We are looking for the cheapest member database with the ability to not only manage their membership fees (fill out application, process payments, send out reminders or auto-renew), but we also need something that tracks where our members are in the building. We have one central entrance, but then members break up into various programs/activities. We would like something that would allow us to "check them in" to that room. We are no-to-low budget, so we need something relatively cheap but functional.
I've looked at Wild Apricot, NeonCRM, Member 365, and Zenbership (based on TechSoup's article), but none of them seem to have the ability to track where members are participating.
We are also really dissatisfied with our website (WordPress), our volunteer management system (a bunch of papers), our current method to track employees for payroll (even more papers), our event management system (guess what...more papers), so if we could have a system that addresses those things as well, it would be ideal. Finally, we would also like something that has a mobile app and integrates with our Square for payments.
Are we asking too much? We've investigated full-blown systems like Vision and TraxSolutions, but they are too salty for our meek budget.
Hi, and welcome to TechSoup!
You may be asking for too much. But before deciding that. I would explore two options: Could you use an inexpensive database that includes or integrates with an event management tool, and treat each activity/program/room as an event when people register or check in? If that's not viable, I would explore what similar groups like small YMCA chapters are using to check in their members.
RobertForum Moderator Robert L. Weiner ConsultingStrategic Technology Advisors to Nonprofit and Educational Organizationsrobert [AT] rlweiner [DOT] comwww.rlweiner.com
I work at Wild Apricot, and I think we have a solution for you. As part of our mobile app, we have a functionality that lets you check members into events that you've created. So, you could create each room/activity as a separate event and then have someone checking members in at the door when they show up for it.
(This would be most effective if you aren't running events every day... if you are, this might get to be a bit much.)
Let me know if you have any other questions or want more info :)
I've looked into Wild Apricot a ton. We have areas open daily, so creating an event for each one would likely be too much. Through my research, that was the only thing Wild Apricot was missing to compete with the more high-priced/advanced programs. In fact, Wild Apricot seems to have more to offer than most of them, short of the one area of activity tracking.
I appreciate your thoughts. Unfortunately, I think we're going to need to go with an expensive program to track the activities, but tracking is the second most essential need that we have currently. If Wild Apricot adds that technology, please let me know. I'd prefer to use you guys.
Thanks for your response!
That makes sense! Best of luck finding a solution that will work :) I don't think we're currently working on building that, but feel free to keep an eye on our site in case it comes up on our roadmap.
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