ClubExpress

The implementation process for ClubExpress is designed to be simple and efficient, enabling clubs and associations to quickly set up and customize their management platform and website. The process features a guided setup, a trial period, and final steps to launch your site to members.

Typical Implementation Steps

1. Sign Up and Initial Setup

• Online Registration: Organizations begin by signing up online and providing basic information to create an account.
• Setup Wizard: An administrator completes a short wizard to establish the account and access the new website.
• Setup Checklist: A setup checklist guides the administrator through essential configuration tasks, such as entering club details, setting up membership types, and configuring privacy options.

2. Website Customization

• Initial Website Creation: ClubExpress automatically generates a default website, which administrators can extensively customize using built-in tools.
• Design and Modules: Administrators select website templates, configure menus, and enable modules such as event calendars and member directories.
• Adding Administrators: Additional team members can be added as administrators to assist with setup.

3. Trial and Evaluation

• Free Trial: Organizations receive a 60-day free trial with access for up to eight people to build out the website and evaluate features.
• Ongoing Customization: During the trial, the team can continue to customize the site, add content, and test modules.

4. Final Steps and Launch

• Payment and Activation: At the end of the trial, organizations provide banking details, pay the setup fee, and begin monthly hosting payments to activate the site.
• Domain and Member Import: The organization points its domain to the new website, uploads the membership database, and sends welcome emails to members.
• Go Live: Once all steps are complete, the site is launched to members, and ongoing support is available.

Typical Timeline

• Initial Setup and Checklist: Completing the basic setup checklist typically takes less than an hour, as many items have default settings.
• Full Customization and Trial: The 60-day trial period allows plenty of time for customization, content addition, and evaluation.
• Go-Live Readiness: Organizations can go live as soon as they are ready after the trial, depending on how quickly they complete setup and customization tasks.

ClubExpress is designed to be highly adaptable, offering a range of customization options to suit specific business or organizational needs:

• Website Design: Choose from a variety of templates, layouts, color schemes, menu styles, backgrounds, and watermarks. You can adjust website width, text styles, and even incorporate custom fonts.
• Content Management: Create unlimited custom pages using a built-in content management system. There are more than 26 widgets available for adding interactive and dynamic content. The system also supports versioning for content safety.
• Menus and Navigation: Build custom menus for both public and member-only areas, with support for submenus, mega-menus, and different menus for each member type.
• Custom Modules: ClubExpress can develop custom modules tailored to your club or association’s unique processes or requirements.
• Member Data: Add unlimited custom fields and questions to the membership database, filterable by member type, to collect any data relevant to your organization.
• System Emails: Customize the content of automated system emails to fit your organization’s communication style.
• Mobile App: A branded mobile app is available, with options for custom channels, direct messaging, and push notifications (additional fees may apply).
• Advanced Design Options: For those with technical expertise, ClubExpress allows the use of custom JavaScript, CSS, and jQuery for deeper site customization.
• Special Purpose Modules: Optional modules are available for CRM, e-learning, certification, job boards, banner advertising, classified ads, resource scheduling, and more. Some of these modules carry additional monthly fees.

When considering ClubExpress, here are the main costs you should expect:

• Monthly Hosting Fee: This is charged per active member and includes technical support and admin access. The fee starts at $24 per month.
• Basic Setup Fee: There’s a one-time fee of $150 for initial setup and database import.
• Starter and Builder Packs: For enhanced setup, there are optional one-time packages ranging from about $960 to $4,550, depending on the level of customization and support you want.
• Mobile App: If you choose to use the branded mobile app, there are additional setup and per-download fees.
• Optional Modules: Features like CRM, e-learning, banner ads, and resource scheduling are available for an extra monthly charge.
• Text Messaging: If you want to use text messaging, there are monthly and per-message fees.
• SSL Certificate: If you use a custom domain, you may need to pay an annual fee for an SSL certificate.
• Ad Hoc Reports: Advanced reporting features may also carry an annual fee.
• Non-Member Overage: You can store non-member contacts for free up to five times your active member count. Beyond that, there’s a small monthly fee per extra non-member contact.

Training for New Users

ClubExpress Training:
ClubExpress provides a structured onboarding experience for new users. The centerpiece of their training is a comprehensive two-day virtual Bootcamp, typically held twice a year. This Bootcamp is designed for new club officers, administrators, and volunteers, and covers both the basics and advanced features of the platform. Sessions are tailored to different user roles and organization types, and include live Q&A and breakout discussions. All Bootcamp sessions are recorded, so administrators and coordinators can revisit the material at any time. Beyond Bootcamp, ClubExpress offers ongoing support through webinars, detailed documentation, and a dedicated support portal to help users continuously develop their skills.

Fitbots Training:
Fitbots specializes in OKR (Objectives and Key Results) implementation and offers training programs for business leaders, agile practitioners, and strategy consultants. Their offerings include executive orientation, team training, and certification academies. Fitbots also provides AI-powered tools to help organizations create, align, and track OKRs. Certified coaches are available to guide the OKR process, and users have access to a community of practitioners, regular progress reviews, and a library of resources for ongoing learning and support.

ClubExpress employs a robust set of security measures to protect user data:

• Data Center Security: All servers are hosted in secure, commercial-grade data centers. Physical access is strictly prohibited, even for ClubExpress staff, with all management done remotely through secure VPN connections.
• Network and Infrastructure: The servers are protected by strict firewalls, allowing only essential traffic. The hosting environment is audited to high industry standards for security and operational controls.
• Redundancy and Backups: Systems are equipped with redundant power supplies and RAID storage. Nightly offsite backups are performed, and databases are backed up in real time to prevent data loss.
• Encryption: Passwords are encrypted using one-way hashing with salt, and credit card data is encrypted using strong algorithms. All web sessions are secured with the latest encryption protocols.
• Compliance: ClubExpress complies with major data privacy and security standards, including PCI for payment processing, GDPR, CCPA, and CAN-SPAM. Members have full control over their data visibility and communication preferences.
• Data Ownership and Privacy: Organizations retain complete ownership of their data. ClubExpress does not sell or share member information with third parties and only contacts members for official business.
• Access Controls: There are multiple levels of administrator and coordinator access, with no restriction on the number of admins an organization can have.

