Memberplanet

The implementation process for Memberplanet is designed to be straightforward and efficient, enabling organizations to get started quickly. Here’s an overview of the typical steps involved:

1. Account and Membership Setup

• Create your organization’s account and define membership levels, payment structures, and membership types.
• Add and verify a bank account to enable the collection of dues and payments. This is necessary for processing online transactions securely.

2. Member Data Import

• Import existing member data using an Excel spreadsheet. You can map columns from your file to custom fields within Memberplanet, making the process flexible and customizable.
• Alternatively, you can manually add new members or send profile update requests to existing members to collect more information.

3. Customization and Onboarding

• Customize the onboarding process to fit your organization’s needs, including setting up custom fields and membership workflows.
• Enable features such as automated email reminders, auto-renewals, and customizable membership anniversary dates for ongoing management.

4. Training and Support

• Memberplanet offers onboarding support, including training sessions for staff and access to a comprehensive online support site. This ensures administrators and users are comfortable using all features.

5. Launch and Engagement

• Once setup is complete, you can begin engaging members with communication tools, event management, and reporting features.
• The dashboard provides ongoing management and reporting capabilities, with options to segment member data and track activity.

Memberplanet offers a high level of customization to meet the unique requirements of different organizations and businesses. Here are the main customization features and data points:

Customization Features

• Custom Fields: You can create unlimited custom fields in your member database. This allows you to collect and track any information relevant to your group, such as emergency contacts, special interests, or T-shirt sizes. These fields can be required for new members or added later, and you can prompt existing members to update their profiles.
• Membership Types and Onboarding: The platform supports multiple membership levels and types (individual, group, tiered, etc.). You can customize the onboarding process, set up different payment structures, and automate confirmation emails and reminders.
• Branding: Organizations can upload custom logos and set organization details to match their branding for a consistent member experience.
• Integrated Tools: Memberplanet’s suite of tools (event registration, fundraising, surveys, reporting, communications) can be configured to fit your specific workflows. You can bundle forms and payments into a single registration process.
• Admin Roles and Permissions: Assign unlimited admins with custom permissions, ensuring only authorized users can access sensitive data or perform certain actions.
• API Integrations: For enterprise clients, Memberplanet offers the ability to integrate with external databases and financial systems using APIs, allowing for custom workflows and data exchange.
• Reporting and Segmentation: The platform’s reporting tools are flexible, letting you segment, filter, and tag member records according to your business logic.
• Website Integration: You can add customizable buttons and templates to your own website, ensuring a seamless experience for your members.

• Setup Fees: For standard plans (Basic, Essentials, Pro, Premium), there are no setup fees. You can get started without any upfront implementation charges.
• Subscription Fees: Memberplanet offers several pricing tiers:
  • Basic: Free
  • Essentials: $50 per month
  • Pro: $100 per month
  • Premium: $175 per month
• Transaction/Processing Fees: When collecting payments (dues, donations, event fees), there is a processing fee of 3% plus $0.30 per transaction. Higher subscription tiers may offer reduced platform fees.
• Enterprise/Custom Plans: Organizations needing advanced customizations (such as deep API integrations or complex, multi-level structures) may face additional startup fees and higher monthly costs. These are quoted individually and often include extra implementation and support services.
• Support and Maintenance: All paid plans include support via email, phone, chat, and access to an online knowledge base. Standard support is included at no extra charge. Enterprise clients may receive enhanced support as part of their custom agreements.
• Ongoing Maintenance: Maintenance and updates are included in the subscription fees.

Memberplanet provides a comprehensive suite of training and support resources to ensure new users can quickly become proficient with the platform:

• Getting Started Guides and Videos: Step-by-step guides and instructional videos help users with initial setup, customizing group profiles, adding members, and selecting the appropriate subscription plan.
• Online Knowledge Base: A searchable support center offers articles and answers to frequently asked questions, covering all major features, including member management, payment processing, and communication tools.
• Direct Support: Users have access to support staff via email, phone, and live chat for real-time assistance and troubleshooting.
• Resource Checklists and Tutorials: For organizations onboarding new administrators or transitioning data for a new year, Memberplanet provides detailed checklists and video tutorials to guide the process.
• Ongoing Updates and Announcements: Regular communications inform users about new features, enhancements, and best practices to maximize the platform’s value.

