Strengthen your community with automated membership renewals, event invitations, dues reminders, newsletter distribution, and member engagementāall through WhatsApp.
Engaging members and managing volunteer-run organizations
Members forget to renew. By the time you notice, they've disengaged. No systematic way to track and remind renewals.
Events organized with effort but turnout disappoints. Members don't see invitations or forget to attend.
Annual fees unpaid by many members. Awkward to follow up personally. Some members years behind on payments.
Emails go to spam, newsletters unread. Important updates don't reach members, especially younger ones.
New members join but don't know about benefits, events, or how to participate. They remain passive and eventually leave.
Outdated contact info, unclear membership status, manual tracking in spreadsheets. Finding who's active is difficult.
Automate membership management and member engagement
Automatically remind members 60, 30, and 7 days before membership expires with renewal link and benefits summary.
Sequence: "Membership Renewal" Trigger: 60 days before expiry_date field Day 1 (60 days before): - Gentle reminder + benefits overview Day 30 (30 days before): - Reminder + renewal discount offer Day 7 (7 days before): - Urgent reminder + expiry warning Day 0 (expiry day): - Final notice + grace period info Day +7 (after expiry): - Lapsed member re-engagement offer Exit: When renewal payment received
This automated sequence starts reminding members well before expiry, giving them time to act. Each message reinforces the value they'll lose if they don't renew. The escalating urgencyāfrom "60 days left" to "expired"ādrives action. Members who haven't renewed get re-engagement offers after lapsing.
Workflow tip: Offer multi-year discounts in the 30-day reminderāit increases lifetime value and reduces renewal frequency.
Welcome new members with information about benefits, upcoming events, how to participate, and connect with other members.
Sequence: "New Member Onboarding" Trigger: Tag "new_member" added Day 1: - Welcome message + essential info + mentor intro Day 3: - Benefits guide + upcoming events Day 7: - Committee/volunteer opportunities Day 14: - Check-in + first event follow-up Day 30: - Feedback request + engagement check Day 60: - Encourage deeper involvement + referral request
New members are most engaged in their first few weeksāthis sequence capitalizes on that enthusiasm. The mentor assignment creates accountability. Spreading information over 60 days prevents overwhelm and keeps the club top-of-mind. The engagement check at day 30 identifies members who need extra attention.
Workflow tip: Track which new members attend their first event vs. those who don'tāintervene early with non-attendees.
Send event invitations with all details, collect RSVPs, and send reminders to registered attendees.
Campaign: "Annual Gala 2025" Audience: All active members Schedule: - 30 days before: Full invitation with details - 14 days before: Early bird deadline reminder - 7 days before: Last call for registration - 1 day before: Final reminder to registered RSVP handling: - Parse response (SINGLE/COUPLE/TABLE) - Apply member discount automatically - Generate payment reference - Add to event roster Post-event: Thank you + photos + feedback
Event invitations go directly to each member's WhatsAppāno email spam filters, no missed notices. The RSVP flow captures attendance with a simple reply. Member discounts are automatically applied, making members feel valued. Multiple reminders ensure no one forgets, improving attendance dramatically.
Workflow tip: For premium events, create a waitlist flow when seats sell outānotify waitlisted members if spots open up.
Send annual fee reminders with payment options, track payments, and follow up on outstanding dues professionally.
Sequence: "Annual Dues Collection" Trigger: Start of fiscal year Day 1: - Invoice with full breakdown + early bird offer Day 15 (if unpaid): - Reminder + deadline warning Day 30 (if unpaid): - Final reminder before late fee Day 45 (if still unpaid): - Notice of membership suspension risk Exit: When payment confirmed For arrears: Separate sequence with payment plan option
Dues collection is often awkwardāautomated reminders remove the personal discomfort. Members receive professional invoices with clear payment options. Early bird incentives encourage prompt payment. The escalating reminders are firm but professional, and the system stops automatically when payment is received.
Workflow tip: For members with multiple years of arrears, offer a payment plan option in a separate conversation rather than automated reminders.
Share monthly newsletters, industry updates, and important announcements directly to members' WhatsApp.
Campaign: "Monthly Newsletter" Audience: All active members Schedule: 1st of every month Content sections: - Key announcements (new policies, changes) - Upcoming events (next 30 days) - Member achievements (celebrations) - Industry updates (relevant news) - Quick stats (membership health) Include: - Link to full newsletter (web version) - Feedback CTA Segment variations: - Highlight events relevant to member's specialization
WhatsApp newsletters get 90%+ open rates compared to 15-20% for email. The condensed format forces you to highlight what matters most, with a link to the full version. Member achievements build community pride. The regular cadence keeps the association top-of-mind even for less active members.
Workflow tip: Track who clicks the full newsletter linkāthese are your most engaged members for special outreach.
When members ask about benefits, discounts, or services, instantly provide relevant information.
