alive in your nonprofit’s work.

Keep It Specific

Generic values like “excellence” or “innovation” are harder to act on. Instead, make values actionable and unique to your nonprofit. For example, instead of saying you value “community,” specify how you build community through collaboration or outreach efforts. Clear values also help your team understand what they mean in practice. A value like “integrity” might translate into being transparent with donors about finances or decision-making processes. Specificity keeps your values practical and easier to integrate into everyday work.

Review Regularly

Your nonprofit’s values should evolve as your organization grows. Set a time each year to revisit your values and verify they still align with your mission and work. If circumstances change, don’t hesitate to update them. This doesn’t mean changing values often but rather assessing their relevance. For example, new challenges or community needs might highlight the importance of adding inclusivity or sustainability to your core principles. Regular reviews help keep your values meaningful and aligned with your goals.

Align with Policies and Actions

Your values should guide everything your nonprofit does. That means embedding them into policies, programs and decisions. If one of your values is sustainability, it should influence choices about office practices, partnerships and program delivery. A nonprofit with a value of accountability might implement processes to track project outcomes or host regular donor Q&A sessions. Aligning values with action makes them more than words and creates a real impact on how your nonprofit operates.

Lead by Example

Leaders have a critical role in showing what nonprofit values look like in action. When leadership demonstrates principles like transparency or accountability, it sets a standard for everyone in the organization to follow. For instance, a leader who values community input might actively engage with stakeholders, seek their feedback and incorporate their suggestions into decisions. Leaders also model values by taking responsibility for their actions, whether that means openly communicating challenges or sharing updates on goals. By consistently living out the organization’s values, leaders build trust and motivate their team to do the same.

Recognize and Celebrate

Reinforce your values by celebrating moments when they’re put into action. Share stories in newsletters or at team meetings that show how your organization lives out its values. Recognizing these efforts helps keep values at the top of your mind and motivates your team. This could include honoring staff who demonstrate a specific value or showcasing community impact driven by your principles. Celebrating these actions connects your team and stakeholders to your mission in a meaningful way.

Putting Your Values Into Action

Your nonprofit’s values are more than words. They guide decisions, bring teams together and show the people you serve what you stand for. When you live those values every day, you build trust, focus your work and make a bigger impact.

Managing a nonprofit can feel overwhelming, but the right tools can make it easier. WildApricot helps you simplify tasks like membership management, event planning and fundraising so you can focus on the work that matters most. Try WildApricot free for 60 days and see how it can support your nonprofit’s goals!

The post Nonprofit Values Guide: Why They Matter and How to Define Them appeared first on WildApricot.

Building a Thriving, Engaged Community: How CommUnity Powers Member Connection and Action

Marlena Moore — Thu, 05 Dec 2024 19:18:16 +0000

Behind the scenes, hospital administrators and IT pros are the ones ensuring everything runs smoothly — and Digital Health Canada seeks to educate, connect and empower them. Digital Health Canada is a not-for-profit, member-based organization offering advocacy, professional development opportunities and a place for members to network and build community. Perhaps the largest draw for members is the organization’s variety of in-person events. With smaller regional conferences held throughout the year and one major annual conference, many members join to take advantage of the networking opportunities these events offer.

In between conferences, however, DHC needed a way to retain member engagement, foster an online community and provide ongoing professional development opportunities for roughly 700 members. To find out how CommUnity has helped DHC fulfill these needs — and more — we spoke to DHC Member Programs Coordinator Amanda Delorey. Amanda filled us in on how CommUnity provided the perfect members-only platform to promote upcoming events, share and store webinars and other resources, and host a vibrant online community where conversation and connection thrive.

Creating Communities of Action

When it came to building an online community, DHC didn’t want theirs to be just another corporate-branded social media. Instead, DHC wanted their community to be a tool for driving change. Amanda envisioned vibrant online spaces where members could gather to exchange ideas, delve deeply into important topics, and even mobilize people to action. The only challenge? These communities weren’t just quiet—they were stagnant.

