Membership Management

Customize-able Contact Database

VolunteerMatter’s contact database provides a customize-able central database for all of your member contact and biographical information.

Membership Status

Your organization may want to categorize your members into one or more status types. Your types may be as simple as active/not active or may include dozens of classifications. We also track the dates and times a contact switches from one status to another and keep a history of “status changes”. Statuses can be changed individually or in bulk.

Committee Placements

If your organization periodically assigns new responsibilities to members through a committee or board structure, VolunteerMatters can help with the tracking and assignment of these roles. Our system allows you to define committee structures and record placements for current, past, or future periods.

There are several opportunities where you can generate on-screen and portable reports surrounding placements. In addition to reports, you can search for contacts based on their current placement for the purposes of sending targeted emails and generating letter merges. For example, the system makes it very easy to generate a broadcast email to all board members, or all individuals that hold a leadership position, or all members of a particular committee.

Membership Requirements

Many membership organizations have requirements for “belonging” or being associated with their group. Sometimes these requirements are as simple as paying annual dues. Other organizations have more complex requirements surrounding volunteer hours, product sales, serving on a committee, attending meetings, attending training sessions, or passing certification exams.

VolunteerMatters allows you to define requirements along with their due dates and assign them to your members by status, region, group, or any other attribute. You may then record individual fulfillments to requirements as members respond to their obligations. Fulfillments can be recorded individually or in bulk via an easy-to-use on-screen interface or via an import.

The service offers a “requirement dashboard” where an administrator can instantly see which members have been assigned, fulfilled, or have yet to fulfill a requirement. From there, you can easily generate a bulk email or letter merge for requirement statements, reminders, or other notices according to the members’ fulfillment status.

When your members log into ‘My Profile’, they can see all requirements for membership. They can also see any fulfillments they have made to date to determine what they have left to do to fulfill their obligations. Members have complete and accurate visibility into their commitments.

QuickBooks Integration for Dues

VolunteerMatters can share contact information with your local QuickBooks Pro file, create invoices in bulk, and apply payments in bulk. This capability greatly streamlines the tracking of membership dues and other financial requirements for membership.

How it works:
Within VolunteerMatters you are able to create requirements for a particular time period. You may then assign this requirement to specific individuals. With QuickBooks Integration you may then generate invoices for all individuals that have been assigned to a specific requirement. VolunteerMatters will securely communicate with your local QuickBooks file over the Internet to generate invoices for the appropriate individuals.

Each time an invoice is generated, the system also synchronizes the contact information for that individual. If there is a contact record in your database that does not have a corresponding customer record in QuickBooks, it will create one automatically. Fulfilling financial requirements in VolunteerMatters will record a payment against the invoice in QuickBooks.

Each time an invoice is generated or a payment is recorded via VolunteerMatters it updates the member’s profile. When they log into the member area of your website and click on ‘My Profile’, they can see exactly which financial requirements they are obligated to fulfill and exactly what payments have been recorded against that requirement.