Streamlining Membership Management for a Club

The Challenge

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• Manual Check-In Process: The club struggled with keeping accurate attendance records, relying on manual check-ins that were time-consuming and prone to errors.
• Tracking Payments and Dues: Figuring out who owed what and keeping track of payments was a major headache. The club had no streamlined way to manage dues and fees.
• Billing Members: There was no efficient system in place to charge members based on attendance, leading to delays and inconsistencies in billing.
• Accounts Receivable Management: Keeping track of who paid and who didn’t was a manual process, making it difficult to manage accounts receivable accurately.

The Solution

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Bravo Solutions developed a comprehensive system that automated the club's check-in and payment processes. Our solution included the following components:

1. Unique QR Codes for Each Member:
   • We generated unique QR codes for each club member. These QR codes were used for quick and easy check-ins at meetings and events.
2. Custom Scanning App:
   • We developed a custom scanning app that allowed members to check in by simply scanning their QR codes. The app fed the check-in data directly into Google Sheets, ensuring real-time updates and accuracy.
3. PayPal API Integration:
   • To streamline the billing process, we integrated PayPal’s API. This allowed the club to automatically bill members based on their attendance. The system generated invoices and processed payments seamlessly.
4. Automated Accounts Receivable Management:
   • Our solution kept track of all payments and outstanding dues in Google Sheets. The automated system ensured that the club had an up-to-date view of accounts receivable, making financial management much easier.

The Results

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• Efficient Check-Ins: The QR code system and scanning app made member check-ins quick and error-free, significantly reducing administrative workload.
• Accurate Billing: Automatic billing based on attendance ensured that all dues and fees were accurately charged. This eliminated billing delays and inconsistencies.
• Improved Financial Tracking: The integration with Google Sheets and PayPal provided real-time updates on payments and outstanding dues, improving the club’s financial tracking and management.
• Reduced Administrative Overhead: By automating check-ins, billing, and accounts receivable management, the club was able to free up significant administrative time and resources.

Conclusion

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Bravo Solutions transformed the membership management process for the club by implementing a fully automated system. Our solution not only improved accuracy and efficiency but also provided the club with the tools needed to manage their finances effectively. This case study highlights our ability to develop tailored solutions that meet specific client needs, enhancing operational efficiency and member satisfaction.