Membership management
Episcript builds Membership Management Systems in Singapore around the way your organisation admits, bills and looks after its members. Applications, membership tiers, subscription billing, events and renewals run on one member record. AI features such as renewal risk scoring can be added in their own phase.
Built for clubs, associations, societies, professional bodies and alumni groups.
Member lifecycle
A Membership Management System holds one record per member, with its history, and runs applications, approvals, subscriptions, engagement and renewals from it.
Core capabilities
These features carry the daily work of a club or association membership office, and the rest can be added later.
Every record holds contact details, membership number, tier, join date, payment history and status. Staff search the register by any field, correct details in place, and read a full history of what changed and who changed it.
Applications arrive through your own form, go to the right approver, and become member records once approved. Run separate forms for ordinary, associate, student and corporate applicants, attach supporting documents, and collect the first subscription during sign up.
Define each tier with its own fee, benefits, entry criteria and renewal cycle. Pro-rated joining fees, concession rates and multi-year subscriptions calculate on the record, and a change of tier reprices the next invoice automatically.
Raise subscription invoices in one run, then collect by PayNow, GIRO, card or bank transfer. Payments reconcile against the member record, receipts issue automatically, and unpaid balances appear on an arrears list rather than in somebody's inbox.
Renewal notices go out on a schedule you set, with reminders before and after the due date. Members renew in the portal in a few clicks, recurring payment arrangements collect automatically, and lapsed members enter a grace period before access closes.
Track joiners, leavers, renewal rates, arrears and event attendance on one dashboard. Build your own reports by tier, chapter or joining year, then export the figures for a council paper or the annual general meeting.
Member experience
Members sign in to a portal that carries their own record. They update contact details, download invoices and receipts, renew a subscription, book an event place and search the member directory. Training material, past newsletters and members-only documents sit behind the same login, and every self-service change writes back to the register.
Membership and event management share one system: registration, ticketing, capacity limits, member and guest pricing, attendance lists and post-event surveys. Newsletters and announcements segment by tier, chapter or interest, and moderated forums give members somewhere to talk between events. Where the events programme is itself a main activity, our Event Management System handles ticketing and delegate logistics in more depth.
Member loyalty
Reward members for attendance, referrals and spend, with points, tiers and vouchers running on the same member record.
Points are awarded by spend, product, category or outlet, with double points days and campaign bonuses, and members redeem them with the balance updated instantly.
Set what earns points and what is excluded, such as service charges or discounted items. Points expire by date earned, with members reminded before they lapse.
Members move up or down tiers on spend or visits over a qualifying period you set, and each tier carries its own earn rate, rewards and review date.
Welcome and upgrade vouchers issue automatically, and a reward catalogue prices products, services and experiences in points. Each e-voucher carries a unique code that works once.
A birthday voucher goes out at the start of the member's birthday month, and members who have not spent for a period you set receive a win-back offer.
Campaigns reach members by WhatsApp, SMS or email only on channels they consented to, with segments by tier, spend or last visit and every message logged.
Money in, on time
Half-year rates, concession fees, corporate accounts and late renewals are all handled on the member record, without a manual workaround.
PayNow and PayNow Corporate
GIRO and standing collection
Cards and NETS
GST invoices and credit notes
E-invoicing for corporate members
Refunds, discounts and vouchersCapability
These features are scoped with you and built in their own phase, using your own membership records.
AI scores each member on their likelihood of lapsing using attendance, portal logins, email engagement and payment history. The secretariat gets a call list weeks before the renewal date rather than a lapsed report afterwards.
AI drafts newsletters, event invitations and renewal reminders from what is already recorded, in your own tone. Staff edit and approve before anything is sent, and each draft can be varied by tier or chapter.
AI reads uploaded certificates, employment letters and identity documents, lifts the details into the application form, and flags anything missing before the approver sees it. Membership officers verify rather than retype.
AI answers routine portal questions on fees, benefits, renewal dates and event bookings, using information from the member record. Anything outside its scope hands over to a named member of staff with the history attached.
AI projects likely attendance from past registrations, member segments and the time of year, which helps you size the venue and set catering numbers before the registration window closes.
AI groups free-text survey answers into themes, ranks them by how often members raise them, and produces a short summary for the committee. The committee reads the themes instead of every individual answer.
Module library
Choose a group to see its modules. We build the ones you need first and add the rest later.
The register itself, and the structures around it.
Record qualification, chapter, referral source or committee interest, and each field appears on forms, records and reports.
One account covers a family or corporate group, with a single payer and a login for each person.
Appoint members to committees for a set term, attach papers and minutes, and close access when terms end.
Everything that keeps members active between renewals.
Target a tier, chapter or event list, with open and click figures logged and unsubscribes applied automatically.
Members earn points for attendance, volunteering, referrals or spend, then redeem them against events or a renewal fee.
Give members a moderated place to ask questions between events, with posts approved and announcements pinned by moderators.
