If you run an association or are simply interested in launching a membership program at your organization, you’ve likely done your research on the benefits these programs have to offer. Membership fees provide extra revenue to reinvest back into your mission, and you can give members exclusive perks that reinforce their commitment.

But to effectively deliver those perks, engage your members, and maintain steady retention rates, you’ll need the right membership management software in your toolkit. In this guide, we’ll cover everything you need to know about selecting the right technology:

• Membership Management Software FAQs
• 4 Key Considerations When Choosing Membership Management Software
• Must-Have Features in Membership Management Software
• 6 Top Membership Management Software Providers

Implementing membership management software requires an upfront investment of time and funding, but this investment quickly pays for itself. Before we dive into how to choose the best solution for your association, let’s get the basics out of the way.

Membership Management Software FAQs

What is membership management software?

In association membership programs, individuals become members by regularly contributing (i.e., paying membership fees) to the organization. In exchange for this loyal, recurring support, associations offer members benefits like exclusive experiences, invitations, discounts, and even free items.

Membership management software is designed to communicate with members, track member engagement, manage payments, and deliver member benefits. This technology allows busy association staff to provide the best member experiences possible without spending excessive time and effort on the program. The member information you collect is then stored on a single unified platform, and you can even integrate the software with your CRM to consolidate all of these insights.

Why do associations need membership management software?

In the current association landscape, diversifying and stabilizing revenue streams is more important than ever. Simply put, membership management software will strengthen your association’s existing membership program, driving revenue and retaining more of your most passionate supporters.

Here are a few reasons we recommend investing in membership management software:

• The membership management software market is growing and is projected to reach $7.4 billion by 2032. Increasingly more member-based organizations are turning to these solutions to organize their membership programs, and associations that don’t may be left behind.
• Membership management software offers more opportunities for personalized experiences. 73% of customers expect companies to provide better personalization as technology advances, and association members are no different. These platforms allow member data to be stored so you can tailor communications and introduce relevant engagement opportunities.
• Membership management solutions support member retention. Studies show that the top three reasons association executives believe their members don’t renew are a lack of engagement with the organization (47% of respondents), lack of value (32% of respondents), and forgetting to renew (29% of respondents). With membership management software, you can actively engage members, provide valuable resources and experiences, and automate renewal reminders to increase retention.
• The best membership management software providers enable professional growth. When asked what they believe are the top reasons members join their organizations, 67% of association executives said networking with others in the field, 42% said continuing education/professional certification, and 32% said accessing specialized and/or current information. Membership management platforms equip your organization to host successful networking events, encourage new connections between members, and track members’ professional development.

Membership management software also reduces strain on your staff. Hiring and retaining staff is one of the top challenges nonprofits face, with 50% of organizations citing stress and burnout as causes of workforce shortages. Choose a membership management platform that automates repetitive tasks, breaks down data silos, and streamlines workflows to limit frustration and wasted resources.

How much does membership management software cost?

Pricing for membership management software varies widely depending on various factors like:

• Organization size
• Number of users
• Feature set or plan
• Customization needs
• Integration requirements
• Level of support
• Data storage needs
• Training and onboarding

Before you start your search, set a budget and determine your exact needs. Keep in mind that expenses often go beyond the purchase price. For example, customized solutions may require upkeep that introduces additional maintenance fees.

4 Key Considerations When Choosing Membership Management Software

As we mentioned, implementing new software can be expensive and time-consuming, especially if you’ll need to set up several integrations, customize the software, and migrate or restructure large amounts of data. To limit how many times you have to undergo this process, focus on finding a membership management solution that will last for years to come. When choosing a platform, prioritize:

• Scalability: As your association and membership programs grow, so will your needs. Software that can evolve with your organization is essential. Ensure the software you choose can handle larger amounts of data, more members and users, and more complex features without performance issues. Ask sales representatives about the process for adding new capabilities or integrating with third-party platforms.
• Security: Your membership management system will store sensitive user information, and members trust your organization to keep that data safe and private. Confirm that the software uses standard data protection methods such as encryption, multi-factor authentication (MFA), security audits, and vulnerability assessments. Additionally, check that the platform complies with security standards like SOC 2.
• Cost versus Capability: Avoid wasting resources on features you don’t need or underinvesting in those that could make or break your membership program. Create a list of both necessary and “nice to have” features, prioritizing those you need to operate. Choose the pricing plan that meets those needs, and don’t forget to factor maintenance and licensing fees into your budget.
• Integrations: Ensure the membership management system can integrate with the other tools you use, whether that’s an email marketing tool or your CRM. This will save time on manual data migrations, reduce data entry errors, and yield more accurate insights. Test out these integrations during onboarding to ensure data transfers seamlessly between systems.

