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:

• What is membership management software?
• 15 Top Membership Management Software Providers
• Membership Management FAQ

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.

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:

• 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%), and forgetting to renew (29%). 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% indicated continuing education/professional certification, and 32% stated 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.

15 Top Membership Management Software Providers

Overview

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.

Notable Features

• 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.

Pros & Cons

• What we like: Because Protech operates on the Microsoft Power Platform, association staff can use advanced data analytics features and generate customized Power BI dashboards without needing help from an IT department.
• Our concerns: Organizations that operate on non-Microsoft ecosystems (like Google Workspace or Salesforce) won’t get the full benefit of Protech.

Pricing

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

Overview

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.

Notable Features

• Searchable member directory that allows members to connect with each other
• Fonteva Payments, the only integrated payment solution built on Stripe. Providing a best-in-class payments platform that seamlessly delivers secure end-to end payment processing technology, including ACH, Apple 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

Pros & Cons

• What we like: Fonteva is built directly on Salesforce, allowing organizations to easily leverage the platform’s AI tools to predict renewal risks, automate routine member communications, and more.
• Our concerns: Transitioning to a comprehensive Salesforce-based system can be a big change for organizations that are accustomed to simpler solutions.

Pricing

Contact Fonteva for pricing information.

Bloomerang: The Best Option for Busy Organizations

Overview

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.

Notable Features

• 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

Pros & Cons

• What we like: Bloomerang is excellent at promoting donations, organizing constituents into dynamic segments and surfacing predictive insights around their willingness to give.
• Our concerns: While highly effective for traditional nonprofits, associations would find the donor-centric framework limiting.

Pricing

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

Overview

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.

Notable Features

• 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

Pros & Cons

• What we like: JoinIt’s integration with Eventbrite streamlines members-only ticketing discounts, eliminating the need for manual cross-referencing.
• Our concerns: JoinIt applies its own percentage-based service fee to all online transactions, which could impact organizations that process high volumes of dues.

Pricing

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

Overview

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.

Notable Features

• 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

Pros & Cons

• What we like: The platform fosters networking through alumni job boards and a mentorship module.
• Our concerns: The software is highly specialized for alumni engagement, meaning standard associations will find that the student-focused feature set doesn’t match their needs.

Pricing

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

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

Overview

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.

Notable Features

• 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

Pros & Cons:

• What we like: The system is designed to convert casual visitors into members with features like displaying potential membership savings on the checkout screen.
• Our concerns: Many features, like the robust POS and timed-entry focus, are unnecessary for professional associations.

Pricing

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

ClubExpress: The Best For Clubs And Associations

Overview

ClubExpress is a membership management software solution designed for clubs, professional organizations, and hobby groups. It centralizes your member database, website, member communications, and payment processing onto a single platform. Because ClubExpress offers a variety of features catered to both single-tier groups and multi-tier organizations, associations can manage their members with one unified tool.

Notable Features

• Automated membership renewals, expirations, and dues tracking
• Built-in website builder with a member-only portal and document library
• Integrated event calendar with online registration and attendance tracking

Pros & Cons

• What we like: ClubExpress includes a robust mobile app that features direct member messaging, chat channels, and a “Meets” function that uses geolocation to promote networking.
• Our concerns: While the platform’s base hosting fees are low, additional costs can add up quickly. For instance, there are one-time setup fees, per-message fees for text messaging, and extra monthly fees for add-ons like the QuickBooks integration.

Pricing

Pricing includes a $35 minimum monthly hosting fee and scales based on the size of your organization, starting at $0.42 per active member monthly.

StarChapter: The Best For Local Association Chapters

Overview

StarChapter offers comprehensive membership management software that aims to help local association chapters improve their operations. It provides features for managing event registration, membership management, website design, and email marketing. The system was designed with volunteer administrators in mind and offers a central hub for board members to share critical information and manage leadership transitions smoothly.

