Member CRM
Every member, category, organisation, payment, event and note in one record with a full history.
Membership software: renewals, events, CPD & member portals
Membership organisations: renewals, events and member value in one place. Members who renew.
Members live in a spreadsheet three people edit, renewal season means weeks of chasing invoices, events sell on another platform and CPD points arrive as PDFs in somebody's inbox. We build member CRMs, renewals, events, CPD and member portals for associations that all talk to each other. Then we host them and look after them.
Looking for association member management software that doesn't fight you?
A membership organisation is a small team doing a big team's job. You're a database, a billing department, an events company, a training provider, a publisher and a mini parliament with a board and an AGM. Most associations end up with a membership plugin, a separate ticketing site, a mailing list that's never quite current and a spreadsheet holding the gaps together. Renewal season turns into a month of reminder emails and phone calls.
Wollopit builds custom membership software around how your association actually runs. Members join, pay and renew online. Events know who's a member and charge accordingly. CPD points log themselves when someone attends. Members update their own details, find each other in the directory and see what their membership is worth. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from membership organisations
Does your membership organisation have these problems? Here's how we'd fix them.
Most associations we talk to have a loyal membership and a tiny office doing heroic amounts of admin. It holds together, right up until renewals open.
- The problemMembers in a spreadsheetThree versions of the member list, nobody sure which is current and half the email addresses bounce.How we fix itOne member CRM with every member, their category, history, payments and events. Members keep their own details current.
- The problemRenewal season eats a monthInvoices go out, then reminders, then more reminders, then phone calls. Someone always lapses by accident.How we fix itAutomatic renewals with card on file, staged reminders, grace periods and a lapsed list you can actually act on.
- The problemOrganisational members are a messA firm pays for twelve seats, staff come and go and nobody knows who's covered.How we fix itOrganisation accounts with seats, a primary contact who adds and removes staff and one invoice for the lot.
- The problemEvents sold somewhere elseTickets on a separate platform, member pricing on the honour system and attendee lists exported by hand.How we fix itEvents built in, with member and non-member pricing checked automatically, QR check-in and attendance on each member's record.
- The problemCPD tracked by handMembers email certificates, staff key in points and audit time is a scramble through inboxes.How we fix itCPD logged automatically from your events, members add external activity themselves and audit reports in a click.
- The problemJoin applications by emailForms, supporting documents and referee checks bounce between inboxes and committee members.How we fix itOnline applications with document uploads, eligibility checks and an approval workflow for staff or committee.
- The problemThe directory is years oldThe 'find a member' page lists people who left in 2019 and misses everyone who joined since.How we fix itA searchable public directory driven by live membership. Lapse and you drop off. Renew and you're back.
- The problemMembers can't see the valueBenefits live on a PDF somewhere and members renew (or don't) without remembering what they got.How we fix itA member portal with benefits, resources, discounts, their CPD and events, plus a yearly 'what you got' summary.
- The problemEmails go to everyoneOne newsletter blasted to the whole list because segmenting means another export.How we fix itSend by category, region, interest or renewal status straight from live member data. Unsubscribes stay in sync.
- The problemXero doesn't matchPayments from three places, manually reconciled and GST coded by hand at quarter end.How we fix itEvery payment, invoice and refund flows into Xero or MYOB with the right accounts and GST.
- The problemAGM and board admin by emailProxy forms, quorum counts, board papers and committee nominations all chased by hand.How we fix itOnline voting and proxies, quorum checks, nominations and a secure board portal for papers and minutes.
- The problemThe board wants numbers you don't haveRetention, growth by category and event revenue take a week of spreadsheet work before every meeting.How we fix itLive dashboards for members, renewals, lapses, events and CPD, with board reports ready to export.
02What we build
Solutions
What we build for membership organisations. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online joining
Application forms, document uploads, eligibility rules and approvals, with payment at the end.
Renewals & billing
Annual or monthly memberships, card on file, auto-renew, invoices for those who need them and pro-rata joins.
Organisation memberships
Firm and corporate accounts with seats, a primary contact managing staff and one consolidated invoice.
Events & ticketing
Conferences, webinars, workshops and networking nights with member pricing, early bird and QR check-in.
CPD tracking
Points from your events logged automatically, self-reported activity, certificates and audit reports.
Member portal
Members update details, pay, download receipts, book events, check CPD and grab resources.
Member directory
Public 'find a member' search by name, specialty and location, driven by live membership status.
Resources & content library
Members-only templates, guides, recordings and journals with access by membership level.
Member communications
Segmented emails and SMS from live data, renewal campaigns and newsletters synced to Mailchimp or Campaign Monitor.
AGM & voting
Notices, nominations, proxies, online votes and quorum checks, with results you can stand behind.
Board & committee portal
Board papers, minutes, committee workspaces and action lists behind a secure login.
Sponsors & partners
Sponsor packages, logo placement, event allocations and member offers tracked in one place.
Reporting dashboards
Members, retention, lapses, event revenue and CPD compliance live, plus board-ready exports.
A website that works for members
Hand-built, quick on mobile, with join, login, events and directory joined up to your member data.
