We at memberplanet take security seriously. Protecting your data – both personal and payment information – is our top priority. We continually update our security measures to ensure that your information is kept safe against loss, misuse, unauthorized access, unauthorized disclosure, manipulation, or destruction. In addition to trusting us with your data, you should feel that you have complete control over the information you provide online, and so should the people in your group. The GDPR – a term you’ve probably heard before – is meant to empower European Union citizens, but we see this as being relevant to all our customers, regardless of where they reside. Here’s what you need to know, the choices your members have, and what to expect.
What is the GDPR?
The General Data Protection Regulation (GDPR) is a new set of data procedures designed to protect and empower all European Union (EU) citizens’ data privacy. UK residents are also included. The GDPR replaces the 1995 Data Protection Directive and is arguably the most significant change in data privacy regulation in 20 years. It’s meant to boost consumer confidence and data transparency in our digital economy and in turn business.
When will the GDPR be enforced?
On May 25, 2018. The EU is already implementing the GDPR, but at the end of May, organizations found in non-compliance risk significant fines.
Whom does the GDPR affect?
The GDPR applies to organizations that collect, share, and/or store the data of EU citizens. For example, if there’s a chance your U.S.-based organization collects personal data of EU citizens, you may need to adjust and demonstrate that your methods of collecting, sharing, and/or storing that data is compliant to the GDPR by May 25, 2018.
These terms define whom the GDPR affects in relation to the data collected:
Personal data: any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person
Controllers: people or organizations that determine the purposes and essential means of the processing of personal data
Processors: people or organizations that process personal data on behalf of a controller
Processing: any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction
In relation to the GDPR’s definitions, memberplanet is considered a processor – we process personal data on behalf of controllers, which are our customers, groups, clients, and organizations that use memberplanet even on a free subscription plan.
What is the penalty for non-compliance?
The maximum penalty for organizations in breach of GDPR is up to 4% of annual global revenue or €20 million (whichever is greater). There is also a tiered approach. For example, a company can be fined 2% for not having their records in order, not notifying the supervising authority and data subject about a breach, or not conducting impact assessment. At the EU level, Data Protection Authorities (DPAs) are empowered to monitor compliance. Fines apply to controllers and processors, so this is something you don’t want to ignore.
How does the GDPR affect memberplanet customers?
The GDPR details the following key procedures and rights of EU citizens, and if you collect their data, you are obligated to comply with these:
Get clear consent to process data. Terms and conditions must be easily accessible with the purpose for data processing attached to that consent. Use clear and plain language. Also, permit withdrawal of consent. It must be as easy to withdraw consent as it is to give it.
Right to Be Forgotten (Data Erasure)
Erase personal data if the data subject asks. Data subjects are entitled to have the controller erase his or her personal data, cease further dissemination of the data, and potentially have third parties halt processing of data. Exemptions include if the data is needed to exercise freedom of expression, a legal obligation to keep that data, and reasons of public interest, such as public health research purposes.
Right to Access
Let people access their data and receive confirmation as to whether or not their personal data is being processed, where and for what purpose. You’re obligated to provide an electronic copy of their data to them -- free of charge.
Data subjects have the right to receive their personal data in a common machine-readable format that allows them to give it to another company.
Inform people of data breaches if there is serious risk to them. You must do this within 72 hours of first having become aware of the breach.
For more details on exemptions and key changes to the previous directive, you can visit the European Commission’s website.
What choices do my members have regarding their personal data?
Members may request to view, update, or delete their information by submitting a request for info or deletion or emailing us at firstname.lastname@example.org. Please note that some information may remain in our records, for example in our archives, after a request for deletion of such information. We may use any aggregated data derived from or incorporating members’ personal information after they update or delete it, but not in a manner that would identify them personally. Please also note that comments posted publicly on our website properties, such as comments on our blog posts, will remain visible to the public.
What to expect:
Check back for updates.
The information in this article is not meant to be a substitute for legal advice. Only a licensed attorney can provide legal advice appropriate for your organization’s particular situation.
