8 Things to Look for in Membership Management Software

Axel Grubba, July 05, 2023
8 Things to Look for in Membership Management Software

Picture yourself managing a bustling club with a myriad of members. On any give day, you’re tasked to juggle bookings and renewals, manage and track payments, and monitor events. Amid all of this organized chaos, Membership Management Software comes in to offer business owners a solution. 

Anyone who has used it knows that It’s more than just a helpful tool, it’s a must-have for anyone managing a membership-based business. But with so many options out there, choosing the right software for your business can become overwhelming and confusing. So here’s a guide to help you sift through the top options available so you can find the best membership management software that can make a real difference for your business. 

Membership management industry breakdown

Image Source: Capterra

What are Memberships and why are they important for any facility:

Exclusivity is universally appealing, and from a business point of view, memberships offer the key to exclusivity. Memberships are a great way to target your niche audience and help build an organic community. Through members, businesses can cultivate healthy customer-business relationships and give clients special access to products, designs, discounts, and other exclusive benefits.

Membership-based businesses operate in a mutually beneficial way. Customers spend a portion of their income on services which, in turn, provides a steady income stream for businesses. As in any business, it’s about give and take. Given this, you can reasonably expect customers to want personalized attention for giving you their business. They want to feel a sense of belonging and want businesses to recognize the value of their continued patronage. All of these can be achieved by providing customer membership opportunities that can enhance customer satisfaction and loyalty. 

Additionally, memberships can also drive increased engagement and usage of services within your organization. Members, having invested in the membership, will likely want to maximize their benefits. This increased usage can lead to higher revenue per customer.

Towards Brand Loyalty

Loyalty Statistics

Image Source: Truelist

What comes to mind when we think of a particular brand or service provider? It’s the smoothness of their service, their understanding of our needs, and their responsiveness, right? Now, you might wonder, how do memberships tie into this?

Consider this: starting a membership program gives you access to member information. This data, rich with insights about customer behaviors and needs, is invaluable for your business. An online member database doesn’t just maintain records; it’s a potent marketing tool that lets you craft better strategies and generate user-oriented content, effectively nurturing your brand’s ecosystem.

Furthermore, the member database can be leveraged to provide membership benefits tailored to customer behaviors, cross-sell, and upgrade products and services.

Being valued makes us want to share that value with our circle, just like we share exciting offers and discounts. This leads to increased referrals and brand advocacy, bolstering your financial stability and long-term business profits.

Overall, Memberships reduce the effort, time, and prioritization required to acquire new members while improving the experience of their existing members.

Why is Membership Management Software needed?

Benefits using membership management software

Image Source: Software Suggest

Imagine the to-do list of a facility manager, starting their day by tallying bookings, manually entering client details into spreadsheets, calculating payments, and greeting the ever-growing pile of paperwork and seemingly endless spreadsheets. Throughout the day, they have emails to send, account details to enter, individual messages to answer, class reminders to distribute, payments to process, and registration sheets to fill, all while making sure you’re not double-booking anything. 

The entire process is tedious and time-consuming, ripe for human error, and any mistake, no matter how small, could ultimately undermine the profitable member base your business relies on.

But clearly, membership management has a lot of potential for business growth. So while it’s a complicated and intricate process, it’s hard for businesses to turn their back on what it brings to the table.

The key is to find a solution that can step in and simplify the way businesses can manage member data. And with membership management software, you have all the features needed to automate customer engagement, track activity, update customer information, allocate slots, handle payments, manage email marketing, analyze data, and tailor benefits and services to active members based on their chosen plans. 

All of this reduces the administrative workload, freeing you to focus on other activities that drive business growth.

How to Choose a Membership Management Software?

Choosing the right membership management software defines the effectiveness of your business and association management. Let’s talk about it in further detail. 

1. Convenience

Membership management software offers convenience and flexibility, saving you from the daunting task of sifting through mountains of paperwork.

Before you select a platform, it’s important to understand your business and client requirements, and how the software can address these.

These platforms provide a suite of membership solutions including, but not limited to, membership registration, front desk management, customer management, online payment processing, notifications, reminders, and other advanced features.

Ensure that the values upheld by the management software align with those of your business, creating a symbiotic relationship that helps your business thrive.

2. Enhanced Security 

Let’s turn to a topic that’s critical for any business: Security.

The platform you choose should offer custom fields to collect member data, allowing you to categorize and streamline clients based on their specific needs and enabling you to deploy targeted marketing strategies effectively.