If you feel unsure about any of these factors or think your association may have unique or complex needs, consider working with a technology or selection consultant. These experts can answer your questions, help you choose a solution that maximizes your investment, migrate data, customize the software, and guide you through complicated implementation processes.

Must-Have Features in Membership Management Software

While you may need additional, specialized features or add-ons, these are the basic features to look for in your software:

• A member database to store and manage information about members. Track member engagement, preferences, and more at a glance; and leverage segmentation tools to personalize outreach.
• Member profiles that list basic member information to be displayed on the member directory. Members can also log into these profiles to manage payment information, register for events, and more.
• Member directories, which enable individuals to connect with other members, showcase achievements and credentials with digital badges, and find a sense of community.
• Marketing tools that make it simple to reach, engage, and update members. Inform them of upcoming events, new perks, or the impact of their support to boost retention.
• Event management capabilities that help you plan and execute both public recruitment events and exclusive, members-only events.
• Data analysis and reporting features that provide insight into your organization’s member data through custom dashboards and reports.

For a smooth software shopping process, make sure to get stakeholders on board first. Walk through these features and explain their purpose. Once you find a platform with everything you need and present it to your board and leadership, they will better understand how and why you chose that option.

6 Top Membership Management Software Providers

Protech: The Best Option for Microsoft Users

Protech provides membership management software for both associations and nonprofits. The platform is built on Microsoft Dynamics, making it the natural choice for organizations already using Microsoft technology. Protech includes all of the standard features listed above, along with a few unique offerings.

Here’s a closer look at our solution:

• Simple fundraising and donor management: One of the top benefits of a membership program is boosting revenue. Our fundraising and donor management tools are designed to support these efforts by allowing you to create donor profiles, track interactions, and automatically deliver donation receipts to maintain transparency. Accept one-time, recurring, and in-kind donations without any extra work for staff.
• Secure, flexible payment processing: Protech Payments is an integrated solution that merges member data and payment processing functionalities. Accept international, online ACH, and digital wallet payments with advanced fraud detection. Not only does this protect your organization and consolidate data, but you’ll also keep members’ information secure and provide convenient giving experiences.
• Customizable e-Commerce site: Use this space to sell products like merchandise and event tickets to members and supporters. Our e-Commerce feature allows you to set up a custom, branded website that automates the entire purchasing process. The shop will automatically calculate taxes and shipping for each order, and you can easily offer members-only promotions and discounts.
• Streamlined financial management: We know that understanding your cash flow is critical for mission-driven organizations, especially when stakeholders want to know where funds are coming from and going. Use our built-in financial management tools to visualize income and monitor transactions or late fees. You can also integrate your preferred financial management software or export data to your accountant.
• Powerful data analysis: Our LX 365 feature, fueled by Microsoft’s Power Business Intelligence (BI), empowers your organization to make data-driven decisions using member data. Create and share custom dashboards, easily visualize your data, and generate interactive reports to gain a bird’s eye view of your membership program. Leverage business intelligence technology to quickly transform raw data into actionable next steps.

Interested in learning how Protech would work for your nonprofit organization or association? Contact us today to request a demo and receive a free quote.

Case Study:

AACSB International is an organization that provides quality assurance, business education intelligence, and learning and development services to over 1,900 member organizations and 1,000 accredited business schools worldwide. For years, they used a customized web-based association management system (AMS) to manage member data, accreditation details, events, and renewals with various independent systems supporting other business areas.

While AACSB’s team was savvy at using these different solutions, as the organization grew, the process of managing many disparate systems became cumbersome. Ultimately, AACSB employees could not provide the best customer experience possible at scale with so many moving parts.

To combat these issues, AACSB started using Protech’s membership management software built on Microsoft Dynamics 365. The solution worked so well for managing their memberships, events, e-commerce, and business school accreditations that they eventually shifted to the cloud version of Dynamics 365 with Protech’s AMS to simplify management even further and make it even easier to scale up.