03The systems
The big ones
Your whole association, on one system.
These are the systems membership organisations ask us about most. Each one works on its own and they get properly useful when they share the same member data.
Member CRM
One member record. Finally.
Every member, their category, organisation, payments, events, CPD and correspondence lives in one place. Staff stop hunting through spreadsheets and members keep their own details current through the portal.
- Individual and organisation members
- Membership categories and grades
- Full payment and event history
- Notes, calls and emails on the record
- Join applications with approvals
- Document uploads and credential checks
- Duplicate detection and merging
- Member self-service updates
- Staff roles and permissions
- Imports from your old spreadsheets
Renewals & payments
Renewal season, without the chasing.
Members renew on their own with a card on file or a proper tax invoice if their employer pays. Reminders go out in stages, failed cards retry themselves and every dollar lands in Xero or MYOB already coded.
- Auto-renew with card on file
- Tax invoices for employer-paid members
- Staged reminder emails and SMS
- Failed card retries
- Grace periods and lapse rules
- Pro-rata joins mid-year
- Instalment or monthly options
- Concession and student rates
- Payments synced to Xero or MYOB
- Live renewal progress dashboard
Events & CPD
Events that know who's a member.
Conferences, webinars and workshops sell from your own website with member pricing checked against live membership. Attend and the CPD points land on the member's record with a certificate, ready for audit.
- Member and non-member pricing
- Early bird and group bookings
- Multi-session conferences
- Webinars with Zoom or Teams links
- QR check-in on any phone
- CPD points logged on attendance
- Certificates generated automatically
- Self-reported external CPD
- CPD audit and compliance reports
- Sponsor and exhibitor allocations
Member portal & directory
A login members actually use.
Members see their membership, receipts, events, CPD and every benefit they're paying for. The public directory runs off live data, so people who lapse drop off and new members show up the day they're approved.
- Member profiles they update themselves
- Receipts and tax invoices to download
- Event bookings and history
- CPD tally and certificates
- Members-only resources and recordings
- Member discounts and partner offers
- Public 'find a member' directory
- Search by specialty and location
- Digital member card and certificate
- Yearly 'your membership' summary
Governance & comms
AGMs, boards and newsletters, sorted.
Run nominations, proxies and online voting with quorum checks built in. Give the board a secure place for papers and minutes. Send segmented emails straight from live member data instead of exporting lists every time.
- AGM notices and nominations
- Online voting and proxies
- Quorum and eligibility checks
- Board papers and minutes portal
- Committee workspaces
- Segmented email by category or region
- SMS for urgent updates
- Mailchimp or Campaign Monitor sync
- Board report exports
- Retention and growth dashboards
04How it changes
Before and after
Renewal season, wolloped.
Here's how renewals could change. Every association is different, so we map yours first.
Before
- Export the member spreadsheet and hope it's current
- Mail merge a thousand invoices
- Send reminder after reminder by hand
- Match bank deposits to members in Xero
- Ring the stragglers in September
- Update the directory sometime next year
After
- Renewals open on schedule from the live CRM
- Card-on-file members renew themselves
- Staged reminders go out on their own
- Payments land in Xero already coded
- A short lapsed list with phone numbers attached
- The directory updates the moment someone renews
05Services
Everything under one roof
Software, websites and systems for membership organisations.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for membership organisations
Built around how your membership organisation actually runs: member CRM, online joining and the admin in between, in one system you own.
Websites for membership organisations
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Membership organisation system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for membership organisations
Renewals & billing and organisation memberships: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your membership organisation, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- HubSpot
- Salesforce
- Mailchimp
- Campaign Monitor
- Microsoft 365
- Google Workspace
- Zoom
- Microsoft Teams
- Eventbrite
- Humanitix
- Wild Apricot
- Moodle
- Zapier
- Twilio SMS
- Slack
- DocuSign
- Calendly
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your membership organisation: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your membership team, look at renewal season and events through their eyes and work out where the hours really go.
- 02
Archi-tech
We plan it before writing code: member categories, renewals, events, CPD rules, portal, data migration, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before next renewal season.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things membership organisations ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can members update their own details?
Yes. Members log in to update their profile, download receipts, book events and check their CPD. Staff stop retyping change-of-address emails.
Can it handle firms paying for several staff?
Yes. Organisation memberships can have seats, a primary contact who adds and removes staff and one invoice covering everyone.
Can CPD points log themselves?
Yes. Points from your own events land on the member's record when they're checked in. Members can add external activity with evidence and you can run audit reports whenever you need them.
Can we move off our spreadsheets and old membership system?
Yes. We clean up and import your existing member data, payment history and CPD records as part of the build so nothing gets lost.
We already use HubSpot (or another platform). Do we have to switch?
No. If something is doing its job we build around it and keep it in sync. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can members vote online at our AGM?
Yes. We can run nominations, proxies and online voting with eligibility and quorum checks, set up to match your constitution.
How much does a membership system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online renewals or an events page can be quick. Bigger systems are planned in stages so you get the first win early, ideally before your next renewal season.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most membership organisations we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a membership organisation problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.