Full
Management Services
We pride ourselves on the individual service that we provide each member of your society. SPLtrak’s Full Society Management Service encompasses every aspect of the administrative management of your organization.
CENTRAL OFFICE / GENERAL
ACTIVITIES:
- Provide physical address of association central office
- Provide phone and fax numbers for association central
office
- Manage primary email address account and contacts
- Re-direct any general inquires to appropriate contact
- Provide staff for daily administrative activities/tasks
- Manage all general association mailings/emails
- Manage design, production, and distribution of all association
materials
- Manage mailing lists purchases, label production, and
label distribution
- Manage society elections
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WEBSITE
DESIGN & MAINTENANCE:
- Discuss desired or existing domain names with client
(e.g., www.mymeeting.org)
- Register any desired domain names that are available
- Provide server for website hosting
- Ensure proper nameserver and DNS settings for purchased
domains to resolve to client’s website
- Discuss potential website options and designs with client
- Discuss potential access for client to directly make
alterations to website
- Present website designs to client
- Discuss desired website content with client including
standard template information commonly included on society
websites
- Create preliminary website design for client approval
- Open website to public
- Maintain website including all updates to content material
- Arrange for advanced website options such as Microsoft
exchange server for email
- Set up desired email addresses
- Set up desired listservs if desired
- Create any desired password protected areas for client
- Register website with all major search engines
- Discuss advanced Google (and other search engine) options
with client including paid search result placement
- Discuss emergency backup plan in case of server hardware
failure
- Periodically review effectiveness of website content
and organization to determine if any adjustments would
be beneficial
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MEMBERSHIP MANAGEMENT:
- Maintain membership database
- Serve as primary contact for all membership-related questions/communications
- Coordinate member dues notice emails/mailings
- Provide online membership management system (see next
section for details)
- Process all member dues payments
- Provide/distribute member dues payment receipts
- Prepare membership reports at agreed upon intervals or
upon request
- Manage member recruitment campaigns including advertising
material design, production, and distribution
- Manage contacts/arrangements with partner societies concerning
membership enlistment/transfers
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ONLINE MEMBERSHIP SYSTEM:
- Discuss online membership system options/requirements
with client including online dues payment, online job postings,
discussion forums, full-text journal access portals, access
to meeting archive materials, online member directories,
and other member-only features
- Prepare beta membership system for client testing
- Import member data from previous management program
- Provide website hosting for membership system
- Provide online dues payment system including real-time
payment processing
- Assist client in obtaining online merchant accounts for
payment processing if required
- Activate membership system with client approval
- Provide technical support for all users
- Provide client with administrative access options and
reports
- Provide client with bulk email tools
- Provide client with database export/download options
- Provide client with credit card account reconciliation
tool if compatible with credit card account
- Provide webmaster services for all desired text/functionality
updates
- Link membership system to registration and/or abstract
system for membership-specific functionality
- Provide client with dues expiration reminder options
- Provide daily backups of all membership data and monthly
permanent archives for 12 months
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FINANCIAL MANAGEMENT:
- Provide full business class accounting in adherence with
good business accounting standards
- Serve as central business office for all legal documents,
payments, and invoices
- Manage all bank/investment/credit card processing accounts
- Prepare yearly estimated operational budgets
- Receive, process, and deposit all payments
- Manage all incoming/outgoing wire transfers
- Process and pay all society invoices upon receipt and
approval
- Provide monthly accounting reports to society officers
including any desired special reports/breakdowns
- Provide any special reports upon request
- Manage all finance-related communications
- Manage arrangement of third-party financial audits
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SOCIETY JOURNAL:
- Manage member subscription lists to association journal
- Compile and produce mailing lists for each issue
- Compile and manage online journal access lists
- Manage journal change of address requests
- Manage society-related advertising in association journal
- Manage third-party society subscription contracts
- Manage journal subscription invoices
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