Request a list of your existing members from your membership plan platform. Request that they include all available information. Armed with that information, read on...
1. Decide on a "go live" date.
Since there are so many unknowns early on, you don't necessarily need to choose the date first, but you'll want to be mindful of it throughout the process. Ideally, we have about two weeks from the time the import is complete to the point where the first payment is drafted. The longer you have, the more time your team will have to contact members to collect their payment information.
2. Fill out the Member Import spreadsheet.
You'll fill it out, then send it to success@vision-hq.com. We'll review it and come back to you with any questions. We'll rinse and repeat that process as many times as we need, to make sure it's perfect.
3. Communicate member import date and "go live" date.
The "go live" date should be reflected in your spreadsheet--no one should have "Next Payment" dates before that date.
4. Email your members.
My suggestion is to simply let them know of the upcoming change and that we will be reaching out to collect their payment information so that when it comes time for their renewal, they won't experience an interruption of any kind.
5. Members are imported and emails are sent (VisionHQ)
6. Follow up via phone to collect payment info as needed.
You can hit the whole list at once or a month at a time. My suggestion would be to try to stay at least a month ahead, since members begin receiving reminder notifications 30 days prior to their renewal dates.
Even with these steps, this process tends to be more of an art than a science. We will work with you to ensure there is no interruption for your members, and a smooth and fluid process for your team.
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