Q2 2018 Tech Update: New Installment Payment Reporting, Membership Level Features, and Admin Permissions Make Managing Your Group Easier
Simplifying membership is what we do best – and we’ve been improving our platform’s features so group leaders like you don’t have to sweat this stuff. This quarter we’ve added the ability to further optimize how admins can utilize the tiers of membership that make up their group’s member levels, added installment payment reporting, updated the permissions admins can assign to group leaders to delegate their workload, and enhanced other useful member management features.
Automatically sort members into a distribution list based on member level
Once initially set up, this admin feature allows you to automate the process of sorting new and renewing members into a distribution list for each member level in your group. This makes tailoring level-specific communications a breeze. Now precious time won’t be lost to allocating new and renewing members into a distribution list - it’s all done automatically as new people join your group or renew their membership. Learn how to automatically sort members into a distribution list based on levels.
New report to track installment payments
The increased flexibility of installment plans for members is a feature that helps groups grow and retain membership. The ability for admins to accurately track and monitor the progress of installment plans as it relates to fundraising goals or membership dues will help you keep your group on target. Learn how to view all your group’s transaction reports, including installment.
Toggle on/off missed payment collections for lapsed group members
Members may come and go within your group, and one way to encourage those looking to re-join is to not charge them for the payment cycles that passed while they were in lapsed status. Admins can now toggle this collection function on and off, so they have absolute control of the amount a returning member owes. Admins can waive those passed payments or decide to collect every payment from the date they left up to their return date. The choice is yours. Collect wisely. Learn how to enable or disable missed payment collection.
New admin permissions to assign member levels and record offline payments
Share your workload by assigning other group leaders permission to add member levels and record offline payments. This is incredibly beneficial if you’re accepting cash or checks for event tickets, merchandise, or any other donation or payment. Assigning leaders the ability to record offline payments within the group helps avoid inaccurate recording. You also don’t have to worry about them editing any of the other group accounting settings since this permission is specific to member level settings and offline payment recording. In essence you get all of the benefits and none of the worry. Find out more about admin roles and permissions.
Updated membership level history report to display payment date and time
This is an improved visibility feature for admins. This update essentially creates a log of all the actions taken within a member’s account. For example, the history tab will show when the last payment was made. or if the member was assigned a new member level. The update includes the ability to see when a payment was made, not just when the next is due for a given member. Overall, this allows admins to see all the actions taken within a member’s account, as well as showing you the results of that action. Learn how to view member level history for all members.
To view the full release notes, please visit the memberplanet Support Center.
You can share your thoughts with us on how we can further improve the customer experience by emailing email@example.com.
It’s hard to imagine that a casual meeting over a short stack of pancakes at IHOP turned into one of the most innovative, autistic support groups in Southern California. Or how a parent became involved with an Indiana-based nonprofit when his life changed forever following the diagnosis of his 5-year-old son.
“It’s very hard for these individuals in that they feel really isolated,” said Uttal. “They have difficulty making friends and communication struggles. By having a group, they can find each other and have a reference point that they’re not alone. By leveraging the power of many, we are able to address some of the underlying problems the community is facing and work to resolve them.”
Uttal’s journey with autism began when her son was diagnosed more than 20 years ago. At the time, there was no awareness, no support, and most schools were not properly equipped. She knows it can be scary as a parent to worry that your child might not be able to financially support him or herself.
A Long Road
The problems people with autism face range from social skills, to finding a job, and living independently after standard school years. Unfortunately, Uttal said many resources and educational needs virtually evaporate after a child with autism reaches 18. This is why OCASG works on providing support through shared experience, as well as a range of activities for members.
Activities are broken into three categories: social, educational, and support. Social activities are held to build connections and encourage organic friendships. Uttal said it is very isolating for a parent when everyone else’s child is getting invited to parties, and your child isn’t because they are different. Which makes this unique pocket of support in Orange County so crucial for children and their families.
