Membee Implementation Process

It is a simple form that connects you with the Implementations group and one of them will reach out to you.

Once we receive your sign-up, you will receive an email with a link to an implementation survey.  This survey will gather important details to help us understand how your organization works and what features are most important to your organization. Membee will likely give you capabilities you currently don’t have. That means you won’t be able to answer some questions. That’s okay. Complete what you can.

This includes (but is not limited to!) the following:

We will gather basic information about who will be set up with a subscription to access Membee.

We learn a lot by having a look at the data you want to import into Membee. You will not need to worry about how the data is formatted,  we will review the data and provide you with specific instructions on what you will need to do in order to get the data ready for us to import it into your copy of Membee.

Often, a big reason for coming to Membee is to take advantage of online payment processing for new member signups, existing member renewal, event registrations, donations, etc.

If you don’t currently have an account with a supported payment gateway, you will be able to take a look at the payment gateways we integrate with and decide what you would like to use.

Membee has a number of features that we will be working with you to set up. We’ll ask you questions about new member signup, existing member renewal, event registration, member profile, searchable directories, etc. so we can understand how we will need to set up Membee and what features we will focus on implementing with you.

Within two business days of receiving your completed Implementation Survey, we will contact you to book in a meeting to go through the information you have provided in your implementation survey.

During this call we will do the following.

We’ll go over the file(s) you submitted, identify any information that is missing and make sure we understand all the information included. We will also detail any changes that you will need to make to the file to get it ready to import.

We’ll go through all the information you submitted including things such as how new members sign up, how members renew and the features such as events, the online directory etc. that you would like to implement.

We will take a look at what needs to be set up and the time it may take to get things like your data ready and create a schedule that best fits the realities of your world.

The schedule we work on to establish together is very important. If the deadlines we agree to are missed then your implementation will need to be rescheduled. We will never abandon you! However, we need to ensure that other implementations that are underway are not impacted which will usually result in a 6-8 week delay before we can circle back to resume your implementation.

Following this call you will receive:

• An email with a link to access the project where you will submit the materials we need to complete the setup, such as your data, text for important emails and the page content we need to set up your new website.
• An email with a link to access information so you can start learning how to use Membee
• An email with your login for Membee and a schedule of the project that lists the details and mutually agreed deadlines for each phase of your implementation so you will always know what your deadlines are and when you will be up and running!

You’ll be working on providing the materials and page content we need to set everything up.

You’ll follow a series of interactive and easy to follow tutorials that will provide you with the core knowledge you will need to hit the ground running once you go live.

You’ll be finishing providing the content we need to set up Membee. It is very important that everything we ask you to provide is assembled and ready to go by the mutually agreed to deadlines we worked with you to establish in the Implementation Survey Review call (detailed above in week 2).

If all the materials that we need is not provided by the deadline we agreed on, we will work with you to reschedule your project. Our implementation schedule is usually fully booked for a number of weeks into the future and as a result, this will usually result in a 6-8 week delay before work can resume again on your implementation. We will never abandon you! However, we need to ensure we can schedule you back into a spot that will not impact the other implementations that have been scheduled.

Your Implementation Coordinator will take everything you have provided and get things setup. This will include:

• Completing the initial setup of Membee
• Configuring the features you have decided to use
• Setting up important system email templates that convey the right messaging to your members

Even though you already have access to all our services from the moment you signed up, your actual free subscription period doesn’t begin until we have completed this initial setup!

Once the initial setup is complete, you’ll receive an email with a link to access the next step in your implementation, your review. The review will include everything you need to know to both complete the review and submit revisions. You will typically have 3-4 business days to complete this review, however a typical review takes only 3-4 hours to complete.

We will work through the revisions that you submitted and complete the final setup of Membee.

Following the completion of the revisions we will meet to go through the following:

• A review of any important processes or procedures we have put in place (ex. If you approve memberships the process you will follow to complete the approval)
• Answer any questions you have to this point

What does “go live” really mean in practical terms? In essence, this is the day you begin to achieve your goal of a better experience for your members and a ton less admin work for you!

We will do the following with you:

• Help ensure all the Membee features we have implemented with you are live on your website.
• Send renewal notices to members whose membership renewal is due
• Send out an email to your members so that they can set up their passwords and login. This allows them to access features such as updating their member information via their member profile, “members only” features such as event pricing, secured member directories, or secured site content.

In just a few weeks, you have moved your organization forward a long way. In the process of dealing with all of the details of the implementation while continuing to address the ongoing challenges and demands of your organization, it’s easy to lose sight of the end goal.

Organizations who shift from surviving to thriving take advantage of Membee’s capabilities. It’s that simple. While completing the implementation of Membee is an important first step, the tangible gains come after implementation and we’re here to assist with that too.

Introducing meaningful and positive change in an organization is an evolution that takes place over time and is influenced by the changing environment faced by the organization. It is for this reason that your Implementation Coordinator will reach out to you a few times to make sure you’re maximizing the value of your Membee subscription. We will have five scheduled meetings set up:

• Once a week for the 4 weeks after we take everything live
• A final check in 8 weeks after we took everything live

Of course, If you have a question – don’t wait for these follow-up calls! You’ll be able to ask us right away.

As your implementation coordinator has worked closely with you over the past few weeks and has gotten to know both you and how your organization wants to operate going forward, they are simply the best person to answer your initial questions. While you do have full access to our fantastic Client Services team, who will be there to support you over the longer term, your Implementation Coordinator is going to grab all questions you have for the first 30 days after going live.

We know that “stuff” happens and it is possible to reschedule your Implementation. This circumstance is rare but if required, you should anticipate that your rescheduled implementation will be several weeks in the future and almost certainly beyond the conclusion of your free Membee subscription period. This is simply due to our next available opening being that far in the future.