Online waivers can reduce risks associated with legal compliance, keeping your clients informed about your business policies. Therefore, having a membership management platform that provides electronic waivers is a definite plus.

When clients trust you with their personal information, their safety and security become paramount – it’s akin to having a security guard at your business’s door.

Look for software that offers role-based access control, online membership database management, data backup and recovery, compliance with security regulations, and user activity monitoring. It’s crucial that membership management software ensures secure usage of the member directory, preventing any potential breach of client privacy.

3. Reduce Burden and Save Time 

Ultimately, everything comes down to efficiency.

At its core, the purpose of Membership Management software is to streamline operations, saving you both time and effort. It’s an invaluable tool that efficiently handles labor-intensive tasks such as managing recurring payments, sending email reminders, issuing booking notifications, tracking memberships, and more.

Simply input the necessary data and let the software take care of the rest. However, it’s essential to choose software equipped with the automation features your business needs for smooth and efficient operations.

4. Exclusive Member Benefits Options

Essentially, memberships are contracts between clients and businesses, providing a suite of attractive perks. These benefits could include:

  • Discounts and offers
  • Early access
  • Networking opportunities
  • Education and training

The secret to maintaining a thriving membership base lies in providing exclusive access and benefits that aren’t available to non-members.

To enhance member satisfaction, businesses should consider additional steps such as offering special discounts, granting early access to products, defining exclusive membership timings, reminding members about due payments, providing networking opportunities with other community members, and granting special access to webinars, tutorials, and classes.

This approach helps convert clients into loyal supporters of your business. Therefore, make sure these benefits are included in your offering and that the interface is user-friendly for your clients. It’s crucial to find the right membership software that fits your business needs.

5. Cost Effectiveness 

Attracting interest in your business often involves providing options for your clients.

To strengthen your customer base and maintain their loyalty, consider offering a variety of membership options, such as quarterly, half-yearly, seasonal, or annual plans. This allows clients to choose the one that fits them best.

Empower your clients by giving them the freedom to select a plan that suits their needs. Encourage them to start with a basic plan and upgrade to higher-level memberships with more benefits and deals as they become more involved.

It’s ideal for membership management software to allow a high degree of customization in pricing to retain customers, encourage membership renewals, and increase revenue, all while adapting to fluctuating market conditions.

6. Integration with Multiple Tools

As a business owner, management software that acts as a central hub for all your administrative needs has its advantages and disadvantages.

While it’s certainly easier to have everything in one place, what if you’ve been using specific software to manage your accounts for years and you’re not ready to abandon it just to adopt membership management software? The good news is, you don’t have to–as long as you choose a membership software that allows seamless integration with other crucial software for your business administration such as accounting software or email marketing platforms

A platform that carefully considers thoughtful integration with necessary business tools allows businesses to connect with more than 3000 other software platforms. So, whatever tools you need – be it for accounting, email marketing, or online payments – should be compatible with the platform you choose, enabling you to continue using them.

7. Easy Access Benefits

With a membership management platform, you enjoy the advantage of accessing your member data anytime you need it, without the hassle of navigating through endless files and folders.

Furthermore, these platforms empower you with access control. You can now grant varied access to different benefits based on your membership tiers using features like QR code check-ins. Acting as a gatekeeper, you can create customized member profiles ensuring appropriate access levels for the right individuals.

You also have the freedom to update your own information and service store contents at your convenience. This also extends to your end users; they too can update their information with just a few clicks and taps.

So, ensure you understand all the benefits that such software can offer, and select one that suits our needs and satisfies your requirements.

8. Customer Service that Cares

Last but not least – Customer support. 

In our fast-paced world, waiting for a simple machine-generated response just won’t cut it. Hence, it’s crucial that your chosen membership management solution comes with a proactive customer support team. This team should be approachable and technically adept, guiding you through the full utilization of the software and helping you take advantage of each feature offered.

So, it’s wise to opt for software with customer service that’s not only capable of solving issues but is also proactive in preventing potential problems with software use.


Selecting the right Membership Management software can indeed make a significant difference, setting your business apart from the rest. Before making your choice, consider the critical factors we’ve discussed – streamlining operations, enhancing customer engagement and retention, and ultimately boosting your revenue. There are numerous options available on the market, so take your time and conduct thorough research to make an informed decision. Be sure to check out list of the best membership platforms to browse available solutions that can help customize your membership plans and keep your customers engaged. 

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