Website Membership System Review & Improvement Plan

Updated 1-May-2026

1. Current Membership System – Issues Identified

The existing membership system, built using the Ultimate Member (UM) platform, has not met the operational needs of the Association. The key issues are outlined below:

a) Subscription Management Limitations

• The system does not support clean, automatic annual renewals.
• Memberships must be manually recreated or reissued each year.
• There is no reliable way to align memberships to a fixed annual period (1 January – 31 December).
• This creates confusion for members and increases administrative workload.

b) Administrative Complexity

• Managing members, renewals, and access requires multiple manual steps.
• The system is not intuitive for ongoing administration.
• Reporting and tracking active memberships is limited.

c) Security and Maintenance Concerns

• The system has been operating on a free version, which has restricted access to updates and enhancements.
• This has meant:
  • Limited ability to address known vulnerabilities in a timely manner
  • No access to premium support or security patches when required
• Over time, this introduces increased risk to the website and member data.

d) Integration Limitations

• The current setup does not integrate well with payment systems for recurring subscriptions.
• Newsletter and communication tools are not seamlessly connected to the membership database.

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2. Proposed Solution – Paid Memberships Pro (PMPro)

To address these issues, it is proposed that the Association transitions to Paid Memberships Pro (PMPro), a purpose-built membership platform.

PMPro will provide:

a) Automated Membership Renewals

• True recurring subscriptions (annual billing)
• Members automatically renew without manual intervention
• Reduced administrative overhead

b) Fixed Membership Periods

• Memberships can be aligned to a standard annual cycle (e.g. 1 Jan – 31 Dec)
• Consistent experience for all members

c) Improved Security and Reliability

• Actively maintained platform with regular updates
• Access to supported upgrade paths
• Reduced exposure to vulnerabilities

d) Integrated Payment Processing

• Seamless integration with Stripe/PayPal
• Automated invoicing and payment tracking

e) Better Member Management

• Clear visibility of active, expired, and pending memberships
• Simplified reporting and administration tools

f) Newsletter Integration

• Clean integration with email/newsletter systems
• Ability to segment members and communicate more effectively

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3. Planned Improvements & Actions

The following steps will be undertaken to implement and improve the system:

Phase 1 – Transition & Setup

• Install and configure Paid Memberships Pro
• Define membership structure (annual membership cycle)
• Configure payment gateway for recurring subscriptions
• Create new membership sign-up and renewal pages
• Test full membership lifecycle (join → payment → renewal)

Phase 2 – Migration & Clean-up

• Transition existing members into the new system
• Disable Ultimate Member membership functionality
• Remove redundant plugins and dependencies
• Ensure all legacy pages and links are updated

Phase 3 – User Experience Improvements

• Simplify the membership sign-up process
• Ensure mobile-friendly and easy-to-use forms
• Provide clear instructions for members joining or renewing

Phase 4 – Newsletter System Enhancement

• Implement a streamlined newsletter system (integrated with membership data)
• Ensure Carole Gale can:
  • Easily create and send newsletters
  • Select recipients (all members or specific groups)
  • Manage subscriber lists without technical complexity
• Provide a simple, step-by-step guide for ongoing use

Phase 5 – Ongoing Management & Reliability

• Establish a regular update and maintenance routine
• Monitor membership activity and renewal rates
• Provide basic reporting to the Association as needed

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4. Expected Outcomes

• Reduced administrative workload
• Improved member experience
• Reliable annual renewal process
• Stronger security and system stability
• Easier communication with members
• A system that is sustainable and manageable long-term