Rule: "Benefits Information" Trigger: Message contains "benefit" OR "discount" OR "perks" Action: Send personalized benefits list based on: - Membership tier (regular, premium, life) - Membership duration (extra benefits for veterans) - Specialization (relevant partner discounts) Include: - All applicable benefits with brief descriptions - How to access/claim each benefit - Portal login reminder - Support contact for questions
Many members don't know all the benefits available to them. This auto-reply ensures anyone asking gets a comprehensive, personalized list instantly. Different membership tiers see their specific benefits. The response reminds members of the value they're getting, reinforcing their decision to stay members.
Workflow tip: Track which benefits members ask about mostāthis guides your communication about underutilized benefits.
Recruit volunteers for committees, events, and projects. Coordinate tasks and track participation.
Journey: "Volunteer Recruitment" Trigger: Campaign response "VOLUNTEER [role]" Action: 1. Parse role selection 2. Check if role still available 3. Add to volunteer roster 4. Send confirmation with details 5. Notify coordinator Follow-up sequence: - 7 days before: Detailed briefing - 1 day before: Final reminder with logistics - Event day: Morning check-in reminder - Post-event: Thank you + CME certificate link
Volunteer recruitment is often ad-hoc and inefficient. This structured approach shows exactly what's needed, makes sign-up easy (single reply), and automates follow-up. Volunteers get proper briefings and reminders. The volunteer roster builds automatically, giving coordinators real-time visibility of who's committed.
Workflow tip: Track each member's volunteer hoursārecognize active volunteers at events and in newsletters.
Send personalized wishes on member birthdays, work anniversaries, and membership milestones.
Sequence: "Birthday Wishes" Trigger: CRM field birthday = today Schedule: 7:00 AM on birthday Content: - Personalized greeting with name - Membership highlights (years, participation) - Special birthday offer/discount - Fun fact (shared birthdays) Similar sequences: - Work anniversary - Membership anniversary (5, 10, 25 years) - Professional achievements (awards, publications)
Personalized birthday wishes make members feel valued and remembered. The message isn't just genericāit highlights their specific contributions and tenure. The birthday discount encourages engagement (they might attend an event they otherwise wouldn't). These small touches significantly improve member retention.
Workflow tip: Create special recognition for milestone anniversaries (10, 25 years)āperhaps a call from the president or certificate.
Announce elections, share candidate profiles, send voting reminders, and announce results to all members.
Campaign: "Committee Elections 2025" Audience: All eligible members (dues cleared) Schedule: - Day 1: Candidate announcement + profiles - Day 3: Voting opens reminder - Day 5: Mid-voting reminder (participation %) - Day 7 (final day): Last call to vote - Day 8: Results announcement Track: - Eligibility status per member - Voting participation rate - Real-time vote counts (admin only)
Association elections often suffer from low participation. WhatsApp reminders dramatically increase voter turnout by meeting members where they are. Eligibility checks (dues cleared) are automated. Multiple reminders with voting progress create social pressure to participate. Results announcement completes the communication loop.
Workflow tip: For contested elections, ensure all candidates have equal visibility in communicationsārotate order in different messages.
Help members connect with each other through searchable directory and networking facilitation.
Rule: "Member Directory Search" Trigger: Message starts with "FIND" OR "SEARCH" Action: 1. Parse search query (specialty, location, name) 2. Search member database 3. Return matching members (max 5) 4. Show relevant details (consented info only) Connection request: - When member replies with number - Send connection request to target member - On approval, share contact details Privacy: Only show consented public information
Member directories are powerful but underused if they require logging into a portal. WhatsApp search makes it frictionlessāmembers can find and connect with others instantly. The connection request system respects privacy while facilitating networking. This feature turns the association into an active network, not just a dues-collecting body.
Workflow tip: Track which members get the most connection requestsāthese are your influential members. Also track search patterns to understand member needs.
Track member journey from joining to active participation
Strengthen member engagement and reduce churn
| Capability | Starter ($29) | Pro ($99) | Business ($470) |
|---|---|---|---|
| Renewal reminders | Basic | Multi-step | Auto-escalation |
| New member onboarding | Basic | Multi-day | Personalized |
| Event invitations | 500 members | 2,500 members | 10,000 members |
| Dues collection | Manual | Automated | With tracking |
| Newsletter distribution | Basic | Formatted | Segmented |
| Benefits information | Basic | Interactive | Personalized |
| Volunteer coordination | - | Basic | Full management |
| Birthday wishes | - | Automated | Personalized |
| Election management | - | - | Notifications |
| Team members | 2 | 5 | 15 |
Prices in USD. View pricing in your local currency ā
Associations with 500+ members benefit most from the Pro plan. Multi-step renewal reminders reduce membership lapses, automated dues collection improves cash flow, and event invitations reaching 2,500 members boost attendance. Multi-day onboarding journeys help new members engage, while birthday wishes and newsletters strengthen community bonds.
Start with Pro PlanJoin associations across India building engaged memberships through automated WhatsApp communication.