VIBRNZ MEMBERSHIP MANAGEMENT TOOLS

Grow and Engage your community!

Vibrnz offers cloud based Membership Management Software for arts and cultural organizations, non-profits, associations, and other membership-based organizations. The self-service digital tools are a great way to grow and retain your community, increase engagement with your patrons and drive up your revenues.

Our platform lets you create a web-based and mobile friendly form. Collect member information, add multiple membership levels, add payment options, integrate membership with events to provide free tickets to your members and more!

Get started with your membership form in a few simple steps!

Step 1: Login Vibrnz.com. If you don't have a Vibrnz account, sign up. Once you log in your Vibrnz, dashboard is as below

Step 2. If you are a first time user, you will need to purchase the membership module. Click on "Purchase Membership Module", go to the checkout page and make the payment to get access.

Membership Management

Step 3: Once you have access to the Membership module, to create a new membership form, click on "choose" under the template of your choice. Currently there are two templates available. You can pick one that suits your needs. To view the template click on "Preview".

Membership Management

Step 4: Once you click on "Choose", you are on the "Edit form" page. You can now create and publish a membership form that will help you onboard your members. You can add multiple fields to collect member information. Mark fields as manadatory if you need to. Preview the form at anytime. Once the form is complete, click on Save and Exit.

Create form - Choose Template - Edit form.

Helpful Hint - To avoid interruption while creating the membership form, have the following ready:

1. Banner of size 1210 px by 400 px

2. Your account in Stripe.com. Sign up and create an account. This will allow all the membership proceeds to flow directly to your bank account via Stripe - a global payment processing platform.

Edit form looks like below. Fields to fill:

1. Add form title: This title will display in the membership form URL.

2. Template is already chosen. If you would like to change to another template, choose from dropdown.

3. Add description: Here you provide a summary about your organization and the memberships you are offering.

4. Add banner: Choose a banner (recommended size 1210 px by 400 px). You can use the banner to showcase your brand.

5. Payments : Give your patrons the option to pay online via credit card or offline via any other modes like check. Our platform allows you the flexibility of accepting payments online or offline and registering your patrons as members. On the form, check the box Accept payments online OR Accept payments offline or both!

Stripe account: So the membership proceeds can go to your bank account directly, make sure your Vibrnz account is linked to Stripe. CURRENT STATUS will tell you if your Vibrnz account is currently linked to Stripe or not. If it is not linked, go to Stripe.com, sign up and create an account. Then click on the button "Click here to link to Stripe" and proceed as instructed.

Accept payments offline: If you choose this option, you can customize a message for your patrons. They can view it on the checkout page. The message could direct your patrons on how to pay. For e.g. if accepting checks, you can add text such as "You can mail the check to..."

Service fee: By default, the service fee is charged to the payer. You have the option to absorb the fee.

6. Promo code : You can create a promo/discount code and offer it to your members for additional benefits. Click on the "Yes" option and then click on the "Edit/View Promo/Discount codes". Now you can generate a new code. Just follow the instructions.

7. Multiple fields on the membership form : You can add multiple fields to your membership form. Name and Email get added automatically. Rest of the fields are optional to be added. If you would like add additional fields to the form, you can use the buttons on the left. For e.g. if you click on "Short text", you can add a field with header "Company name". You can add single and multiple choice buttons. You can also add numeric fields. If you want to make a field mandatory, just click on the checkbox.

8. Customize the membershp id: Use this section to format unique membership ids you would like to generate for your members. You can use the first 4 boxes to add letters of your choice.

9. Send a customized message to your new members: You can share a personalized message and provide any instructions to your new members by typing a message in the box.

10. Membership type: The final section of the form lets you create membership types. Click on "Add membership type" and create multiple membership types. Add a title, describe the benefits (you can use bullet points to list the benefits), membership price (or fees), membership term and maximum number of members that you want to allow withing this membership type. For e.g. you create a family membership that can allow only upto 4 members.

11. Membership type: You can preview the form at any time by clicking on "Preview".

12. Publishing the Membership form: Once the form is ready, click on save and exit (green button) on the left menu. You will be redirected to the "Unpublished" section. Click on the 3 dots under Actions to view the form if needed and click on publish. Once you click on publish, you can view the form under the "Published" section. If you need to edit the form again, just click on the 3 dots and click on Edit.

Once the form is published, a public URL of the membership form is created.