“There were two pre-existing communities when I joined,” Amanda said. “One on diversity, equity and inclusion, and one on nursing. But neither was particularly active. You could see that there were only about 37 group members, which just means that somebody joined at some point — they followed a newsletter link or something like that. But the groups were mid when it came to actual participation.”

The question then became: how could DHC transform passive members into active participants? Amanda knew that CommUnity had the tools to help bring life back into these groups, so she set out to convert “lurkers” into contributors. Using the platform’s features—polls, forums, and discussion boards—she set in motion a series of strategies to boost engagement.

To start, Amanda began posting a new discussion question each week to encourage members to jump in.

“I engage them with questions every week,” Amanda said. “People comment on the thread, but they’ve also started their own threads. There are a couple of members who have taken the lead on this, which was a pleasant surprise. I had no idea who would step up, but it’s been fun watching the discussion grow.”

Building on this momentum, Amanda introduced specialty forums for niche topics, giving members a platform to share ideas and even have their contributions published. “One of the most popular forums I launched was a working group on an AI and healthcare lexicon,” Amanda recalled. “I prompted members to submit terms, provided them with a structure, and their submissions would be published on our website. People were excited about the opportunity to be featured, and we received 25 pages of contributions.

It wasn’t just one person posting repeatedly — it was a diverse group sharing their knowledge.”

In addition to creating engaging content, Amanda learned that a little nudge could go a long way. “I did send a somewhat ‘threatening’ email once, saying that if they didn’t participate, I’d have to remove them from the group,” she said with a laugh.

“I got 79 actions in one day after that email. Sometimes, you need a little push to get things moving!”

Rather than taking a “set it and forget it” approach, where members join a group only to disengage, Amanda succeeded in fostering an active, ongoing dialogue. With a steady rhythm of new posts to look forward to, members now log in regularly to engage, even creating their own threads and posing new questions. The chance to discuss cutting-edge topics and see their contributions published sparked enthusiasm, while the possibility of being removed from the group encouraged consistent involvement. Amanda’s strategy effectively tapped into CommUnity’s tools to create a dynamic, member-driven space that fosters meaningful connections and continuous engagement, ultimately turning a stagnant community into one of action.

Members-Only Benefits

One of the key features Amanda repeatedly highlighted during our conversation was the exclusive, members-only access that CommUnity provides. The paywall surrounding the platform isn’t just a barrier — it’s a strategic choice that benefits both DHC and its members. As Amanda explained, “I’ve found that when people don’t pay anything for a membership, they don’t value it as much, so they don’t really engage.” This insight prompted a shift toward maximizing the value of paid membership by offering tangible, members-only benefits that drive both engagement and retention.

A standout example of this is the weekly webinar series, Webinar Wednesday. Each week, Amanda records a presentation on a topic of interest to the community and makes it available exclusively to members through CommUnity.

“It’s free for members only, and we record it every week. It’s not available on a public platform like YouTube. It’s all private. So, if you want to watch a previous webinar Wednesday, you have to log into the CommUnity. You cannot access it on our website whatsoever,” Amanda shared.

This members-only format not only protects the content but also encourages ongoing participation and engagement. By having this content hosted within the app, it becomes an integral part of the member experience — one that they must log into CommUnity to access.

“The weekly webinars are a great way to drive engagement, discussion, and education — all of which are central to DHC’s mission,”

Amanda explained. Beyond offering value to members, these exclusive webinars create a deeper incentive to join and remain engaged in the community.

After each session, Amanda archives the webinar in the app’s resource tab, ensuring members can revisit past sessions at their convenience. New members also gain access to the full back catalog of webinars, further enhancing the appeal of joining DHC.

“Specific programs tend to drive engagement on our end; people are not spontaneously involved. So, if they have a specific thing to do, then they’re a lot more interested,” Amanda observed. “It’s a great way to run a members-only program and to have it be behind a paywall.”