Another activity is a monthly support meeting for parents of children with autism, and adults with autism. The group plans activities from an educational standpoint such hosting speakers who help to educate on topics like government services and qualifications. There is also a series on essential skills that will focus on three different topics throughout the year, such as moving out of a parent’s home, finding a job, and building relationships.
“It’s so hard for them to be successful in our society and to find a job, either because they don’t have the social skills, or companies don’t feel comfortable hiring them. If you think about two percent of society being un-hirable, you realize how scary that is.”
There is a lot of work to be done, and that is what Uttal focuses on. She wants to work on expanding job opportunities in her community.
She urges parents who have children with autism to find a support system. Bond with other families, lean on, share problems, and seek solutions together, but above all else, be hopeful.
Thrown for a Loop
For Arrick Garringer, autism didn’t enter his life until his youngest twin was diagnosed with autism at the age of 5. That’s when his world was thrown for a loop.
“For me personally, I didn’t know anything about it,” Garringer said. Luckily, he and his wife found Interlock, which helped put them in contact with local service providers in the area and gave them people to lean on for support.
Now, as a board member, Garringer works with the 501(c)(3) nonprofit organization. Interlock East Central Indiana is run by parents and educators of individuals with autism. According to Garringer, Interlock’s goal is to assist and educate families in East Central Indiana who are affected by autism spectrum disorder. The group also works to aid local special education classrooms and accommodate the needs of the students. Interlock is currently working on its 12th annual fundraiser.
Its main event is an Autism Awareness Fest, which includes a 5K race and fundraiser. “We’re really excited about the 5K and acceptance walk because it helps provide resources and information to parents,” said Garringer. “Families can learn what’s available. There will be refreshments, face painting, and bounce houses for the kids. It’s really become a celebration.”
All funds raised during the month of April are spent back in the local autism community. The group has established a grant program that provides special equipment or software needed for classrooms. These tools help remove social barriers and aid children with autism in navigating the world. Another mission is to provide support and build connections.
"We go to the YMCA on special days,” Garringer said. “It may seem like a normal thing to walk into a YMCA, but for our small group it means a lot. We have trips to the movie theater, and the theater will turn down the lights and sound. We go swimming in the summer. It’s a support organization and we also try to build connections and friendships.”
Log in to memberplanet and make the most of the tools available to make a difference in your own organization.
Originally published 3/31/17
You have a hunch about how your group is doing, but a gut feeling is not going to cut it. You need to look at specific data to see what's working and what isn't. Don't just jump in and start measuring absolutely everything; instead, first focus on these three crucial reports: email tracking, invitation history, and levels reports.
1. Email tracking report
Even the busiest group leader needs to track ─ at the very least ─ email rates. With all the email campaigns you create, it’s helpful to see whether the messages are benefiting your members or … not.
Here’s a look at three email rates to keep your eye on. These key performance indicators (KPIs) will let you know whether folks are actually receiving, opening, and reacting to your emails:
Based on a recent email benchmarking report, the average open rate for nonprofits and associations ranges from 19.32 - 26.4%.
The report indicates that a clickthrough rate for nonprofits ranges from 2.76 - 8.00%.
One report sites a 0.47% bounce rate for nonprofits, although a popular email service provider reports a 9.78% bounce rate for its nonprofit customers.
To view opens, bounces, and clicks to your email campaigns on memberplanet, hover over Emails in the left navigation sidebar, then click Email Tracking Report in the submenu.
For the date range selected, your email campaigns will be displayed with corresponding metrics.
2. Members invitation email history
You've worked hard to boost membership. After your membership drive, you probably emailed prospects to join your group. Did you have positive results? View your membership email history to track who was invited and how they responded. At memberplanet, we consider it a best practice to periodically send out invitations to non-members. To become members, recipients only need to make a membership payment or provide info to sign up for a free membership, if you offer the option.
A membership invitation history report shows which admin sent the invitations and when, who opened it, and if the member accepted the invitation. To view your group’s member invitation history:
On the left navigation sidebar, hover over Members and click Invitation History in the submenu.
