Contact person: Business Client

Phone:Show

Email:Show

Location: Beaver Dam, United States

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Need a Club management system built to manage member signups, member database, texting and email marketing, etc.

*The club is currently using a Wix website so if all of this could run through that, it would be ideal. I would like step-by-step fool-proof instructions on how to create this. Can also work well with Google Sheets if we need to incorporate that into the process. Here's how the Club Management envisions it working...

MEMBERSHIP CLUB WORK FLOW

LINE FLOW (when customers stand in line to gain entry):
- IF Customer is NOT a current Member...
- Customer scans QR code and is taken to fill out membership form and submit online.
- Customer uploads picture of ID to register. Ideally, the system pulls info from their ID and prefills into entry form wherever possible, but this is not 100% necessary. **This info can still be edited by customer in case of their address and/or other info on their ID card not being up to date
- Customer enters other info not pulled from their ID. I think Phone number should be the member number...therefore should be the primary key/unique identifier in the database
- If customer tries to Register with a phone number that already exists, it will tell them they already have an account
- Once Customer fills out form and “Submits application”, it will go into a Queue that is pending Admin approval. (**Later in the process**: Once Admin approves their membership, the Customer will receive an email & text welcoming them as a Member).
- To be clear, Customer (new member applicant) can not pay online. As of now, we do not wish to take payment online, but only accept payment at the door.
- IF Customer is ALREADY a current Member, OR they just completed the Application...
- Customer gets to front of line and “checks in” by phone number with staff member on the tablet
- Staff is logged into an Admin area on a tablet (or smart phone app). They can verify membership by searching for a phone number, name, or email address; The Staff will see a queue...and can can see if the Customer just signed up and is Pending (and needs to pay at door), a current Active Member, or an Expired Member that needs to renew (also pay at door).
- IF it is a New Member or a Member Renewal, the Staff will ask them what package they would want (6-Month = $60; 1-Year = $100; VIP 1-Year = $250 {**possible add a 3-month for $40 later})
- Staff asks if they have guests and enters in up to 4 guests ONLY. Staff clicks button to add Guests...OR...Member can scan QR code to add guests
- Guests should be added by Phone Number, First Name, Last Name, Email, & Uploaded ID. This is so they are added to database for future quick reference and so that we can add them to our marketing list. **Once members and guests are in database, they can be easy populated once you start typing in their name or phone into the fields
- After Members and Guests are entered in, the Staff can click something like an “Add to Checkout Queue” or “Add to Cart” button. This will add the group to the queue by name and status (color coded: New Member sign-up or Membership Renewal = RED; Guests = YELLOW; Current Member = GREEN.
- Queue should also show the sign-up/renewal package they chose so the Door person knows how much to charge them (6-Month; 1-Year; VIP 1-Year; Guest fee, Member fee, etc.)
- Staff member working at the door has another tablet (or can use a smartphone app). They can see the Checkout queue so when customers come up they verify their name. Then the Door person can see their group in the queue and tells them how much they owe.
- Customer pays the Door person and then Door person hits a “Checkout” or “Submit” button to finalize the approval and allow them entry into the club. Once this is ubmitted, the Member gets approved on that date and Membership will set to expire in 6 months (or 12 months (depending on what was selected). New Member will now also get an email and text saying that their “Membership” was approved and it will give them a login URL to access their Membership portal.
- The info submitted gets logged into the database by time & date. This should be accessible via Reports at any time and can be sorted by any measure. Also need a printer-friendly format for any of the reports.

- Customer should be able to login to access account portal & see account info, status, expiration date, etc. I think maybe login by email address and phone number for password to make it easy? Or when they get an email/text upon Membership approval, it will give them the URL to login and create/change password.
- Admins of the platform should be able to add Exclusive Offers, Coupons, Deals, and any info to the Membership portal for them to see.

CRM SYSTEM.
- All customer's data should sync up with a CRM type system for member management and marketing purposes.
- They should be categorized/tagged by what they are (Member, Guest)
- It should automatically tag them as “Expired” when membership expires. It should be a Newly Expired tag/category (3 months or less) and then another “Expired” for 3 months or longer.
- From the CRM system, we should be able to send marketing text and/or email blasts by: Category, Membership status, Expired status; Male only, Female Only, etc. As mentioned, we are currently using a Wix site and a separate texting platform called “Textedly”. If we can implement everything all into one place, that would be ideal.
- Should send “welcome” message automatically as previously mentioned. Should be able to send text blasts individually or setup other automated workflow texts and emails over time or based on Membership status.
- Customers/Members can reply to our text or send us a text and we can reply from the app and text them back. Can use Telegram or WhatsApp if necessary.


***I started to work on this with ChatGPT but I don't have the time to do it right now. I will upload a doc here from what ChatGPT told me how to do it. I will leave it up to the experts here to take what I'm explaining and make it work like that and better." (client-provided description)