In addition to the webinars, email plays a pivotal role in maintaining regular communication with members. Through a well-established weekly email schedule, members are prompted to register for webinars and stay up-to-date on upcoming events. This regular communication ensures that members are always aware of key initiatives and allows them to plan their participation in advance.

“The regular schedule and prompts in the emails really help our members know what to expect,” Amanda said.

“Most of them are familiar with our initiatives before they even engage with them in CommUnity.” This consistency strengthens member engagement and helps build anticipation for each event, ensuring a high level of participation when the content goes live.

Lifting the digital barrier

For overworked and overstressed hospital employees, in-person events are more than just a fun getaway — they’re a highlight of the year, a chance to recharge, connect, and gain inspiration. Understanding this, DHC is dedicated to ensuring its members make the most out of their experience before, during, and after the conference ends.

In the weeks leading up to each event, DHC’s CommUnity platform becomes a bustling hub of activity. Members post introductions, share their excitement, and hype each other up in anticipation. The platform provides an exclusive space where members can promote their expertise, highlight their ambitions, and spark interest in their speaking engagements or projects. This level of interaction doesn’t happen on broader, impersonal platforms like LinkedIn, where connections often feel superficial. Instead, CommUnity fosters meaningful engagement by focusing on shared goals and the unique camaraderie of DHC’s members.

Amanda noted that this pre-event interaction has a tangible impact on the event itself:

“When members come to the conference already feeling connected, it changes the entire atmosphere. People are more engaged, more likely to approach each other, and more comfortable jumping into conversations.”

During the conference, connection deepens as members interact in person and continue conversations through the CommUnity app. Members use the app to coordinate meetups, share updates and keep the excitement going. This digital engagement complements the face-to-face experience, ensuring attendees maximize every moment of the event.

But the value of CommUnity doesn’t end when the conference wraps up. As Amanda put it, “Often, you don’t get a chance to meet someone, or you meet them for two seconds and forget their name. That can be frustrating, but not when you have a chance to reconnect online the next day.”

CommUnity provides an accessible post-event hub where members can rekindle missed connections, collaborate on shared ideas, and continue brainstorming.

More than just a networking tool, CommUnity bridges the gap between in-person and digital interaction, ensuring that members feel supported year-round. Whether they’re sharing insights from the conference, planning future collaborations, or simply catching up, the platform ensures that connections formed at DHC events aren’t fleeting — they’re the start of something much more impactful.

CommUnity has proven to be an indispensable tool in Digital Health Canada’s member engagement strategy. By combining the power of exclusive, members-only benefits, a dynamic platform for ongoing conversation and seamless integration with in-person events, CommUnity has created a thriving online community that fosters meaningful connections, sparks discussions, and drives real-world action.

Amanda Delorey’s strategic use of the platform — from weekly webinars and specialty forums to consistent email engagement — has helped turn passive members into active contributors, ensuring that DHC’s members are engaged, educated, and supported year-round. The result is a community that not only survives between events but thrives, providing members with the tools they need to drive change and stay connected with their peers in the healthcare industry.

Are you ready to elevate your own organization’s member engagement? Schedule a demo today to see how CommUnity can help you achieve similar results and build an online community that drives action, engagement and lasting impact.

Looking to read more about CommUnity? Check out these resources:

The post Building a Thriving, Engaged Community: How CommUnity Powers Member Connection and Action appeared first on WildApricot.

Keep Your Membership Thriving: How to Combat Decline in Any Organization

Marlena Moore — Wed, 04 Dec 2024 04:49:25 +0000

Members are essential to your organization. No matter your mission, goals or classification, a strong membership is needed for success, growth and overall stability. But what do you do when your membership starts to decline? The death of an organization starts with the death of its membership, and we aren’t having a funeral any time soon.

We want to see your organization thrive, so we’ll share how to identify a membership decline, common causes and strategies to correct it in this post. Once you’ve finished the article, check out some of our other resources to pivot the needle and actually grow your membership here:

Before We Begin: Data on Membership

The 2024 Membership Marketing Benchmark report shared that 21% of associations saw a decrease in membership and 31% saw no change over the past year. Does your organization align with this data? Are you better off, worse or the same?