3. Membership levels report
Sometimes, in a rush to drive membership, group managers and admins forget to look at overall membership levels activity. You just might be looking at new prospects who signed up for a free membership level, and you might not quite get the complete picture.
Most groups have different levels of membership, including free and multiple paid levels. By viewing a membership levels report, you’ll gain a bird’s-eye view of not just who makes up your group, also the history of each member level. This should give you a better idea of how you can target members on a specific level and influence activity by creating events and content to keep members engaged.
2. On the levels tab, click the gear icon for the membership level you wish to view
3. Select View Members from the dropdown menu
All this business intelligence will help you become a better, more informed group admin. You also can look at other metrics, such as survey results, donations, payments, events, RSVPs and so much more – we have reporting for just about everything on the platform.
Sign into your memberplanet account today and get down to reporting!
We’re always trying to better help groups achieve their membership goals, and with that comes new additions to our favorite glossary terms. Take a look at our updated glossary and see how these normal terms take on a whole new life here on our ‘planet.'
What it normally means: The circle in which members stand.
What it actually means: A type of membership level that allows administrators to create subgroupings within your organization and allows one person to manage the membership account for a group of people such as a family or company account.
What it normally means: A business strategy of offering different prices at different points-of-sale.
What it actually means: The ability for admins to assign special pricing for event tickets based on member levels rather than a flat price.
What it normally means: The ranking of an individual’s membership.
What it actually means: Member levels define each member’s benefits within the group. Examples include paid or free membership, or levels that feature tiered ticket pricing for events and merchandise.
What it normally means: A dreaded school project on a topic you’ll likely forget once it’s turned in.
What is actually means: The section on the platform where admins can view the membership history of a group member. This allows admins to easily see what that member has participated in, what member levels they’ve been and are at, as well as other related membership information.
What it normally means: The list of people in your mobile phone, most of whom you’ve probably forgot about.
What it actually means: People you’d like to keep in the loop on the happenings of your group. They aren’t actual members and can’t log into your group’s member portal.
What it normally means: Any application on your phone.
What it actually means: A free custom-branded app, specific to your group, that facilitates communication and allows for on-site payments. You can also upload photos, share updates, and view member activity.
What it normally means: Being practical and writing down a list.
What is actually means: Smart Lists let you generate distribution lists for specific subsets of people based on member status or other variable data (Example: You may want to send a message targeted to everyone who donated over $100 to your fundraising campaign).
What it normally means: A transmission via radio or TV.
What it actually means: Simultaneously draft and send a text message and/or email communication blast to all members via desktop or mobile app.
What it normally means: A website charities use to collect donations.
What it actually means: A custom-branded interactive giving site to raise funds online for your group. Our variety of templates makes each Donation Site easy and fast to create.
What it normally means: A file cabinet where you keep important papers.
What it actually means: Use cloud software to upload and share documents and files with admins and members. Send emails with file attachments.
What it normally means: Creating a survey on a word document.
What it actually means: Create branded forms with unlimited flexible fields that makes it simple to gather and compile online feedback from members.
What it normally means: A huge amount of printed paper copies stapled together.
What it actually means: All of your group’s mandatory forms and surveys assembled in one place electronically.
What it normally means: A huge album that sits on your bookshelf filled with old photos.
What it actually means: Seamlessly collect and share photos. Crowdsource photos with email and mobile uploading.
What it normally means: The work done by a newspaper journalist.
What is actually means: Real-time online reporting generated on demand for everything on the platform, including membership stats, email tracking, funds raised, and RSVPs.
What it normally means: An ID for a gym or club.
What is actually means: Digital E-cards can be accessed online or via the mobile app. For some groups a member card even allows access to special perks.
Want to learn more about the ins and outs of memberplanet? Check out our platform.
