Membership Application & Roster Management 

The Challenge

PTC wanted to modernize its membership processes. Joining, renewing, and managing memberships required too much staff intervention, while members faced delays and inconsistent experiences. Duplicate invoices, manual follow-up, and limited tools for expired members and company rosters were all creating friction. 

The Solution

We worked with PTC to streamline and automate membership functions, while also introducing clear and practical roster management tools. 

Membership Application & Dues

  • Seamless online membership application with integrated dues checkout.
  • Automated confirmation emails for joins and renewals.

 Impact: Faster onboarding, fewer manual interventions, and a stronger first impression for new members. 

Automated Membership Emails

  • Automated email templates for company and individual joins/renewals. 
  • Notifications sent directly to company administrators.

Impact: Clearer communication and reduced staff follow-up. 

Membership Discounts & Reinstatement Rules

  • Options for early renewal discounts.
  • Optional reinstatement fees.
  • Incentives for multi-year memberships (multi-year work still in progress). 

Impact: Encourages timely renewals and provides more value to members. 

Streamlining Mass Renewals

  • Duplicate invoice issues addressed through automation and integrity reports. 

Impact: Accurate billing and fewer staff corrections.  

Managing Expired Members

  • Bulk management tools for expired memberships.
  • Automated reminders at 30, 60, and 90 days past due. 

Impact: Stronger retention and higher renewal rates. 

Roster Management

  • A major improvement was the introduction of a company roster dashboard for admins, making it easier to manage affiliated employees. 

Features and Rules

  • Add new members with a clear “Click here to add” button.
  • Edit job titles of roster members (other changes go to membership@ptc.org).
  • Change the Company Administrator or Alternate via request.
  • Remove members only through written request to membership@ptc.org.
  • Bulk upload option via Excel template submitted to staff. 

Business Rules

  • Roster size is limited by membership category.
  • Company admins are prompted to review/update the roster upon joining and renewing.
  • Admins cannot remove people directly, ensuring oversight.
  • Bulk upload supported with duplicate checks. 

Language shown to members

“This is your company’s employee roster. The roster allows you to see who is affiliated with your company, edit their contact information, and add new company members. Please note if you wish to remove anyone from the roster, you must submit this request in writing to membership@ptc.org. By making changes to your organization’s roster, you acknowledge that you are authorized to make these updates and additions on behalf of your organization.” 

Results & Next Steps

By combining automation, flexible membership rules, and smarter workflows, PTC now has: 

  • A faster, automated onboarding process.
  • Accurate billing with fewer errors.
  • Clear communication with members and company admins.
  • A dedicated roster management tool that reduces confusion and empowers admins. 

In progress: Multi-year memberships, automated onboarding emails, and password handling improvements are the next steps.