ClubExpress maintains an active update schedule:

• Regular Releases: Major updates are released several times each year, with minor enhancements and bug fixes deployed as needed.
• Release Management: Each major update includes new features, improvements to existing modules, and security enhancements. Detailed documentation and webinars are provided to help users understand and adopt the changes.
• User Communication: Administrators are notified in advance of updates, and recordings of update webinars are made available for future reference. The platform maintains a version history and provides ongoing support to ensure a smooth transition to new features.

Data Ownership Policy

• Complete Data Ownership: Organizations using ClubExpress always retain full ownership of all their data. This includes website content, documents, images, logos, domain names, member records, communications, and event information. ClubExpress serves only as a service provider and does not claim any rights to your data.
• No Data Sharing or Selling: ClubExpress does not sell, trade, or share member or non-member data with third parties. Data is only shared when necessary for essential services, such as payment processing, or when required by law.
• Privacy and Security: ClubExpress follows strict privacy standards and security protocols to protect organizational and member data. Members and organizations have control over what information is visible and can set appropriate access restrictions.
• Unrestricted Data Access: Organizations can access their data at any time, except during scheduled maintenance or in exceptional circumstances beyond ClubExpress’s control.

Data Portability

• Easy Data Export: ClubExpress enables organizations to export their data whenever needed. Data can be exported in common formats such as CSV, either in full or filtered by category, date, or subgroup. This makes it easy to interface with other software or keep local backups.
• Portability on Service Termination: If an organization decides to end its use of ClubExpress, it is given a reasonable opportunity to download all of its data before access is closed.
• Regular Backups Recommended: Organizations are encouraged to export their data regularly, such as monthly, to ensure they always have a current local copy.

• Flexible, Membership-Based Pricing: ClubExpress’s monthly hosting fee is based on the number of active members. As your organization grows or shrinks, fees automatically adjust to match your current membership numbers.
• Unlimited Admins and Coordinators: There are no extra charges for adding more administrators or coordinators. Organizations can appoint as many as needed at any time.
• Optional Features and Modules: Clubs and associations can activate or deactivate optional modules—such as CRM, e-learning, or mobile app features—whenever they wish. Charges for these features only apply when they are in use, making it easy to scale functionality up or down.
• Usage Monitoring: If an organization’s usage becomes unusually high compared to similar groups, ClubExpress may discuss usage controls or, if needed, adjust fees to reflect the higher resource demand. This ensures fair use for all customers.
• Flexible Termination: Organizations can end their ClubExpress agreement at any time with notice. Optional features can also be added or removed as organizational needs change.

Contract Renewal Terms and Conditions

• Month-to-Month Service: ClubExpress operates on a monthly subscription basis, so organizations are not locked into long-term contracts. This provides flexibility to continue or discontinue the service as needs change.
• Automatic Renewal: Organizations can enable automatic renewals for their members. These can be set up to require payment or not, and members have the choice to opt in or out of automatic renewal during each renewal cycle.
• Fee Changes: If ClubExpress needs to adjust its fee structure, organizations are given at least 60 days’ notice. If the new fees are not acceptable, organizations have the option to terminate their service before the changes take effect.
• Renewal Scheduling: Clubs and associations can choose between rolling renewals (based on each member’s join date) or fixed-date renewals (all members renew on a specified date). The system allows for flexible management of expiration dates and renewal periods.

Cancellation Terms and Conditions

• Organization-Initiated Cancellation: Organizations can cancel their ClubExpress agreement at any time, for any reason, up until the second last business day of the month. The cancellation takes effect at the end of that month, after which access to the account is closed.
• Provider-Initiated Cancellation: ClubExpress may also terminate the agreement, either for cause or with at least 60 days’ written notice without cause. In either case, termination will take effect at the end of the month after the notice period.
• Data Retrieval: When an organization cancels, it is given a reasonable opportunity to download and retrieve all of its data before access is closed.
• Refunds: One-time setup fees, periodic fees, and direct expenses are non-refundable, regardless of when cancellation occurs.
• Ongoing Obligations: Certain obligations, such as reimbursement for credit card fees and confidentiality, may continue even after the agreement ends.
• Event Cancellations: For events created within ClubExpress, organizations can set their own cancellation and refund policies, allowing for flexibility in handling event-specific situations.

• Data Security: ClubExpress servers are housed in secure, commercial-grade data centers with no physical access permitted to anyone, including ClubExpress staff. The hosting environment is audited to high industry standards for security.
• Encryption: Passwords are stored using one-way hashing and salting, and credit card data is encrypted with strong algorithms. All web sessions are protected by up-to-date encryption protocols.
• PCI Compliance: ClubExpress is fully compliant with Payment Card Industry (PCI) standards as a Level 2 Payment Facilitator, ensuring safe handling of payment data.
• Privacy Laws: The platform meets the requirements of major privacy regulations, including the European General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). It also complies with email communication standards such as the CAN-SPAM Act.
• Member Data Control: Members have full control over the visibility of their personal data and can opt in or out of communications and directory listings as they wish.
• Data Ownership: Organizations always retain full ownership of their data. ClubExpress does not sell, trade, or share member or non-member data with third parties.