Membership Renewal Strategies to Start Before Spring
How to Use Member Splash to Get Ahead, Boost Renewals & Reduce Administrative Work
Spring is the busiest—and most stressful—time of year for swim clubs, tennis clubs, community pools, and HOAs. Long lines, forgotten payments, expired memberships, and rushed manual processes can turn an exciting season kickoff into operational chaos.
✨ The good news? When you start renewal work before spring and use built-in Member Splash tools to automate the process, you dramatically reduce the stress on your staff while increasing your club's renewal rate.
Below are the most effective renewal strategies you can implement right now using Member Splash, with a special focus on Member Mail, automated reminders, and real-time membership syncing.
1
Start Early: Use Live Data to Identify Who Hasn't Paid Yet
Member Splash gives you a live snapshot of your membership at any moment. Before spring, run:
- Unpaid Members Reports
- Expiring Membership Lists
- Household Renewal Status Reports
Because everything updates in real time, you don't have to export spreadsheets or track payment status manually. This gives you a clean starting point for your renewal campaign.
Pro Tip:
Essentials and Premium customers can create dynamic email groups in Member Mail that automatically update as members renew or remain unpaid. No recreating lists—it's all live.
2
Build a Pre-Spring Renewal Schedule Using Member Mail
Instead of scrambling in March, plan your renewal communication timeline now. Member Mail makes it simple:
Suggested Timeline Using Member Mail
8–10 Weeks Before Spring:
- Send a "Season Is Coming" announcement
- Include renewal instructions + direct link to their Member Splash account
- Target only unpaid households via a dynamic group
6 Weeks Before Spring:
- Member Mail reminder with benefits for renewing early
- Add a short message about booking lessons, reserving courts, or securing guest privileges once paid
3–4 Weeks Before Spring:
- Send a friendly "We're almost there" reminder
- Include FAQs on payment, membership types, gate access, and more
1 Week Before Opening Day:
- Final "Don't Miss Opening Day" reminder
- Highlight their unpaid status and provide a one-click login link
Because Member Mail is directly connected to your membership database, members disappear from your email list automatically as soon as they pay. You never have to manually filter or update your lists.
3
Automate Renewal Communications to Unpaid Members
This is where Essentials and Premium plans shine.
Using Member Splash's Automated Communications, you can:
- Trigger reminders when a member's renewal invoice is generated
- Trigger reminders every X days for unpaid invoices
- Trigger "Payment Received / Thank You" messages
- Trigger "Your Membership Is Now Active" confirmations
- Trigger "Update Payment Information" notifications if a card fails
No more repeating emails. No more chasing members. No more missed reminders.
And because reminders are tied directly to the membership and invoice status, every unpaid member receives the right message at the right time.
4
Use Clear, Direct CTAs: "Log In & Renew Your Membership"
One of the biggest barriers to renewal is friction. To reduce it:
- Include one-click login links
- Keep instructions short
- Put the payment link at the top of every email
- Remind members that Member Splash securely stores receipts and membership details
Renew Now — Log In to Your Member Splash Account
Member Mail templates already include simple buttons, headers, and formatting options your staff can use without design experience.
5
Prep Your Front Desk & Seasonal Staff Early
Spring weekends often bring a rush of unpaid members who show up expecting access.
Get ahead by using Member Splash tools like:
- Active vs. Inactive membership status
- Photo IDs in the dashboard
- Mobile-friendly household check-in view
- Gate access tied to paid status (where applicable)
Encourage staff to rely on the Member Splash dashboard instead of manual lists. This keeps operations smooth and consistent.
6
Promote the Convenience of Paying Online
Your members are busy—remind them how easy Member Splash makes things:
- Pay on any device
- Save cards or bank accounts securely
- Set up auto-pay (if enabled by your club)
- Receive instant receipts
- Update household information at the same time
These conveniences remove the "I'll get to it later" barrier and increase spontaneous renewals.
7
Use Member Splash Reports to Monitor Renewal Progress
Before and during your renewal season, review:
- Daily and weekly payment reports
- Unpaid invoice lists
- Segmented households (family, single, senior, etc.)
- Last login or recent visit data
This helps you adjust communication cadence and know when to send a stronger reminder or a lighter touch.
If your renewals slow down, Member Mail lets you send a targeted message to just the households that haven't logged in yet.
8
Give Members a Reason to Renew Before Opening Day
Clubs that provide small incentives often see faster renewals. Examples you can promote through Member Mail:
- Early access to booking lessons or courts
- Priority guest pass allocations
- A small early-bird perk (discount, free guest pass, raffle entry)
- Avoiding long lines on opening weekend
- Guaranteeing access if membership caps apply
Run an incentive announcement early, then schedule a final reminder closer to spring.
9
Reduce Back-and-Forth With Built-In Help Tools
Avoid inbox overload by including:
- Your club's membership policies page
- FAQ links (payment, refunds, login help)
- Instructions for updating credit card information
- How to complete household information correctly
- Links to Member Splash support articles (if your club chooses to share them)
Member Mail lets you pre-build reusable templates so you can insert these links with one click.
10
Make It Easy to Get Help Without Overwhelming Your Staff
In all renewal emails, include a clear support instruction:
"If you need assistance, please log in to your Member Splash dashboard and open a support ticket."
This keeps your staff organized, prevents emails from slipping through the cracks, and ensures each request lands in the correct queue.
Final Thoughts: Start Early, Automate Everything, and Let Member Splash Do the Heavy Lifting
Clubs that use Member Mail and automated workflows see:
- Faster renewals
- Fewer unpaid households walking in on opening day
- Less staff burnout
- Better member satisfaction
- A more predictable and stable revenue stream