Public URL: Once the membership form is published, a public URL is generated. This URL can be added to your website. You can create a flier or a membership button and link it to the URL so that when your patrons come to your website, and click on the flier or the button they are redirected to the membership form/page. Note that once the form is submitted and the payment is complete, the member receives a confirmation email with all membership details including the id.

QR Code: To generate a QR code, right click on the published membership webpage/URL and click on "Create QR code for this page". This generates a unique QR code. which can be shared on your fliers, website or any platforms that you are working on.

There are three ways to add new members:

Membership form public URL: Your patrons can fill in the membership form published (as shared in the previous steps), make the payment and submit.

Organizer adds member (one at a time) from admin - membership dashboard: Go to the dashboard, click on the 3 dots, and click on "Add member". Fill up the primary member details, add secondary members if any and create membership. Once you click on the "Create" button, an email goes to the primary member confirming the membership. You have the option of adding a personalized message for the member.

Bulk Upload: You might have a database of members on a different platform. Your existing members do not have to fill up a membership form again. You can bulk upload members and create your member list on Vibrnz with the basic details. This is how it works:

Click on "Bulk add member" in the dropdown on the 3 dots
On the Bulk upload page, click on "Choose file". Ensure that it is a CSV file and follows the format shared on the page.
Once the file is chosen, click on "Proceed".
This will upload the basic details of all the records. Note that you can upload only upto 500 records at one time.
Verify each record to ensure all the information uploaded is correct. When you click on Verify, it will show you the saved record. Here you can add a personalized message for the member. This message will display on the welcome email. Verify creates a member record but does NOT send a welcome message to the member. To send the welcome message or to edit member details, read the next tab ("Edit member and Welcome")

Once a record is created, you can view the record in the "All members report" on your dashboard. You can view, or edit the record here at any time. If it is a new member record, you can send the welcome email by clicking on the "Send welcome email" button (shown below). You can click

Edit Member details: You can edit member details from your admin at any time. Go to your membership dashboard, click on the 3 dots, and from dropdown select "All members".

The "All members" report provides you details about all your primary and secondary members - name, member id, email, membership type, start and end date. Click on the 3 dots against a member record and you will be able to view or edit the record.

You can upgrade or downgrade membership level, edit name etc. You can also add a message for your reference.

Membership data:

This is the most important component of your member management module where you collect and analyse all the membership data. You can view reports online and download in excel. The following member reports are currently available:

All members
Primary members
Transactions

All members: This report provides the details of ALL the members including primary and secondary. You can use this report to view membership details of each member, edit, or to add secondary members. You can sort the report by member id, name, email or membership type. It will also tell you which memberships are active, which members are added manually by the organizer and which ones have been created by the users themselves.

Primary members: This report displays the list of only primary members in the database.

Transactions: This report provides details of all the transactions made via the membership module. It captures whether the payment is made online via Vibrnz or collected offline, the breakup of the service fees paid. Note that the this captures only the service fee that is charged if the payment is made via Vibrnz. Any service or platform fees which is charged separately for manual and offline transactions are not captured here.

Currently the renewal email is sent out 30 days prior to the membership expiry date. The member can renew the membership anytime within this period. Beyond 30 days, the membership gets cancelled and the status against that member shows as "inactive" in the "All members" report.

The organization has the option to send renewal email at any point from the "Primary members" report. Clicking on "Send renewal email" triggers an email to the member with all the membership details and the payment link. The member can make the payment and renew her or his membership.

This is a great marketing tool to increase your memberships. You can provide discount codes to your prospects and allow them to join at a lower fee for the first year. At the time of renewal, the system will generate the renewal at the original membership price.

View and copy Discount code: Go to your membership dashboard, click on the 3 dots, and choose "Add-ons" from the dropdown to view and copy the discount code.

Create Discount code: You can create the promo/discount code in your membership edit form. Just go to tab "Create form" of this page and scroll down to #6 to learn more.

Our capability to integrate Membership with Events is a great tool used by multiple organizations. In addition to event ticketing, registrations, online payments and other event features, our events toolbox allows you to issue free tickets to your members, incentivize them with membership benefits that help you retain them for a lifetime. You can uniquely link each membership to each ticket level and provide restricted as well as free ticketing.

Here is how the integration works:

Create your event (for more on event capabilities, refer to our Events Toolbox page)
Go to your events dashboard, click on the 3 dots next to your published event, and choose "Add-ons" from the dropdown

In Add-ons, choose tab "Memberships". This allows you to integrate your event with your Membership module. The two modules can be linked at multiple levels. Multiple membership types could be linked to a single or multuple ticket levels. You can choose the option tht best fits your need.