Originally published 2/28/17
If you did something great with your group on memberplanet in 2017, we applaud your success! Whether you raised funds, got volunteers together to do philanthropic work, or sent out a couple newsletters, it all adds up to accomplishing your mission. We at memberplanet are thrilled to be part of that. Take a look at our key platform stats for 2017. Click the infographic below to view the full-resolution image. We look forward to your continued success!
There are many different ways to tackle the role of leader. It’s the first down at the big game and you’re in charge of it all. How do you maneuver your team to victory, and what strategy do you use to make sure there aren’t any fumbles? Take our quiz to find out what type of leader you are. Whether you’re scoring a touchdown in the end zone, or rushing your team on a two-minute warning, we know you’ll go for it on and off of the field. (View full-resolution image.)
Originally published 1/28/2017
Dealing with member management tasks is your biggest headache. Why? Admin work takes a ton of time, and it further complicates life. When you effectively manage members, then you’ve got more time to do what you’re passionate about. At memberplanet, we believe that our platform simplifies membership management, which in turn, simplifies life.
Whether you’re new to a leadership role or a veteran admin, any transition period is a great time to reflect and learn how you can save time on membership management tasks. (Click our member management infographic to view the full-resolution image.)
When you effectively and efficiently manage members, you solve membership and reap awesome benefits. A leading software research company reports a 70 to 80 percent renewal rate with automatic recurring membership! Solving membership frees up your most valuable commodity – time. That means you have more time to accomplish your group’s mission or cause, more time to engage your members, and more time to actively recruit – which leads to growth.
Browse our articles about membership management to learn more.
Q1 2018 Tech Update: Membership Features, Event Ticketing, and Payment Functionality All Get Upgrades
We’ve kicked off the new year with some fresh tech updates to help make managing your members and growing your group even easier. All through the holidays, we’ve kept busy to enhance event management, improve our member database, and more. You gave us suggestions on how to update the user experience, and we’ve been listening! Check out what’s new and improved.
Improved member database download
New variable pricing for event tickets based on member levels
Simplified process to add payment method
Easier access to membership cards
New auto-populating member distribution list
Improved member database download
Admins of groups of any size, even those with more than 100,000 members, can now easily download their entire member database. The whole process runs behind the scenes, allowing admins to continue working on the platform without having to pause so the database can download. A notification email is sent to the admin when the download is complete. Learn how to download your member database.
New variable pricing for event tickets based on member levels
Admins can now assign special pricing for tickets based on member levels rather than a flat price. For example, the price of an event ticket can be different for each membership level in your group, allowing you to give discounts and create added value for long-standing members. Here’s how to create event ticket prices based on member levels:
1. After you create an event, click Tickets & Payment Items in the RSVPs & Tickets section
2. On the Basics tab, fill out the information fields to create a ticket for the event, and click Save
3. Select the Special Pricing tab
4. Click the Edit button for the event ticket you wish to create special pricing for
5. Select Set Custom Pricing
6. Click Save
Simplified process to add payment method
We’ve made it even easier for your members or donors to make online payments. When users add a new payment method, they now have the option to add this payment method to any already active recurring payment schedules. This improves the user experience by limiting re-entry of information (because no one wants to update payment info twice), as well as making sure they don’t accidentally miss a payment.
Easier access to membership cards
We’ve cut down on the number of clicks it takes to download a member’s card from desktop, and membership cards are even easier to access from the mobile app. The next time Jim and Pam show up to an event or meeting without their member cards, simply have them pull up their cards from their smartphone. Learn how to access and download membership cards.
New auto-populating member distribution list
Sending a customized message to members who’ve renewed their paid membership just got easier. (And you should absolutely do that to make your renewing members feel valued and special!) Admins can modify settings in paid membership levels to automatically sort those who join or renewed their membership into a distribution list. It’s a great way (and best practice) to connect with members by tailoring your message to specific recipients. For example, if you have monthly announcements for those on your top membership level, you can email them without manually updating a distribution list before every send. This feature works like our Smart Lists, and best of all, it’s free! (Before you start, make sure you’ve already created the distribution list you wish to auto-populate.)