Subscription income, adjustments and the treasurer's reporting.
Refunds raise a credit note against the original invoice, and voucher codes carry an expiry and usage limit.
Break down subscription revenue, arrears, event income and refunds by period, tier or chapter for the treasurer's report.
The benefits members sign in to use.
Search a networking directory by industry, chapter or qualification, with each member controlling what others see.
Survey members after an event or at renewal, then compare results by segment to see which benefits matter.
Training material, guides, recordings and back issues sit behind the member login, opened by tier or committee role.
Certificates, signed forms and correspondence file against the member record, with permissions and a log of every download.
Take registrations, send joining links, then publish the recording to the library for anyone who missed it live.
One set of numbers, shared with the systems around it.
Records update in both directions with your accounting platform, CRM, website and payment gateways, ending duplicate keying.
Build reports from the fields you record, save them, and have them emailed before each council meeting.
Who gets in, to the building and to the data.
Cards or QR codes control entry to facilities and restricted areas by tier, where venue equipment allows.
Set role-based permissions, keep consent records and activity logs, and regularly review who can see and export data.
Connected systems
The system connects to the platforms you already run through their published APIs, or by scheduled file transfer.
WhatsApp Business
Zoom and Google Meet
Xero
QuickBooks
PayNow and payment gateways
Singpass, Corppass and Myinfo
ZapierWe confirm the exact list during scoping, once we know which bank, gateway and accounting platform your organisation uses.
Common questions
Membership Management Software runs the full membership cycle: applications, tiers, subscription billing, renewals, events and member self-service. A CRM tracks prospects and sales conversations instead. Clubs, societies and professional bodies need both sides, which is why our systems keep the register, the money and the engagement history on one member record.
We map your own rules for eligibility, tiers, joining fees, voting rights and renewal dates, then build the membership system around them, including any approval steps your committee requires. Larger builds are released in phases.
No. The system handles an unlimited number of members and staff users without a per-user charge, so recruiting more members does not raise your software cost. Commercial terms covering hosting, support and later phases are set out in your agreement with us rather than priced by seat.
Custom membership systems are priced according to scope rather than by member count or user seat. The main factors are how many modules the first release covers, the complexity of your billing and renewal rules, the amount of data to migrate and the integrations required. We quote against an agreed scope after a discovery session, and larger builds can be delivered in phases.
Yes. Individual, family, corporate, student, life and honorary memberships run alongside each other, each with its own fee, benefits, renewal cycle and application route. Group accounts bill one payer while keeping a separate record for every named member, which suits corporate memberships and family plans.
Members can pay by PayNow, GIRO, card, NETS or bank transfer, depending on the bank arrangements and gateway you already use. Payments reconcile against the invoice on the member record and receipts issue automatically. Corporate members who pay on account can be billed through InvoiceNow and Peppol where their finance team requires it.
Yes. We build integrations with accounting platforms such as Xero, with payment gateways, email and SMS providers, calendars and your public website, using their published APIs. Where a platform offers no API, we agree a scheduled file transfer instead. Integrations are confirmed during scoping, once we know exactly which systems you run.
Yes, where the project requires it and the relevant integration is available to your organisation. Singpass or Corppass authentication can be scoped as part of the solution for suitable member, administrator or authorised-user journeys. We confirm the exact authentication flow, eligibility and technical requirements during scoping.
Yes. We migrate member records, subscription history and outstanding balances from spreadsheets or your current platform, then reconcile the totals with your team before go-live. Implementation time depends on the agreed scope, the condition and volume of the data, and the integrations required. We provide the project timeline once those are confirmed, and larger builds can be released in phases.
The system supports your obligations through role-based permissions, consent records, activity logs and member controlled visibility in the directory. Members view and correct their own details, and marketing consent is recorded against the member so campaigns respect it. Compliance also rests on your own policies, retention rules and staff practice.
Hosting, data location, backups and access requirements are agreed during scoping so they match the needs of your organisation. The application supports role-based permissions, activity logging and controlled access to member information. We also confirm the hosting and security arrangements in the project proposal so your team knows where the system sits and how access is managed.
Yes. Applicants complete your online form, upload supporting documents and pay the joining fee in the same visit. Existing members sign in to renew, update contact details, download receipts, book events and manage their directory listing. Staff keep approval control while routine administration moves off the office inbox.
Yes. Our solutions are eligible for government grants, and a custom build of this kind is the sort of project the schemes exist to support. We will talk through what your build involves and point you to the current guidance before you apply.
Episcript provides user training, documentation, troubleshooting and system updates after go-live, from a Singapore team that already knows your build. Later changes, such as a new membership tier or an extra report, are handled as small enhancements. The exact scope and response arrangements are set out in your support agreement.
Next step
Bring us your fee table, your constitution and the spreadsheet you rely on today, and we will show you how the system would handle them.
Call 6581 3431 to speak to the team in Singapore.