Notable Features

• Event registration with the ability to apply member-only discounts and send automated reminders
• Role-specific management tools and reports
• eCommerce functionality via StarPay allows associations to charge event fees, sell sponsorships, or promote merchandise

Pros & Cons

• What we like: StarChapter provides dedicated training materials and support to assist with board transitions, addressing a major pain point many volunteer-led chapters struggle with.
• Our concerns: The platform charges significant onboarding costs, with every plan requiring a minimum setup fee of $1,169.

Pricing

The Essential <50 plan for groups with less than 50 members starts at $86 per month, plus the $1,169 one-time setup fee.

Zeffy: The Best For Small Nonprofits

Overview

Zeffy is a free fundraising and membership platform for nonprofits. It offers tools for selling and managing memberships as well as event planning, raffle, auction, and donation features. Zeffy also covers transaction and card processing fees, making it an excellent choice for small, budget-conscious organizations.

Notable Features

• Membership forms that can be customized to feature the organization’s branding, offer multiple membership types, and ask custom questions
• Self-service options for members, allowing them to manage their renewals and opt into auto-renewal
• Custom electronic membership cards and automatic tax receipts

Pros & Cons

• What we like: The platform is entirely free, helping nonprofits maximize their revenue.
• Our concerns: Because the platform relies on optional contributions to cover its costs, members will be prompted to leave a tip for Zeffy during checkout.

Pricing

$0; Zeffy is a free platform with no hidden fees.

WildApricot: The Best For Automating Daily Busywork

Overview

WildApricot is a cloud-based platform designed to support member-based organizations, including clubs, charities, and associations. It offers a member database, website building tools, event management features, and email communications to help associations oversee memberships, build relationships, and streamline operations.

Notable Features

• Drag-and-drop website builder with the ability to add member-only webpages
• Automated workflows for membership renewals, recurring payments, dues tracking, and routine emails
• Self-service options for members, allowing them to renew or update their profiles independently

Pros & Cons

• What we like: The platform provides a dedicated mobile app that allows staff to handle tasks like event check-ins and payments, while members can manage their profiles or browse the member directory.
• Our concerns: WildApricot offers an integrated payment processor, but organizations that choose to use a third-party payment system will be charged an additional fee. This could be frustrating for organizations with established financial vendors.

Pricing

Pricing starts at $66.00 per month (or $59.40 per month when billed annually) for up to 100 contacts.

YourMembership: The Best For Small To Mid-Sized Associations

Overview

YourMembership provides a membership management solution with features that improve member engagement, simplify administrative tasks, and generate non-dues revenue. The platform is specifically tailored to the needs of small to mid-sized nonprofits, professional associations, and association management companies.

Notable Features

• Built-in online community to promote member networking and engagement
• Automated administrative workflows for renewals, scheduled reporting, and more to boost productivity
• Integrated eCommerce store that can accept recurring dues, donations, and merchandise sales

Pros & Cons

• What we like: The online community features help associations promote networking and peer-to-peer connections without needing a third-party platform.
• Our concerns: Because the platform targets small and mid-sized associations, large enterprise-level organizations with complex needs may outgrow the system.

Pricing

Contact YourMembership for pricing details.

MemberNova: The Best For Multi-Chapter And Complex Hierarchies

Overview

MemberNova describes itself as a membership success platform. It aims to modernize digital strategies for various professional organizations and associations. It offers granular data-tracking tools that allow staff to track not only dues-paying members but also contacts like sponsors, media contacts, and vendors. The platform then leverages deep analytics and list segmentation to help associations launch targeted email campaigns and automate time-consuming tasks.

Notable Features

• Advanced database architecture built specifically to handle complex structures like organizational and multi-person memberships
• A smart list builder tool for intelligent contact segmentation and targeted email campaigns
• Consolidated financial reporting and member account statements that consolidate all payments (dues, events, commerce)

Pros & Cons

• What we like: Multi-level management is made easy. Local chapter administrators can have their own portals and websites, while the main organization maintains access to aggregate reporting for the entire organization.
• Our concerns: The ability to track diverse contact types and build custom smart lists may present a steep learning curve for smaller teams.

