Implementation

Implement Membee With Your Existing Website

The following section details how we work with you to implement Membee for your organization while taking advantage of your organization’s existing website as the home for Membee’s widgets. Of course, the actual dates and times are subject to mutually agreed scheduling.

Day 1 – Welcome Call

Within a day of your official sign up with Membee, one of our Implementation Coordinators will contact you by phone. The purpose of this quick call is the following.

Introduce Themselves

Your Implementation Coordinator’s goal is to ensure your setup of Membee to go smoothly so they will explain how we manage that process and how you can get a hold of them when you need them.

An Overview of the Process

We focus a lot of effort and resources on the implementation process and honestly, we have it down to a science. Your Implementation Coordinator will review the process and answer any questions you may have.

Gather Membee User Information

We will gather basic information about how your staff and/or volunteers who will be using Membee.

Schedule the Planning Call

Ideally, we want this call to happen as soon as schedules will allow and typically, it happens within a day or two of the initial Welcome Call. You will want to set aside 90 minutes or so for this call so keep that in mind when discussing possible times with your Implementation Coordinator.

Provision Your Copy of Membee

After the welcome call, your Implementation Coordinator will complete the technical setup of your copy of Membee. This includes creating the Membee Admin User(s) that you provided during the Welcome Call. Once your copy of Membee is provisioned, you will receive an email containing the URL for you copy of Membee as well as usernames and default passwords for your Admin User(s).

Day 3 – Planning Call

In this 90 minute call, you and your Implementation Coordinator complete a very detailed review of both your data as well as your operational processes and membership structure. In essence, your Implementation Coordinator is assembling their to-do list as well as detailing the things you need to get for them – your data being the big one. It is important that you have your single spreadsheet of data handy for preliminary review. The state of your data is the single biggest determinate of your implementation timeline.

Review Your Data

Do not worry about how the data is formatted, we’ll review the data with you during this call and provide you with specific instructions on what you will need to do in order to get the data ready for us to import it into your copy of Membee.

If you are working with multiple spreadsheets or are exporting the information from a current system and aren’t able to combine the information into a single spreadsheet prior to the Planning Call, that’s OK! We’ll go over the data with you and help you come up with a plan on how to get it ready for import.

How New Members Join Your Organization

We will gather the details on your new member sign-up process, specifically any approval processes currently in place (if any) that need to be reflected in Membee’s New Member Signup Widget.

Membership Types & Levels

It is important to review the different types of membership you offer and difference between them.

How Existing Members Renew Their Membership

This is an area where Membee can really help and to get it setup correctly, we will review with you:

  • How far in advance of a member’s expiry do you send renewal notices?
  • How often and when do you send reminders?
  • At what point is a membership canceled – how “overdue” does a member need to be to warrant cancellation.
  • A review of the best practice for accounting for renewal revenue in your accounting system.

Which Payment Gateway Will You Be Using

If you already use a payment gateway that Membee supports then this will be a short conversation. Often, a big reason for coming to Membee is to take advantage of online payment processing. All we will need from you is your payment gateway account information so Membee is ready to take online payments for new member signups, existing member renewal, event registrations, donations, etc.

If you don’t currently have an account with a support payment gateway then we gathered your options together in one place including some recommended payment gateways due to their features and pricing.

Membee’s Supported Payment Gateways

It is banking after-all so setting up a payment gateway provider can take a couple of weeks, so we highly recommend that you select a provider and begin the application process right away.

Gather Your Credit Card Info to Setup Your Membee Subscription

You will have received the information detailing your subscription to Membee prior to your call.  We’ll collect it from you during the call so there are no interruptions to your Membee subscription beyond your free initial 30 days.

Are Searchable Member Directories Important

Membee’s ability to provide unlimited searchable member directories on your website is a feature that is very popular and we will review it with you to determine a powerful member directory on your site will add value to your membership offering. Directories can be public or private and configured in numerous ways so we will make sure you have the opportunity to evaluate them.