Data table on membership changes from The 2024 Membership Marketing Benchmarking Report

Take a look at your membership data; where is your organization at from last year, the past 3, 5 or even more? Here are some key performance indicators (KPIs) we suggest you look at:

Membership renewal rate
Member acquisition rate
Member retention rate
Membership growth rate
Member attrition rate
Member engagement

These will help identify if you could be experiencing a membership change out of the ordinary and help pinpoint issues.

What Causes Membership Decline

To effectively combat a decline in membership, you need to first understand what causes it. There’s a variety of reasons why you might see a drop in membership; some are related to finances and benefits, whereas others will be part of your communication and engagement.

Economic Factors

It’s no secret that the current state of the economy isn’t great. While inflation is slowly decreasing, many individuals are still recovering from the 9.1% we saw in June of 2022, with 2023 seeing an average of 4.1%. In the past 12 months alone we’ve seen an average of 2.6% increase in the cost of everything, with necessities like housing and transportation showing steep increases of 4.9% and 8.2% respectively.

With higher costs like this, individuals tend to cut spending on things that aren’t a necessity, like membership to an organization. It’s important to consider what you charge for your membership compared to the economy and the benefits you provide.

Essentially, do the costs outweigh the benefits? How do you bring enough value to ensure your membership is a must-have instead of a nice-to-have when times are tough.

Low Member Engagement

Why would you pay for something you don’t use? Members may leave an organization because they aren’t engaging and don’t utilize the benefits. You’ll be able to see this in your member engagement data.

Poorly engaged members have low attendance rates to your events and meetings, never open or read your newsletters, don’t interact with your content (social media/website) and don’t take advantage of exclusive opportunities like professional development.

Even if a member is super active in your organization, seeing their other members lack engagement and poor attendance will impact their opinion of your org. After all, if you joined an organization for the sense of community and the community started to fizzle out, would you want to stay?

Members Don’t Feel Heard

One of the worst things a member can experience is sharing feedback or suggesting ideas/changes for their organization and nothing happens. This leads members to feel like they don’t have a voice and that leadership doesn’t care about their opinions. As we’ve mentioned previously, most membership organizations require monthly or yearly dues, so why pay to be ignored?

Members who don’t feel heard will likely lapse and leave your organization. You’ll see an even bigger decline in membership and decreased retention if you specifically ask for member feedback and don’t utilize it.

Competitors are Doing it Better

Chances are there’s at least one other organization similar to yours. Perhaps the competition is offering better membership benefits or has a lower cost. Suppose your members see another organization giving a better member experience. In that case, they’ll likely leave to get the best bang for their buck.

Competitors aren’t just the organizations in your local community, though; keep in mind your industry’s virtual or remote organizations. Some individuals prefer to be a part of an organization in the digital landscape, as they can connect with more like-minded individuals worldwide.

How to Combat a Decline in Membership

If you’ve seen a decrease in member retention and a low rate of new members, it’s time to make some changes. Consider implementing the following changes to bring a new life to your organization and, hopefully, an influx of new members, too!

Conduct a Member Survey

You can make assumptions about why your membership is declining, but you won’t truly know unless you ask! Send out two different surveys to get the most accurate data from members. One survey for those who are leaving and one for your current members.

For both surveys, focus on these core areas to cover your bases:

Member benefits
Activities/events
Professional development opportunities
Cost
Communication
Community

Membership Exit Survey

Regardless of whether your organization is experiencing a membership decline, a membership exit survey is always a good idea. This is essentially a “why are you leaving” questionnaire you’ll send to members who decide not to renew their membership or cancel early.

Tips for success: These members are already leaving, so there’s a chance they don’t want to fill out a lengthy survey. For the highest response rate, stick to brief questions with easy responses like a slider bar (strongly disagree to strongly agree). Add an optional open response at the end for members to elaborate on their decision to leave.