Pricing

Contact MemberNova for pricing details.

MemberClicks: The Best For Small Staff Organizations

Overview

MemberClicks is a membership solution targeted toward associations, chambers of commerce, and management companies with small staffs. Its tools and features help associations consolidate daily operations by combining a member database, website builder, email marketing, and event registration into a single system.

Notable Features

• Automated dues renewals, reminders, and email updates
• Integrated event management tools that feature customizable online registration forms, attendance tracking, and event dashboards
• A member app to enhance member engagement, drive additional revenue via digital ad space, and inform members with push notifications

Pros & Cons

• What we like: MemberClicks simplifies tasks with set-it-and-forget-it automated workflows for dues renewals and reminders.
• Our concerns: The starting price is positioned at the premium end of the market, meaning it could be cost-prohibitive for very small or new organizations with limited budgets.

Pricing

Pricing starts at $3,500 annually for trade associations and $4,500 annually for professional associations.

Member365: The Best For Extensive Workflow Automation

Overview

Member365 provides a membership CRM for member-based organizations, professional societies, and nonprofits. It focuses heavily on automating administrative tasks, saving users time and increasing productivity. The platform offers core association management tools, including event management, email marketing, and billing.

Notable Features

• Centralized CRM with automated email campaigns for renewal notices, as well as alerts for overdue or failed renewals
• An integrated learning management system (LMS) with continuing education and certificate tracking
• Self-service member portals where members can update profiles, preferences, and communication settings

Pros & Cons

• What we like: Member365 offers a robust set of automation tools that significantly reduce manual tracking and risk of member drop-off by triggering campaigns based on renewal dates and engagement.
• Our concerns: The platform requires a one-time setup fee that varies based on the complexity of your organization’s onboarding and implementation process. This could be a barrier to entry for small organizations.

Pricing

Pricing starts at $299 per month, plus a one-time setup fee based on onboarding complexity.

MembershipWorks: The Best For Seamless WordPress Integration

Overview

MembershipWorks is unique in that it is structured as a website plugin compatible with various popular content management systems (CMS) and website builders (WordPress, Squarespace, Wix). It allows staff to manage member subscriptions, display interactive directories, and process automated payments without needing to migrate to a completely new proprietary web platform.

Notable Features

• An interactive, customizable member directory featuring interactive maps and three types of detailed search functions—keyword, geographic, and faceted search
• Seamless integration with popular CMSs and website builders that many associations already use
• Automated upcoming and past-due renewal notices

Pros & Cons

• What we like: MembershipWorks offers a free tier with limited features for small organizations, allowing them to utilize the platform at no cost for up to 50 members.
• Our concerns: Organizations that need more advanced email segmentation will have to pay an additional fee to link MailChimp to their MembershipWorks account.

Pricing

A free plan is available for associations with up to 50 members, and paid plans start at $35 per month for up to 300 members.

Membership Management FAQ

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.

Is there free software for membership management?

Yes, free membership management software is available, but it is rarely the right choice for mid-sized or large professional associations. These tools are typically designed for very small, informal groups that only need to track a few dozen people and collect basic dues.

Trying to run a growing, professional organization on a free platform can present significant downsides, including:

• Hidden fees for add-ons or essential features
• Weak data security
• No or limited customer support
• A lack of advanced functionality
• Limited customization and branding options
• Inability to scale the platform with your association’s growth

What features should I look for 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, start by collaborating with internal stakeholders to identify your association’s pain points and budget constraints. Use the feature list above to guide these early conversations and prioritize your unique technical requirements. Once you evaluate vendors through product demos and select a platform that fits your criteria, you can present a final business case to your board that connects the software’s capabilities to your association’s everyday needs and long-term goals.

How can I choose a solution that will grow with my association?

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.

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.