Review Options for Event Registration and Non-Dues Revenue

In addition to Membee’s powerful capabilities to gather membership revenue you also you also have the ability to launch additional features to add even more value to your membership including:

  • An online event registration system
  • The ability to collect donations, ad hoc, when members sign-up and when members renew their membership
  • Set up a small store to sell merchandise for orders you fulfill yourself

We will review these features and determine how they can best be configured to meet your needs.

Access to the Back End of Your Website

Your website is very important since it acts as the platform for Membee’s widgets. In order to be able to add Membee widgets for new member signups, existing member renewal, event registration, member profile, searchable directories, etc. to your website, we’ll need to review your ability to create new pages on your website. If you need to work with someone else, what their schedule is like so we can work in how long they may need to have to set up pages for Membee’s widgets. Typically, launching a widget on your site involves setting up a new page and pasting a script that we will provide onto that new page.

Schedule Your Actual Implementation Day

The last agenda item in the call is to schedule your actual “Implementation Day”. That date is set based on our next available openings and your ability to assemble the handful of things the Implementation Coordinator needs from you.

Your 30-Day Free Period Begins Here

Even though you already have access to your copy of Membee, you actual free subscription period doesn’t begin until we have a chance to go over the details with you in the Planning Call.

Day 10 – Implementation Day

This is the day dedicated to the setup of your copy of Membee so it is very important that everything we asked you to provide is assembled and ready to go in advance of this day. With your help, we take extra care in scheduling this day. We take into account all of the factors discussed in your Planning Call so that preparing for your Implementation Day is manageable and absent of unneeded stress. We want this to be a great experience for you!

Membee’s To Do List

Your Implementation Coordinator will be busy taking care of the following:

  • Importing the final copy your spreadsheet of member and non-member data.
  • Finalizing the configuration of the Membee widgets you have decided to use.
  • Set up some important system email templates that convey the right messaging to your members.
  • Set up as many Automations as possible so your admin workload is minimized.
  • Configure a member directory if you’ve decided to use one.
  • Share important learning information with you:
    • How to change email templates to the messaging Membee sends on your behalf is always accurate and aligned with your goals.
    • How to change widget settings or even launch a widget on your own down the road.

Your To Do List

In advance of your Implementation Day, you have already provided the following:

  • The final copy of your spreadsheet of member and non-member data.
  • The URLs for the pages on your website that will have a Membee widget embedded in them.
  • Confirmation that you have completed the setup of your payment gateway account info so Membee can start processing online payments for you. Your Implementation Coordinator will have provided detailed steps on the settings required for your payment gateway account.

You Need to Bee Highly Available

During the course of implementing your copy of Membee, minor questions and clarifications always pop up. All we need you to do is block out your day so your Implementation Coordinator can give you a quick call.

Rescheduling Your Implementation Day

We know that “stuff” happens and it is possible to reschedule your Implementation Day. This circumstance is rare but if required, you should anticipate that your rescheduled Implementation Day will be several weeks in the future and almost certainly beyond the conclusion of your free Membee subscription period. This is simply due to our next available opening being that far in the future.

Day 11 – Setup Review Call

Your Implementation Coordinator will call you to quickly review:

  • The layout of the member/non-member data that the Implementation Coordinator imported for you into your copy of Membee.
  • The Membee widgets are setup and configured on your website the way you want them.
  • Membee features like member login, membership renewal billing, etc. are setup the way you want them.

Day 12 – Go Live Day

What does “go live” really mean in practical terms? In theory, you could go live that the end of your Implementation Day but a couple of decades of experience has taught us that delaying for a couple of days allows for any unanticipated issues to get sorted out.

In essence, this is the day you begin to achieve your goal of a better experience for your members and a ton less admin work for you.