As Ginger Ausloos, AACSB’s VP of Information Technology, puts it, “Having experience with the CRM tools and Protech was a huge benefit for us. It gave us knowledge that we could take forward in further refining how we used the system.” Today, AACSB is constantly working to get the most out of Microsoft Dynamics 365 and Protech, currently focused on leveraging the platform’s lead management capabilities to guide users through the membership onboarding process.

Fonteva: The Best Option for Salesforce Users

Fonteva offers member management software built directly on Salesforce. As such, it is fully Salesforce-native and a great option for larger associations already using the Salesforce CRM.

Fonteva’s standout features include:

• Searchable member directory that allows members to connect with each other
• Fonteva Payments, the only integrated payment solution built on Stripe. Providing best-in-class payments platform that seamlessly delivers secure end-to end payment processing technology, including ACH, Apply Pay, Google Pay and robust reporting capabilities all within a unified platform.
• Fonteva Multicurrency empowers associations to seamlessly manage transactions in multiple currencies, providing a flexible and global payment experience for members and customers.
• eCommerce tools that boost non-dues revenue
• Real-time analytics and dashboards that help you enhance the member experience

Contact Fonteva for pricing information.

Bloomerang: The Best Option for Busy Organizations

Bloomerang is a nonprofit CRM with membership management features. Due to its abundance of automatic features and predictive insights, this platform is a great option for busy organizations, allowing them to be relatively hands-off while still maximizing income.

These features include:

• Option to enable automatic annual payments to increase retention and streamline the renewal process
• Predictive Giving Insights that allow you to assess members’ engagement levels and determine their giving capacities
• Built-in communication tools that enable you to schedule emails based on renewal dates and other triggers
• Dynamic Groups, which make it possible to automatically sort members into groups according to their membership level and personalize communications with them at scale

Pricing for Bloomerang CRM starts at $125 per month, with the membership management add-on starting at $25 per month.

Join It: The Best Option for Organizations Looking for Simplicity

Join It is a membership management software that prides itself on being a simple solution. The platform aims to be intuitive and easy to use so organizations can focus on building community.

Join It’s top features include:

• Automated emails and data syncs to streamline manual tasks
• Membership widget that you can embed on your website for a seamless user experience
• Member portal that allows members to create profiles and update their information
• Integrations with tools like QuickBooks, Slack, WordPress, Zoom, and MailChimp to make the platform fit with your existing tech stack

Join It has a Starter Package for $19 per month, a Total Package for $99 per month, and an Extra Package for $249 per month. The platform’s Enterprise Package has custom pricing.

360Alumni: The Best Option for Higher Ed Institutions

360Alumni is a membership management software intended to simplify alumni management. This software works well for higher education institutions looking to stay connected with their former students.

360Alumni has alumni management features like:

• Alumni map and directory to quickly and easily sort through alumni profiles
• Mentorship program feature that allows you to connect alumni with each other
• Fundraising tools to collect donations from members
• Job board that helps members find relevant professional opportunities

Pricing depends on record count. Contact 360Alumni for more information.

Doubleknot: The Best Option for Museums, Zoos, and Cultural Centers

Doubleknot is a membership management software solution for museums, zoos, and cultural centers. It meets the needs of admissions-based nonprofits and cultural organizations through a variety of unique features.

These features include:

• Integration with ClearView CRM to better manage donor relationships
• Tiered ticketing and admissions tools to eliminate long lines and wait times
• Ability to create flexible membership tiers with different benefits
• Point of Sale (POS) system to collect membership dues and apply member discounts

Doubleknot’s pricing varies depending on organization type, size, needs, and more. Contact Doubleknot for pricing information.

Wrapping Up

With the right membership management software, you can learn more about your members, build deeper relationships with them, manage renewals, and increase non-dues revenue. Using Protech, your organization will upgrade the member experience, equipping your team with the features and data needed to perfect your membership management strategy.

If you’re ready to start streamlining membership management, book a demo of Protech today to learn more. For more information on association software, check out the following resources:

• AMS vs. CRM: Choosing the Best Solution for Your Association. Learn the differences between an AMS and CRM to choose the best solution for your organization.
• How to Choose a CRM for Associations + 9 Top Providers. Explore considerations for selecting a CRM and the top choices you may adopt.
• How to Set Up Your Membership Directory + Key Elements. Once you’ve chosen your membership management software, check out these tips for setting up your membership directory.