1. Click Membership on the left navigation bar
2. Select Membership Levels, Sign-up and Renewal in the Joining our Group section
3. Click the gear icon on the member level you wish to edit
4. Scroll down and click Edit on the Sign-up and Renewal section
5. Select the Add Member to a Distribution List checkbox
6. Select the distribution list you wish automatically add members to
7. Click Save and Close
We exist to simplify membership management, and for you and your admins, that means simplifying life as a leader. Share your thoughts with us on how we can further improve the customer experience by emailing firstname.lastname@example.org.
Northern California Contest Club (NCCC) is a group of radio operator enthusiasts and is an affiliate of the American Radio Relay League (ARRL), the national association for amateur radio operators in the United States. In the world of ham radio, amateur refers to operators who must pass an exam to communicate non-commercially over the radio frequency spectrum. The contest-oriented club relied on manual processes to record and track membership, which was time consuming and resulted in inaccurate record-keeping. With members demanding transparency and online payment options and access to information, NCCC needed a system that members could use to view their own membership status and payments.
Since teaming with memberplanet, NCCC has maintained accurate records (in less time) and provided a dedicated, online membership portal for its members to view payment history and stay updated with club activities. As a result, NCCC has enjoyed a 57% increase in paid membership and 37% boost in dues collected in just one year.
Small Club, Big Challenges
For a club whose members are mostly over 50 and involved in a hobby that includes a fondness of Morse code, attracting younger demographics and recruiting new members in order to thrive may seem like a unique struggle. There are many small social clubs, however, that have fallen behind on meeting the demands of a new generation of members, including providing access to information online, offering convenient payment methods, and effectively communicating updates. Clubs that still heavily rely on paper filing systems and manual processes face the time-consuming challenge of keeping accurate financial records and managing members.
It became clear to NCCC that it needed to upgrade its manual processes and combat its dwindling membership – or face radio silence.
Manual Processes – Over
In 2016, NCCC began using memberplanet to keep its database organized and up to date. “We really didn't know how many members we had prior to memberplanet. It's sad, but true,” Ian Parker, NCCC’s Secretary, explained. The club’s manual reporting processes included interactions between the secretary and treasurer, a lot of paperwork, and time. Sometimes members who missed payments went undetected. “We now have a good grasp on the number of real members. With memberplanet our data is kept accurate – and timely.”
Club admins have enjoyed the platform’s turnkey features, such as automated membership reminders and convenient payment options. “We also have more up-to-date member information and auto renewals. These were the primary reasons for moving to memberplanet, which has been one hundred percent successful,” Parker said. The membership insights available in the support site and the time freed up from admin tasks are now directed to engaging members.
A Closer Look at NCCC’s Online Results
Admins have used the platform’s event sites and RSVPs to manage and track attendance. Parker believes that memberplanet’s payment reporting, event invite templates, and email campaign features have dramatically improved their efficiency. Members can log in to a dedicated portal, view club announcements, connect with other members using the interactive directory, and update their own profile. “We have received many positive comments,” Parker continued. “Overall, it has been a huge plus and now folks can also see when they last paid!”
When NCCC started using memberplanet in 2016, it had 100 paid memberships. That number rose to 157 by the end of 2017 – a 57% boost. The club also saw a 37% increase in membership dues. Parker noted how more members are engaging with the club, converting to paid membership status, and how the hassle-free process of joining the club is contributing to an increase in membership overall. As of January 2018, NCCC had 350 members total.
Broadcasting a Bright Future
Parker reveals NCCC has recently obtained 501(c)(3) status for nonprofits, and plans to fundraise and open an online NCCC store are in the works. Growing paid membership and engaging members remains a focus for the club, which was founded in 1970. Now that NCCC personnel find it much easier to manage and interpret data, communicate with members, and increase engagement, they expect that their club for radio aficionados will remain on the air for much, much longer.
Contact memberplanet today to learn how the platform can help your organization simplify membership.