Membee Hits the Ground Running

Now that everything is setup, there are some specific things Membee will do:

  • Start to send renewal notices to members whose membership renewal is due.
  • Membee will send out a template email to your members so that they can set up their passwords and login. This allows them to do things such as update their member information via their member profile, access “members only” features such as event pricing and secured member directories.
  • All of Membee’s widgets that have been added to your website are functioning

You Will Want to Do Some Checking

Since your website plays an important you in this process, you will want to have a quick look around on your site to make sure things are the way you want them. Here are some common things to check:

  • Make sure the pages for any of Membee’s widgets such as New Member Signup,  Member Directory, Event Registration, Member Profile, etc. are published and “live” on your site.
  • These new pages are accessible or you site meaning any changes to your site’s navigation and links to these new pages work as intended

Start Telling the World!

This is the moment we’ve all been working towards. This is the ideal time to start showing off your new capabilities to members, non-members, and key constituents.

This is the fun part!

Day 14+ – Membee Follow-up

In the span of three weeks or so, you have moved your organization forward a long way. In the process of dealing with all of the details of the implementation, continuing to address the ongoing challenges and demands of your organization, it’s easy to lose sight of the end goal.

Organizations who shift from surviving to thriving take advantage of Membee’s capabilities. It’s that simple. While completing the implementation of Membee is an important first step, the tangible gains come after implementation and we’re here to assist with that too.

Day 14 – Implementation Follow-Up

This is our final scheduled call to go over the implementation and make sure that you have everything you need to be successful. This is booked in two business days after you go live.

During this one-hour phone call, your Implementation Coordinator will:

  • Answer any questions you have following the launch.
  • Make sure you have what you need in terms of learning resources so you can continue your progress and to ensure that you aren’t “stuck” on anything.
  • Review with you how to access help on an ongoing basis

After this call your implementation is complete! You’ll now have full access to our fantastic client support team who will be there to support you as you start using Membee.

Additional Follow Ups

Introducing meaningful and positive change in an organization is an evolution that takes place over time and is influenced by the changing environment faced by your organization. It is for this reason that your Implementation Coordinator will reach out to you a few times to make sure you’re maximizing the value of your Membee subscription.

  • One week later
  • Two weeks later
  • One month later

If you have a question, don’t wait for these follow-up calls! Ask us right away.

Implement Membee With Your New Website

Your website is an essential tool that Membee utilizes heavily to improve your membership operation. If you have a new website in the process of being developed at the same time you are implementing Membee, everything revolves are the firm launch date for your new website.

Ideally, you should signup with Membee about three weeks in advance of your new website’s launch date. Of course, the actual dates and times are subject to mutually agreed scheduling.

Day -9 – Welcome Call

Within a day of your official sign up with Membee, one of our Implementation Coordinators will contact you by phone. The purpose of this quick call is the following.

Introduce Themselves

Your Implementation Coordinator’s goal is to ensure your setup of Membee to go smoothly so they will explain how we manage that process and how you can get a hold of them when you need them.

An Overview of the Process

We focus a lot of effort and resources on the implementation process and honestly, we have it down to a science. Your Implementation Coordinator will review the process and answer any questions you may have.

Gather Membee User Information

We will gather basic information about how your staff and/or volunteers who will be using Membee.

Schedule the Planning Call

Ideally, we want this call to happen as soon as schedules will allow and typically, it happens within a day or two of the initial Welcome Call. You will want to set aside 90 minutes or so for this call so keep that in mind when discussing possible times with your Implementation Coordinator.

Provision Your Copy of Membee

After the welcome call, your Implementation Coordinator will complete the technical setup of your copy of Membee. This includes creating the Membee Admin User(s) that you provided during the Welcome Call. Once your copy of Membee is provisioned, you will receive an email containing the URL for you copy of Membee as well as usernames and default passwords for your Admin User(s).

Day -8 – Planning Call

In this 90 minute call, you and your Implementation Coordinator complete a very detailed review of both your data as well as your operational processes and membership structure. In essence, your Implementation Coordinator is assembling their to-do list as well as detailing the things you need to get for them – your data being the big one. It is important that you have your single spreadsheet of data handy for preliminary review. The state of your data is the single biggest determinate of your implementation timeline.

Review Your Data

Do not worry about how the data is formatted, we’ll review the data with you during this call and provide you with specific instructions on what you will need to do in order to get the data ready for us to import it into your copy of Membee.

