When a new member pays the annual fee, the sports club's CRM gets a full member record, a digital card with a QR code is emailed with the season's training schedule, and the member appears in the members-only directory.
Typical results
≈6 hrs/wk
Volunteer time saved during sign-up season
100%
Members matched to a payment record
≈10 sec
Front desk check-in with a QR scan
Figures reflect typical results for this kind of automation.
The challenge
Each season the club signs up a wave of new members within a few weeks. Volunteers copy every paid form into the member list, assign member numbers, print and laminate cards and email the training schedule one by one. New members wait a week for a card, the front desk checks names on paper, and payments and members rarely match.
Before and after
Volunteer hours per week on new members in season
−75%Members without a matching payment at season start
−100%Seconds to check a member in at the desk
−78%The automation
Paying the annual fee on the club's sign-up form starts the whole setup. Make creates the member record in the CRM with a member number, membership tier, team and expiry date, linked to the payment. It generates a digital member card with a QR code that the front desk scans at entry and emails it with the season's training schedule. The member is then listed in the members-only directory the CRM publishes, with nothing typed by hand.
How it works
- 01
Fee paid on the sign-up form
The new member fills in the club's form and pays the annual fee, which sends the answers and the payment to Make.
- 02
Member record created
The CRM gets a member record with the next member number, membership tier, team and expiry date, linked to the payment.
- 03
Digital card generated
A member card with the member number, tier, expiry date and a QR code is created as an image and a PDF.
- 04
Welcome email sent
The card goes out by email with the season's training schedule for the member's team and a note to save the card on their phone.
- 05
Listed in the directory
The member appears in the members-only directory the CRM publishes, and the front desk can scan the QR code at entry.
Starts from
- Paid sign-up form
Delivers
- Member record in the CRM
- Digital card with QR code
- Welcome and training schedule
The impact
New members have their card within about three minutes of paying and can bring it to their first session. Volunteers save roughly 6 hours a week during sign-up season, the front desk checks entry with a scan, and the treasurer sees every member and payment on one record.
Questions about this automation
How does the QR code work at the front desk?
The code holds the member number. Scanning it with a phone or tablet opens the member's status in the CRM, showing tier, team and expiry date, and an expired or unpaid membership shows in red. No special scanner is needed, and each scan can log attendance if the club wants it.
What happens when a member renews next season?
A renewal payment on the same form updates the existing record instead of creating a new one, matched by email or member number. The expiry date moves forward, a refreshed card is sent, and the member keeps the same number. Possible duplicate sign-ups are flagged to the membership secretary for a quick check.
Can existing members get the digital card too?
Yes. Existing members are loaded from the current member list in one import before the season starts, each keeping their member number, and everyone receives the same digital card. The club provides its sign-up form, payment provider, CRM and a card design in its colors. Simple automations like this are usually live within days.