Member Feedback Survey

A membership feedback survey should be implemented regularly to get a sense of the health of your organization. This will allow you to pinpoint why your members might be unhappy and pivot before they go. Using this feedback, you can also prioritize the features of your membership that members like. Perhaps you’re spending more on social events like happy hours, but your members value professional development. Cut back on the events and funnel that money into getting a speaker for an educational seminar.

Tips for success: Send this survey out before renewals hit. Members will have time to think about the true value of the membership, and you have an opportunity to respond to any negative feedback. This gives you the chance to pull members back in and share how you will make changes for the following year. You may even offer a discounted membership for those planning to cancel.

Read more: Why Your Organization Needs a Member Satisfaction Survey and 40+ Question Examples

Show Appreciation

Just as it’s important for your members to feel heard, you want to ensure members are appreciated. When members feel valued, they’re more likely to stick around. Fostering a sense of community and improving the member experience can be done from simply saying “thank you” to your members or holding a member appreciation day.

Membership appreciation can also increase member engagement, a key part of combating membership decline. Engaged members tend to get involved beyond just a standard membership. They’re more likely to become volunteers, participate in leadership opportunities and even bring new members to your org!

Examples:

In your member newsletter, have a member spotlight section. Here you can highlight a member and share about their contributions to your organization.
Send personalized “thank you for being a member” letters or emails highlighting their member experience. Put in fun data about how many years they’ve been a member, the number of volunteer events, the number of events they’ve attended, etc.
Host a member appreciation event. This is where you can celebrate your members with fun activities, entertainment, and yummy food, and you can give swag bags with merch from your org.

Read more: How to Host a Member Appreciation Week (+ 10 More Ideas!)

Introduce Membership Tiers

If cost is a deterrent to your members, implementing membership tiers or levels is a great way to appeal to everyone. Think of it as a basic, plus and premium membership offering. The higher your membership level, the higher your dues, but you’ll get more benefits and access. This allows members to choose the membership that works for their budget and what they want to get from your organization.

Example: Some members might only want to be a part of your organization for the community and social aspect. So, having a “social” membership tier with more affordable dues is a good option. This would allow these members to attend events and access your online community to interact with others. But they wouldn’t get all your educational resources like on-demand webinars or professional networking events.

Offer New Ways to Get Involved

If your member engagement is suffering, it might be due to limitations on participation opportunities. Flexibility is key, especially if you have a wide array of member demographic. Some people like being involved in person, whereas others prefer virtual opportunities. Members can be super involved in large social opportunities and others prefer more intimate gatherings.

Here are a couple of examples of pivoting your strategy to boost engagement.

Provide Virtual Options

If your meetings are all in person and you see low attendance rates, this could be due to some members having transportation limitations. Start streaming via Zoom to let members participate no matter where they are. Having live polls and an open chat lets their voice be heard even if they’re on mute.

Consider recording your meetings and posting them on-demand on your website, online community or virtual space. If the timing of your meetings conflicts with members’ schedules, this allows them to catch up later at a time that works for them.

Offering these virtual opportunities can even extend to seminars you may host, training sessions or fun activities like trivia nights.

Tips for success: It can be overwhelming to offer all your activities digitally, so start off with your major meetings. This will go a long way with your members, especially if these meetings require feedback like voting on the next social location, a change to your org’s leadership structure or implementing a new rule to your bylaws.

Offer Small Groups

Most organizations have large gatherings or events where all members are invited to attend. This can be overwhelming for some members, resulting in them never attending and losing interest in your organization. Try implementing smaller group functions where members can connect with others and feel like they’re genuinely a part of a community.

For a small group gathering, have a sign-up or registration limited to just 10 or so members. This could be an activity at a local business like pottery-making and cooking classes or an in-depth educational session where attendees can ask questions and have hands-on instruction.

Tips for success: To ensure you offer the activities members want to attend, send out a monthly poll for options. Members can vote on what they’d like to do and even give suggestions for things you might not have thought of. You never want to be stuck organizing an event with no interest, especially if you’ve partnered with a local business looking to grow its awareness and customer base.