If you are working with multiple spreadsheets or are exporting the information from a current system and aren’t able to combine the information into a single spreadsheet prior to the Planning Call, that’s OK! We’ll go over the data with you and help you come up with a plan on how to get it ready for import.

How New Members Join Your Organization

We will gather the details on your new member sign-up process, specifically any approval processes currently in place (if any) that need to be reflected in Membee’s New Member Signup Widget.

Membership Types & Levels

It is important to review the different types of membership you offer and difference between them.

How Existing Members Renew Their Membership

This is an area where Membee can really help and to get it setup correctly, we will review with you:

  • How far in advance of a member’s expiry do you send renewal notices?
  • How often and when do you send reminders?
  • At what point is a membership canceled – how “overdue” does a member need to be to warrant cancellation.
  • A review of the best practice for accounting for renewal revenue in your accounting system.

Which Payment Gateway Will You Be Using

If you already use a payment gateway that Membee supports then this will be a short conversation. Often, a big reason for coming to Membee is to take advantage of online payment processing. All we will need from you is your payment gateway account information so Membee is ready to take online payments for new member signups, existing member renewal, event registrations, donations, etc.

If you don’t currently have an account with a support payment gateway then we gathered your options together in one place including some recommended payment gateways due to their features and pricing.

Membee’s Supported Payment Gateways

It is banking after all so setting up a payment gateway provider can take a couple of weeks, so we highly recommend that you select a provider and begin the application process right away.

Gather Your Credit Card Info to Setup Your Membee Subscription

You will have received the information detailing your subscription to Membee prior to your call.  We’ll collect it from you during the call so there are no interruptions to your Membee subscription beyond your free initial 30 days.

Are Searchable Member Directories Important

Membee’s ability to provide unlimited searchable member directories on your website is a feature that is very popular and we will review it with you to determine a powerful member directory on your site will add value to your membership offering. Directories can be public or private and configured in numerous ways so we will make sure you have the opportunity to evaluate them.

Review Options for Event Registration and Non-Dues Revenue

In addition to Membee’s powerful capabilities to gather membership revenue you also you also have the ability to launch additional features to add even more value to your membership including:

  • An online event registration system
  • The ability to collect donations, ad hoc, when members sign-up and when members renew their membership
  • Set up a small store to sell merchandise for orders you fulfill yourself

We will review these features and determine how they can best be configured to meet your needs.

Access to the Back End of Your Website

Your website is very important since it acts as the platform for Membee’s widgets. In order to be able to add Membee widgets for new member signups, existing member renewal, event registration, member profile, searchable directories, etc. to your website, we’ll need to review your ability to create new pages on your website. If you need to work with someone else, what their schedule is like so we can work in how long they may need to have to set up pages for Membee’s widgets. Typically, launching a widget on your site involves setting up a new page and pasting a script that we will provide onto that new page.

Schedule Your Actual Implementation Day

The last agenda item in the call is to schedule your actual “Implementation Day”. That date is set based on our next available openings and your ability to assemble the handful of things the Implementation Coordinator needs from you.

Your 30-Day Free Period Begins Here

Even though you already have access to your copy of Membee, you actual free subscription period doesn’t begin until we have a chance to go over the details with you in the Planning Call.

Day -2 – Implementation Day

This is the day dedicated to the setup of your copy of Membee so it is very important that everything we asked you to provide is assembled and ready to go in advance of this day. With your help, we take extra care in scheduling this day. We take into account all of the factors discussed in your Planning Call so that preparing for your Implementation Day is manageable and absent of unneeded stress. We want this to be a great experience for you!

Membee’s To Do List

Your Implementation Coordinator will be busy taking care of the following:

  • Importing the final copy your spreadsheet of member and non-member data.
  • Finalizing the configuration of the Membee widgets you have decided to use.
  • Set up some important system email templates that convey the right messaging to your members.
  • Set up as many Automations as possible so your admin workload is minimized.
  • Configure a member directory if you’ve decided to use one.
  • Share important learning information with you:
    • How to change email templates to the messaging Membee sends on your behalf is always accurate and aligned with your goals.
    • How to change widget settings or even launch a widget on your own down the road.

