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ASSOCIATION MANAGEMENT
Let SPLtrak simplify the management of your organization or professional society. We pride ourselves on the individual service that we provide each member of your society. One unique feature of our management service is the Membership Manager System which automates almost every aspect of daily society management. Once integrated into your website, the Membership Manager System automatically collects dues payments, membership applications, and job postings. In addition, the system can be configured to provide instant updates to your online membership directory and to conduct online society elections. Most importantly, we can add any desired feature to the system, thus enhancing the utility of your website.
Member Accounts
Automate the management of your society's/organization's membership database. Via their user account, members may update their contact information at any time which will instantaneously be reflected in the searchable society directory available to all members.
Details:
- System may be configured to store several sets of contact information for each member (e.g., work address, billing address, journal subscription address, etc.)
- Each member may search the online directory to obtain the work address of other members. The ability of members to perform such functions may be linked to their dues payment or membership status if desired.
- Membership information may be exported at any time into an external database program, such as excel.
- Real-time statistics are available concerning membership information at any time (see Administrative Controls below).
Dues Collection
The dues collection process is undoubtedly a significant chore for any society management staff. The Membership Manager system automates the process of dues collection, thus simplifying the process for both you and your members. Members may log in to pay their dues statement at any time either by submitting a credit card payment via the system or printing off a dues invoice to include with their check payment. System completely automates the processes of collection, payment recording, and receipt notification.
Details:
- Members are prompted to pay a specific amount based on their membership status. For example, no more confusion about how much a Regular Member vs. a Trainee/Student Member should pay.
- Payments may be submitted via credit card. Credit card payments are processed in real-time by the system, therefore eliminating the need to re-contact members due to bad card numbers, etc.
- Members receive instant notification of their payment. If certain options of the system are dependent upon dues payment, members will have access to these additional options immediately upon making payment.
- Members may also send check payments by printing personal invoice. System lets you know that payment is in the mail.
- Members instantly receive personalized email receipts of payment. Receipts may even be on your letterhead if desired.
- Members have access to their payment history eliminating the emails inquiring "have I paid my dues?".
- Eliminate the hassle of receiving payments from members in the wrong amount.
- Society staff has 24/7 access to real-time information concerning dues payments (see Monitoring below).
Society Elections
Manage every aspect of your internal elections. System automates both the collection and tallying of votes
Details:
- System restricts which group of members may vote in each aspect of the election (e.g., you may only permit Regular Members with current dues to vote).
- System ensures that only appropriate members participate in election and that they only vote once.
- Eliminates the hassle of paper and/or email election ballots.
- System provides a real-time monitoring page that automatically tallies the results of each election.
- Ballots may be customized to include any additional information, such as statements from each candidate.
Membership Application Collection
Management of the application process is often very time consuming. The Membership Manager system completely automates this process to simplify the application process for both you and the applicants. At any time, society personnel/officers may view the status of the application process.
Details:
- Society personnel create customized application procedure to collect exactly the information you desire.
- Applicants are guided through the application process to ensure ease of use.
- System may be configured to ensure that only current members submit a letter of recommendation if desired.
- Application fees may be automatically collected by the system as described above (see Dues Collection above).
- Relevant personnel may monitor the application process in real-time (see Monitoring below).
- Completed applications are stored within the system and evaluated online by the appropriate personnel.
- Applicants may be automatically reminded of incomplete applications if desired.
Administrative Controls
Possibly the most important feature of the Membership Manager system. Regardless of the size of your society/organization, the monitoring control panels provide society personnel with numerous features to assist with the management of the society. Importantly, all information is presented in real-time, thus providing you with constant access to the exact status of your status.
Details:
- Personnel may monitor each component of the Membership Manager system in real-time.
- Constant access to society statistics such as the number of each type of member, the number/amount of dues and meeting payments, number of incomplete/complete applications, number of abstract submissions.
- System automatically generates financial reports to provide detailed information concerning any payments processed via the system.
- Monitor the abstract evaluation process in real-time and system can be configured to sort abstracts based upon referee scores and any other criteria to assist in meeting organization.
For more information, please contact us at sales@spltrak.com or at 866-SPL-MEET.
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