Memberplanet employs strong security protocols to protect user and organizational data:

• Data Encryption: All financial transactions are encrypted, and sensitive payment information is not stored on the platform. Data is transmitted securely using industry-standard encryption.
• Bank-Grade Security and PCI Compliance: The platform meets strict standards for payment processing security, including PCI compliance, to safeguard financial data.
• Access Controls: Only authorized administrators with specific permissions can access sensitive features such as payment collection and member data.
• Privacy Settings: Both admins and members have control over the visibility of their personal and group information, with customizable privacy options.
• GDPR Compliance: Memberplanet complies with data privacy regulations such as GDPR, giving users control over their data and ensuring protection against unauthorized access or misuse.
• Verification for Fund Collection: Organizations must verify their bank accounts with official documentation before funds are released, adding an extra layer of security.

Memberplanet is proactive in maintaining and improving its platform:

• Regular Feature Enhancements: The platform is updated regularly with new features, enhancements, and security improvements, often based on user feedback and changing needs.
• Automated Updates: All updates are managed centrally and deployed automatically, so users always have access to the latest version without needing to take any action.
• User Notifications: Users are kept informed about new features and important changes through email notifications and announcements within the platform.

Data Ownership:
Memberplanet recognizes that organizations and their members own their data. Administrators and users have full control to manage, update, and access the information they provide within the platform. Memberplanet only processes personal information for the purposes specified by the organization or as outlined in its privacy policy. The platform does not use or share user data for any other purposes without explicit permission from the organization or the user.

Data Portability:
Organizations can access, export, and manage their data at any time. Memberplanet provides tools for admins to download member lists and other relevant data, ensuring that organizations can retain and transfer their information if needed. This approach supports best practices for data portability and complies with privacy regulations, allowing organizations and members to retrieve their personal information whenever necessary.

Scaling Up:
Memberplanet is designed to grow with your organization. You can upgrade your subscription plan at any time to unlock additional features, increase usage limits, or access advanced tools. Upgrades are managed through a self-service portal, and new features become available immediately after the change. Pricing is adjusted according to the new plan from the next billing cycle.

Scaling Down:
If your needs decrease, you can downgrade your plan just as easily. The process is managed through the same self-service tools, and any changes to your subscription take effect at the start of the next billing period. This flexibility helps organizations control costs and adapt the platform to their current requirements.

Adjusting Membership Levels:
Beyond subscription changes, organizations can also modify their internal membership structures at any time. This includes adding or removing membership levels, changing dues, or updating member types. These changes are made by group admins and take effect immediately for both new and existing members.

Contract Renewal:

• Memberplanet operates primarily on a subscription basis, with monthly or annual billing cycles depending on the plan selected.
• Subscriptions automatically renew at the end of each billing period unless the organization takes action to cancel or change the plan before the renewal date.
• Upgrades or downgrades to the subscription plan can be made at any time through the self-service portal, with changes taking effect at the start of the next billing cycle.
• Pricing adjustments for renewals reflect the current subscription rate at the time of renewal.

Contract Cancellation:

• Organizations can cancel their subscription at any time through the account management settings.
• Cancellation typically takes effect at the end of the current billing cycle, meaning service and access continue until the paid period expires.
• There are no penalties or additional fees for standard cancellations, and organizations retain access to their data until the end of the subscription term.
• If an organization wishes to stop collecting or receiving funds, all outstanding payments will be processed up to the cancellation date, and any remaining funds will be released once all verification requirements are met (such as bank account verification).
• Memberplanet does not store credit card information, and all financial data is encrypted for security.

GDPR (General Data Protection Regulation):

• Memberplanet complies with GDPR, ensuring that organizations and their members have control over their personal data.
• The platform requires clear consent for data processing, provides transparency about data use, and allows users to withdraw consent or request deletion of their data.
• GDPR rights such as the right to be forgotten, data access, and correction are supported.

PCI-DSS (Payment Card Industry Data Security Standard):

• Memberplanet meets PCI-DSS requirements, which are designed to protect credit card data during transactions.
• The platform uses bank-grade security, does not store credit card information, and encrypts all financial transactions.
• Organizations must verify their bank accounts with government-issued ID and a voided check before funds are released, adding an extra layer of security.

Additional Security and Compliance Features:

• Secure, members-only login and self-service tools for data access and updates.
• Bi-directional data exchange with client databases and financial systems, supporting secure integrations.
• Regular updates to security protocols to maintain compliance and protect against unauthorized access or misuse.