Your To Do List

In advance of your Implementation Day, you have already provided the following:

  • The final copy of your spreadsheet of member and non-member data.
  • The URLs for the pages on your website that will have a Membee widget embedded in them.
  • Confirmation that you have completed the setup of your payment gateway account info so Membee can start processing online payments for you. Your Implementation Coordinator will have provided detailed steps on the settings required for your payment gateway account.

You Need to Bee Highly Available

During the course of implementing your copy of Membee, minor questions and clarifications always pop up. All we need you to do is block out your day so your Implementation Coordinator can give you a quick call.

Rescheduling Your Implementation Day

We know that “stuff” happens and it is possible to reschedule your Implementation Day. This circumstance is rare but if required, you should anticipate that your rescheduled Implementation Day will be several weeks in the future and almost certainly beyond the conclusion of your free Membee subscription period. This is simply due to our next available opening being that far in the future.

Day -1 – Setup Review Call

Your Implementation Coordinator will call you to quickly review:

  • The layout of the member/non-member data that the Implementation Coordinator imported for you into your copy of Membee.
  • The Membee widgets are setup and configured on your website the way you want them.
  • Membee features like member login, membership renewal billing, etc. are setup the way you want them.

Day 0 – New Website Site Goes Live

This is the day your shiny new website is unveiled to the world.

Day 2 – Go Live Day

What does “go live” really mean in practical terms? In theory, you could go live that the end of your Implementation Day but a couple of decades of experience has taught us that delaying for a couple of days allows for any unanticipated issues to get sorted out.

In essence, this is the day you begin to achieve your goal of a better experience for your members and a ton less admin work for you.

Membee Hits the Ground Running

Now that everything is setup, there are some specific things Membee will do:

  • Start to send renewal notices to members whose membership renewal is due.
  • Membee will send out a template email to your members so that they can set up their passwords and login. This allows them to do things such as update their member information via their member profile, access “members only” features such as event pricing and secured member directories.
  • All of Membee’s widgets that have been added to your website are functioning

You Will Want to Do Some Checking

Since your website plays an important you in this process, you will want to have a quick look around on your site to make sure things are the way you want them. Here are some common things to check:

  • Make sure the pages for any of Membee’s widgets such as New Member Signup,  Member Directory, Event Registration, Member Profile, etc. are published and “live” on your site.
  • These new pages are accessible or you site meaning any changes to your site’s navigation and links to these new pages work as intended

Start Telling the World!

This is the moment we’ve all been working towards. This is the ideal time to start showing off your new capabilities to members, non-members, and key constituents.

This is the fun part!

Day 4+ – Membee Follow-up

In the span of three weeks or so, you have moved your organization forward a long way. In the process of dealing with all of the details of the implementation, continuing to address the ongoing challenges and demands of your organization, it’s easy to lose sight of the end goal.

Organizations who shift from surviving to thriving take advantage of Membee’s capabilities. It’s that simple. While completing the implementation of Membee is an important first step, the tangible gains come after implementation and we’re here to assist with that too.

Day 4 – Implementation Follow-Up

This is our final scheduled call to go over the implementation and make sure that you have everything you need to be successful. This is booked in two business days after you go live.

During this one-hour phone call, your Implementation Coordinator will:

  • Answer any questions you have following the launch.
  • Make sure you have what you need in terms of learning resources so you can continue your progress and to ensure that you aren’t “stuck” on anything.
  • Review with you how to access help on an ongoing basis

After this call your implementation is complete! You’ll now have full access to our fantastic client support team who will be there to support you as you start using Membee.

Additional Follow Ups

Introducing meaningful and positive change in an organization is an evolution that takes place over time and is influenced by the changing environment faced by your organization. It is for this reason that your Implementation Coordinator will reach out to you a few times to make sure you’re maximizing the value of your Membee subscription.

  • One week later
  • Two weeks later
  • One month later

If you have a question, don’t wait for these follow-up calls! Ask us right away.

 

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