Multiple Ways to Setup Membership Software With MeetingBloom
Our membership system can be configured to match how your organization handles applications, approvals, dues, renewals, member access, and membership cycles.
Below is an overview of the available workflow options and how the system can be configured for your membership program.
New Member Workflow Options
MeetingBloom can support several new member workflows depending on whether your organization wants members to pay immediately, wait for approval, or have an administrator assign the membership category.
Option 1: Members Choose Their Membership Level and Pay Immediately
This is the simplest workflow.
- The member selects their membership level.
- They complete the membership application and any additional questions.
- They proceed directly to payment.
- After payment is confirmed, their membership is activated.
Best for: Organizations that do not need to review or approve members before payment.
Option 2: Members Choose Their Membership Level, but Approval Is Required Before Payment
With this setup, applicants choose the membership level they are applying for, but they do not pay immediately.
- The applicant selects a membership level.
- They complete and submit their application.
- Your administrator reviews the application and can change the membership type if applicable.
- Once approved, the applicant receives a secure payment link.
- After payment is confirmed, their membership is activated.
Best for: Organizations that need to verify eligibility before accepting payment.
Option 3: The Organization Assigns the Membership Level
This workflow is useful when applicants may not know which membership level they qualify for.
- The applicant completes the membership application without selecting a membership level.
- Your administrator reviews the application.
- The administrator assigns the appropriate membership level.
- The applicant receives a secure payment link.
- After payment is confirmed, their membership is activated.
Best for: Organizations where membership categories are based on credentials, training level, professional status, or other qualifications.
Member Software Configurations
Administrators can create as many membership types as needed. Each membership type can have its own dues, rules, access, and behavior.
Membership Types Can Be Configured Individually
For each membership type, the administrator can configure whether it:
- Requires dues
- Provides Member Portal access
- Provides Secondary Portal access
- Is renewable, which is generally used for lifetime members
- Can be selected directly by an applicant and shown in the member type dropdown choices
- Should be included in the program
- Receives meeting invitations
Flexible Member Categories
This allows different membership categories to behave differently without requiring separate membership systems. For example, a Student Member could have different dues, renewal rules, portal access, and meeting invitation settings than a Full Member, Emeritus Member, Honorary Member, or other membership category.
Membership Cycles Are Optional
Organizations can use membership cycles, but you are not required to use them. If your organization prefers memberships based on each individual member's join or renewal date, the system can operate without fixed annual membership cycles.
Fixed Membership Cycles
For organizations that do use cycles, the system can manage defined membership periods such as:
- October 1, 2026 – September 30, 2027
- October 1, 2027 – September 30, 2028
Future Cycle Preparation
Administrators can prepare future membership cycles in advance, including the dues that will apply to each membership type during the upcoming cycle. This allows an organization to change dues for the next membership year without affecting the current membership period.
Individual Membership Periods
The system supports individual membership periods without using membership cycles. You can use whichever structure works best for your organization.
The system therefore supports both approaches: fixed membership cycles used by your members, or individual membership periods without using membership cycles.
Prorated New Memberships Before the Next Cycle
For organizations using membership cycles, new members who join partway through a cycle can be charged a prorated amount rather than the full annual dues.
For example, if someone joins late in the current membership year, the system can calculate a reduced amount for the remaining portion of that cycle. The member can then automatically continue into the next membership cycle and be charged the normal annual membership dues.
This option applies specifically to new members.
Free Months for New Members
Administrators can also configure a set number of free membership months for new members. This can be particularly useful around conferences or membership recruitment campaigns.
For example, a new attendee could register for your annual conference and receive four months of membership at no additional cost. Their membership can begin immediately, giving them access to member benefits and members-only content.
When the complimentary period ends, the system will automatically charge the member for the next year's membership.
Conference and Recruitment Benefit
This makes it possible to use a few months of complimentary membership as a conference or recruitment benefit without creating a separate manual renewal process. This feature is specifically designed for new members.
Automatic Renewals
Membership types that are configured as renewable can automatically continue into future membership periods or cycles.
Renewal Tracking
- Current membership period
- Membership expiration
- Upcoming membership cycle, when cycles are used
- Renewal eligibility
Payment and Dues Tracking
- Auto-renewal status
- Dues for the upcoming renewal
- Payment status
- Future dues changes
If dues change for a future period, the updated amount applies to the appropriate future renewal rather than changing the member's existing membership.
Credit Card and ACH Payments
Members will be able to pay their membership dues using credit or debit card payments, or optionally by ACH bank payments.
This provides an additional payment option for members or organizations that prefer paying directly from a bank account.
Member Profile and Self-Service Area
Members will also have their own profile and self-service area. Instead of requiring an administrator to handle routine requests, members will be able to manage much of their membership information themselves.
Member Information
- Contact and professional information
- Membership status
- Membership expiration date
- Renewal information
Payment and Access
- Auto-renewal settings
- Payment information
- Membership receipts and invoices
- Available member resources
This reduces administrative work while giving members a central place to manage their membership.
Member Directory
The system will also include a member directory. Organizations will be able to determine by member type which members should be included in the directory and what information should be available.
This provides members with a searchable way to find and connect with other members while keeping the membership information tied directly to the main membership database.
Two Levels of Member Portal Access
Each membership type can independently grant access to two different portal roles.
Member Portal Access
This can be used for your standard members-only website content, such as:
- Member resources
- Documents
- Videos
- Committee information
- Member announcements
- Private website pages
Secondary Portal Access
A second access level can be used for more restricted content. For example, this could provide access to content intended only for certain membership categories, leadership groups, committees, professional levels, or other selected members.
Because access is assigned by membership type, administrators do not have to manually grant website permissions to every individual member.
Custom Membership Applications
You can also add your own application questions to collect information specific to your organization.
Question Types
- Text questions
- Multiple-choice questions
- Checkboxes
- Dropdown selections
Uploads
- File uploads
- Image uploads
- Supporting documents
- Application materials
Different organizations can therefore collect the information they need without changing the core membership workflow.
A Membership System That Follows Your Organization
The overall goal is to make the membership system flexible enough to follow your organization's existing process rather than requiring your organization to change its membership structure.
MeetingBloom can support different application workflows, approval requirements, dues rules, membership cycles, portal access levels, member directories, payment options, and renewal structures in one connected membership software system.
Configure Membership Your Way
- Choose approval or instant payment workflows
- Use fixed cycles or individual membership periods
- Offer prorated dues or free months for new members
- Manage renewals, payments, directories, and portal access