Now you can create member benefits by linking membership types to ticket levels. Click on "Click here to link". You can give free tickets or provide a discount (in %).

To ensure your members can verify their membership on the checkout page and avail the free or discounted ticket benefit, keep the toggle button on (green). If you create membership discounts, and do not "ON" the toggle button, members will not be able to make use of this feature.

At any point, you can view the free tickets claimed by your members. "Click here" opens a claims report displaying all the details.

Once the membership and ticket levels are linked, here is how it is displayed on the checkout page. Member verifies the membership, avails the discount and goes to the payment page to close the transaction.

VIBRNZ MEMBERSHIP MANAGEMENT TOOLS

Grow and Engage your community!

Our platform lets you create a web-based and mobile friendly form. Collect member information, add multiple membership levels, add payment options, integrate membership with events to provide free tickets to your members and more!

Get started!

Create form

Public URL and QR code

New members

Editing member and Welcome

Data and Reports

Membership Renewal

Add ons - Discount code

Integration with Events

There are three ways to add new members:

Membership form public URL: Your patrons can fill in the membership form published (as shared in the previous steps), make the payment and submit.

Bulk Upload: You might have a database of members on a different platform. Your existing members do not have to fill up a membership form again. You can bulk upload members and create your member list on Vibrnz with the basic details. This is how it works:

Click on "Bulk add member" in the dropdown on the 3 dots

On the Bulk upload page, click on "Choose file". Ensure that it is a CSV file and follows the format shared on the page.

Once the file is chosen, click on "Proceed".

This will upload the basic details of all the records. Note that you can upload only upto 500 records at one time.

Once a record is created, you can view the record in the "All members report" on your dashboard. You can view, or edit the record here at any time. If it is a new member record, you can send the welcome email by clicking on the "Send welcome email" button (shown below). You can click

Edit Member details: You can edit member details from your admin at any time. Go to your membership dashboard, click on the 3 dots, and from dropdown select "All members".

The "All members" report provides you details about all your primary and secondary members - name, member id, email, membership type, start and end date. Click on the 3 dots against a member record and you will be able to view or edit the record.

You can upgrade or downgrade membership level, edit name etc. You can also add a message for your reference.

Membership data:

This is the most important component of your member management module where you collect and analyse all the membership data. You can view reports online and download in excel. The following member reports are currently available:

All members

Primary members

Transactions

Primary members: This report displays the list of only primary members in the database.

Currently the renewal email is sent out 30 days prior to the membership expiry date. The member can renew the membership anytime within this period. Beyond 30 days, the membership gets cancelled and the status against that member shows as "inactive" in the "All members" report.

The organization has the option to send renewal email at any point from the "Primary members" report. Clicking on "Send renewal email" triggers an email to the member with all the membership details and the payment link. The member can make the payment and renew her or his membership.

This is a great marketing tool to increase your memberships. You can provide discount codes to your prospects and allow them to join at a lower fee for the first year. At the time of renewal, the system will generate the renewal at the original membership price.

View and copy Discount code: Go to your membership dashboard, click on the 3 dots, and choose "Add-ons" from the dropdown to view and copy the discount code.

Create Discount code: You can create the promo/discount code in your membership edit form. Just go to tab "Create form" of this page and scroll down to #6 to learn more.

Here is how the integration works:

Create your event (for more on event capabilities, refer to our Events Toolbox page)

Go to your events dashboard, click on the 3 dots next to your published event, and choose "Add-ons" from the dropdown

In Add-ons, choose tab "Memberships". This allows you to integrate your event with your Membership module. The two modules can be linked at multiple levels. Multiple membership types could be linked to a single or multuple ticket levels. You can choose the option tht best fits your need.

Now you can create member benefits by linking membership types to ticket levels. Click on "Click here to link". You can give free tickets or provide a discount (in %).

To ensure your members can verify their membership on the checkout page and avail the free or discounted ticket benefit, keep the toggle button on (green). If you create membership discounts, and do not "ON" the toggle button, members will not be able to make use of this feature.

At any point, you can view the free tickets claimed by your members. "Click here" opens a claims report displaying all the details.

Once the membership and ticket levels are linked, here is how it is displayed on the checkout page. Member verifies the membership, avails the discount and goes to the payment page to close the transaction.