Membership Scheme Management System


A membership management system with web integration and renewal reminder workflows

  • Multiple membership categories
  • Gift Aid management
  • Renewal reminder generation
  • Web integration

Windows Server | Windows Desktop | Web


The Friends scheme had several different levels of membership and each membership could contain multiple members. The system provided a flexible system allowing membership types to be created as needed.

There was a renewal reminder system which allowed the system administrators to set up a workflow for sending a series of reminders if that was necessary. The process allowed the sending of email and standard mail notifications. The workflow adopted was to send a renewal notice a month before the renewal was due and then, if the membership was not renewed or cancelled, follow up reminders for the following 3 months. At the end of this the administrator could cancel anyone left with a single click.

For those that did renew or upgrade the system processed the payment and produced a letter for the members together with their membership cards.

One of the issues with renewals is how to handle price increases. We managed this by holding prices within date ranges. The renewals then used the price based on the renewal date. This also allowed the use of short period promotional pricing too.

One issue was that not all of the subscription fee was eligible for Gift Aid, so each category recorded the percentage which was allowable and managed the calculations for the claims.

  • The web integration fulfilled several roles that enabled
  • members to renew on-line
  • new members join
  • joiners and renewals to add a donation (rounded up fees were calculated as a suggestion)
  • members to select which news items they were interested in and which theatres they were likely to visit.

Birmingham Royal Ballet is one of the three major ballet companies of the United Kingdom, alongside The Royal Ballet and the English National Ballet.


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