Trying to choose which software is right for your organisation can be difficult.
This guide is made to help you (the buyer) through the process of choosing software to help manage your members and fund raise.
If you are looking for digital membership card software or membership software programs then this guide is for you.
Membership software for mountain bike organisations is a tool designed to simplify the management of membership programs. It helps clubs, parks, and associations automate many of the administrative tasks associated with membership management.
These tasks include membership sign-up and renewal, member communication and engagement, tracking of membership types and benefits, and reporting and analysis. By using membership software, mountain bike organisations can save time, reduce administrative burdens, and provide better service to their members.
If you're in the market for membership management software, this buyer's guide will help you make an informed decision.
This guide is targeted at mountain bike organisations which have some specific needs as opposed to a general guide for all organisations.
Before you start looking for membership management software, it's essential to identify your organisation's requirements/needs.
By understanding your requirements, you can narrow down your options and find software that meets your specific needs.
Look at your requirements and see which features fulfil these.
You can categorise these features into two lists.
Nice to have features
Here is a list of some possible features to get you started
Member acquisition and engagement
Revenue and member retention
First you need to look at the high level options.
Option 1 - Low Budget $
This can be viable if you have a small organisation and a lot of volunteer time.
Use an online store such as shopify or one that comes with your website like Squarespace or WIX.
Google sheets or Microsoft excel.
Donations via Trailforks or a fundraising website such as Givealittle.
Option 2 - Custom $$$$
Approaching a software development company to develop a custom solution for your organisation. This can range from a completely bespoke platform built from the ground up to the developer incorporating an existing open source software into the platform such as a free open source CRM such as Civicrm.
We only recommended this for larger organisations due to the cost and management of the development company.
Option 3 - Proprietary or off the shelf software $$
This is the most common option and the option we will cover with this guide.
There are hundreds of membership management applications available but most are not suited to mountain bike organisations and are either targeted at other markets or so generalised that you will be paying for features that you don’t need. These are available as Software As A Service (SaaS) and usually charge a monthly or transactional fee.
These typically fall into two categories, membership management software and CRM’s
Membership management software
CRM’s - Customer relationship management software
The software you choose should be easy to use, even for non-technical users. A complicated system will frustrate your team and waste valuable time. Look for software with a simple user interface and intuitive navigation. The software should also be easy to set up and require minimal training with online help and support available.
Membership management software comes with varying pricing models, including monthly or annual subscriptions, and one-time purchases. Some software providers may also charge additional fees for premium features or support. Consider your budget and evaluate the software's pricing against the features and functionalities it offers. Transaction fees and fees for additional functionality are often hidden so look at the fine print and check what the “payment gateway” fees are listed as. These should be no higher than Stripe fees in your country. Stripe also offers a lower discounted rate for nonprofits.
A transactional pricing model means the providers goals are aligned with your organisations and they are incentivised to increase your member numbers and revenue.
Read user reviews and get recommendations:
Before making a final decision, read reviews from other organisations that have used the software. Reviews can give you insights into the software's strengths and weaknesses and how it performs in real-life situations. You can also ask for recommendations from other organisations that have similar membership programs to yours. Capterra is a reliable source of reviews.
Choose software that can grow with your organisation. Look for software solutions that can accommodate an increasing number of members and provide the flexibility to add new features and functionality. Look at how the cost would scale with this.
Check customer support:
Look for a provider that offers responsive and helpful customer support. Consider whether they offer phone or email support, whether they have a knowledge base or community forum, and whether they provide training or onboarding support. Read user reviews to see how others found the support.
What if we require extra features in the future:
Typically, membership management software does not offer custom development and will only add new functionalities if there is a high demand from multiple organisations. Therefore, it is crucial to select a product that caters to your specific niche area. Doing so increases the likelihood of getting the desired functionality developed for your needs.
Create a shortlist
Compile a list of potential software options. Narrow down your choices to a shortlist of likely products. You can discover suitable products through word-of-mouth, search engines, or review sites such as Capterra. Check with other mountain bike organisations to see what they are using. Review any case studies of organisations similar to yours.
Next, evaluate your requirements against the features offered by each product on your list, including the essential and desirable features you identified in the first step. If you have any uncertainties about a particular feature, you can contact the sales team to get more details. Lastly, consider the factors mentioned above when selecting the final product.
|Hivepass||TidyHQ||Wild Apricot||Club Express|
|Cloud based member database|
|Automated email reminders|
|Member mobile app|
|Digital membership card|
|Group & family memberships|
|No fee on donations|
|Partner deals for members in mobile app|
|In app chat support for admins|
|Event registration and management||January 2024|
|Website generation||Coming 2024||Extra $400|
|Short term passes that can be purchased in advance|
|QR codes that guide the user direct to your organisation via the app store|
|Digital waivers to mitigate liability risks|
|Integrated with Trailforks|
|Made by mountain bikers for mountain bike organisations|
|Pricing||Hivepass||TidyHQ||Wild Apricot||Club Express|
|Fees to unlock features||No||No||No||Yes|
|Transaction % fees on top of payment gateway fees||No||Yes
1% + $0.20