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Maximize Membership Tracking with SmartSuite! ⚡

smartsuite May 22, 2024

Make the Best of Membership Management with No-Code Tools

Looking to organize and effortlessly track members of your growing membership business? You're in luck! Today, we're diving into the strategic use of no-code tools to keep tabs on members, payment details, subscription status, and much more. If you've ever wondered how to seamlessly monitor your membership, you've come to the right place.

Unlocking the Power of No-Code Tools

The rapidly evolving tech world has blessed us with a plethora of options to automate our processes, turning intricate tasks into a breeze. One such gem is the expanding universe of no-code tools, which help businesses automate their operations without the need for extensive coding knowledge.

One no-code tool, SmartSuite, has become a reliable companion for businesses in 2024 and beyond. Offering an impressive suite of services, the platform aids businesses in managing and tracking their membership services and subscriber activity.

Setting the Stage: Members and Payments

The key to managing membership services lies in efficiently managing two crucial components: Members and Payments.

Most often, your journey with member tracking will revolve around two main tables: The Members table, a list of all your member details, and the Payments table, which will be linked to your Members table for easy and effective tracking. Here you'll keep an eye on various payment attempts and their outcomes within your recurring system.

Essential Fields to Track

For a streamlined membership management system, it's crucial to include a variety of data fields in the Members' table:


  1. Member Name – Having a person’s name in the 'Primary' field is important. It's the piece of the puzzle that ensures personalization and aids in creating meaningful relationships.
  2. Email Field – It’s essential to maintain an updated list of your members' emails. This list becomes the cornerstone for communication and is useful for nurturing member relationships and keeping them updated.


Payments Table

In the Payments table, tracking the following information is important:

  1. Payment ID – A unique identifier for each payment. It's essential for future references and for sorting out any customer service issues. It helps you quickly locate the relevant transaction in your system.
  2. Date of Payment – Keeping track of when each payment was made is essential, especially for membership businesses with monthly billing cycles.
  3. Member Link – Each member is linked to their respective payments to maintain clear records of individual financial interactions.
  4. Payment Status – This status field indicates whether a transaction was successful or failed, offering a quick glance at the efficacy of your payment system.
  5. Payment Amount – It's essential to record the amount paid in each transaction for financial planning and audit purposes.

Remember, automation is the key here. Designing the system such that it automatically updates these fields takes the burden of manual updating off your shoulders.

Keeping Membership Status Up-to-Date

The beauty of well-organized data is that it can provide real-time insights. One crucial piece of information for a membership business is knowing who among the members is active or not. This is calculated by checking the Days Since Last Payment. If the number of days exceeds your membership cycle—31 days for a monthly cycle, for example—the member's status can be marked as ‘Inactive’.

This information is extremely handy for notifying members of impending the expiration of their membership. It also acts a reminder for you, as the business owner, to keep up with the payment status and engagement levels of your members.

Providing Members the Option to Opt-Out

Besides automatic status updates, consider giving members the choice to label themselves as inactive when they wish to opt out of the service. Provide an easily accessible platform for members to make such updates. This way, you're respecting the member's choice and saving your resources by not processing payments for those who have opted out.

Leveraging No-Code Tools for Membership Management

The possibilities with no-code tools like SmartSuite are endless. By automating your membership services, you make way for efficient functioning, improved member experience, and streamlined processes.

While managing membership services can seem like a daunting task, with the use of no-code tools, the process can become as smooth as a well-oiled machine. However, if you're stuck or need guidance in building your robust member management system, don't hesitate to leverage our expert services to help you unleash the full potential of no-code tools.

Get ready to take your membership services to the next level with no-code tools.

By utilizing these concepts, you'll be well on your way to a more organized, efficient, and rewarding membership management system. So sit back and watch as tech does the hard work for you, streamlining your processes and driving your business to new heights.

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