Introduce Mentoring Programs

Many members have joined your organization to grow in your industry; perhaps they’re looking for guidance or advice on how to be successful. This is where you look to your established members to become mentors to your newbies. Send out an interest letter to your members on becoming a mentor and their specialties or interests. Members can also opt into this program to seek mentorship on a specific topic, whether it’s focused on professional growth or learning a new skill/hobby. Based on how mentors/mentees respond to the interest letter, you can pair the right members together and strengthen your member relationships and sense of community.

Tips for success: Make this a part of your membership onboarding program to help ease new members into your organization. This 1 on 1 connection will allow them to have a go-to person for any questions they might have and a friendly face at your functions/meetings.

Increase Marketing and Communication

Sometimes members might have low attendance or engagement solely because they aren’t aware of what’s going on. Maybe you’re only putting your events calendar on your website or newsletter. How often are your members reading your whole newsletter or visiting your organization’s website?

Be sure to share all your events, activities and opportunities for involvement across all channels. This means newsletters (virtual and physical), your website (especially the members-only section), social media accounts, text messages and email. Bonus: increased marketing will also boost your organization’s visibility, bringing new members!

Tips for success: You don’t want to overwhelm members with organizational updates, so ask them for their communication preferences! This is more than just the communication channel; it’s also the frequency and subject matter. Say a member wants to receive texts and emails about volunteering opportunities only. Segment them into a list focused on all your volunteer updates; that way, they won’t be frustrated by notifications that do not apply to their preferences.

Focus on Retention and Onboarding

Getting new members is great but holding onto the ones you already have is vital. Not only is it more cost-effective, but it will bring a higher value to your organization’s membership. Members who have been around for years tend to encourage others to join and are great advocates for your mission.

WildApricot Tip: Try starting a member referral program! Not only will this help retain your members by giving them a reward for referring, but the new members that will be brought in tend to be a great match for your organization.

The onboarding process is frequently overlooked when talking about member retention. Think about it: would you want to stay in an organization that didn’t set you up for success when joining? Without proper onboarding, new members might not know everything offered in your org’s membership, so when renewal season comes around, they don’t see the value in continuing their membership.

When revamping your onboarding process include the following:

Benefits of membership
Contact information of leadership/important team members
Discount codes or promotional offers
Event and activity calendar
Any exclusive content or resources
List of groups they can join
Training or professional development opportunities
How to access your member space (online community, Facebook page, Slack channel, etc.)

When it comes to your membership budget allocation, focus on spending more on retention efforts and your onboarding process; you’ll see a difference.

Read more: How to Create the Ultimate New Member Welcome Packet

Leverage Technology

We know that budgets are tight, and many organizations have small teams that might not have the bandwidth to implement all the strategies we’ve mentioned. However, with the right technology, you can automate and simplify many of these processes, saving your team time and making their jobs easier.

Consider membership management software (MMS), an all-in-one solution that organizations can use to send out member communications, manage events, process and track membership dues, integrate with social media channels and build/manage your website. Plus, MMS can track and analyze your members’ behavior and engagement, allowing you to proactively reach out before they lapse.

If your organization could benefit from using this type of tech, try WildApricot for free with a 60-day trial! Our software is used by thousands of small to mid-sized membership organizations to make their lives easier and improve their member’s experience with features like:

Website builder: create and update your website with little-to-no tech experience.
Events: easily create and promote lessons, events, and rentals, with online registration, attendance tracking and payment processing.
Payments: automate membership renewals, registrations and payments.
Database: maintain detailed member and admin records in an easy-to-search and filter online database.
Emails: send professional newsletter and email communications to your members.
Member Login: allow members to log in to your website to access exclusive resources.
Mobile App: track event registrations, payments, and more on the go.

Combating membership decline requires a thoughtful approach focused on engagement. Hopefully you’ve found some inspiration in the strategies we’ve shared today to build a vibrant community. Best of luck with your membership!

The post Keep Your Membership Thriving: How to Combat Decline in Any Organization appeared first on WildApricot.