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CONFIDENTIAL
Today’s agenda
Who is MemberHub and why do we do what we do? What is MemberHub and what problems do we solve? Growing your PTA with MemberHub! A quick tour of MemberHub Q&A
How to use MemberHub to increase the success of your PTA! - - PDF document
How to use MemberHub to increase the success of your PTA! - - PDF document
NCPTA State Convention May 18, 2019 How to use MemberHub to increase the success of your PTA! Introduction Good afternoon My name is Gary Lewis, and Im here at the NC PTA State Convention in two roles First and foremost, Im a local PTA
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Why we exist: We’ve got a big vision – mission-aligned with yours
We believe that engaged parents & well-funded schools improve children’s lives.
We want to empower the strongest brand in education through technology to help close funding gaps & improve parent engagement that our schools need so badly.
This is why we exist – almost everyone in our company is a member of the PTA – I certainly am, and I know first hand what the PTA does for my local schools. In fact, 14 of our 19 employees & contractors are former or active PTA Members or Officers including the founders who are from NC and father’s of students in Wake County public schools. PTA is the strongest national brand in education. All of us in this room are looking to improve parent and family engagement and we are well aware of the funding challenges most of our schools have. MemberHub’s goal is to offer a free technology solution to support this.
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Lets build something together!
We accomplish great things together!
We’ve created a set of tools designed to:
Increase parent involvement (make it easy, less time consuming, more parent-friendly) Help reduce admin work – let PTA volunteers engage, not spend time with admin tasks. Increase the ability to raise funds to support schools.
The goal of MemberHub is to partner with PTAs, and provide a toolset for you to engage your members more effectively AND to create a relationship between local PTAs and MemberHub in order to improve these tools over time. When used effectively, the tools provided by MemberHub can help you increase your parent involvement, make communication easier, reduce admin work and provide you new ways to raise funds so you can provide the programs your families expect. We have a big vision - MemberHub is available for FREE to every PTA in NC (and 19 other states), regardless of population, budget size, etc. Almost 10,000 PTAs now have free access to Memberhub! If we are all using the same system, it should create some efficiencies around administration and communication statewide, which would free up our time to do more advocacy and mission-focused work!
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The Problem: The Administrative Challenge for PTAs
North Carolina PTA ~950 Local PTA Units ~5,000 Leaders
Volunteer Workload Compliance Activities
11 North Carolina PTA Councils ~110K PTA Members PLUS Many non-member parents, etc.
Management Problem The proliferation of too many single point apps is most problematic in schools and PTAs Problem: PTA leaders and teachers use up to 7 different disconnected systems to manage communication and membership causing confusion and low engagement Problem: Each PTA in the state is using different tools/processes – difficult for Leaders and
Parents Problem: Many smaller PTA units can’t afford to purchase solutions that other units may be using
- Schools often use different systems for: Directories, emails, newsletters, calendars, text
messages, voice calls, reminders, signup sheets, photo sharing, file sharing, and more
- Parent Groups use a cobbled together set of free tools for communication and
membership management
- Year to year, the tools change and everyone has to learn something new
- As unit leaders come and go, institutional knowledge of how to run the systems is
lost/forgotten or just can’t be replaced
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The Solution: MemberHub and North Carolina PTA partner to provide a FREE fundraising, communication, and membership management system with built-in compliance reporting
Payments / Sales (fundraising) Compliance Dues Remittance Volunteering Membership Reporting Communications
North Carolina PTA North Carolina Local PTA units North Carolina PTA Councils
What is MemberHub? It takes all the tools you’re already using and puts them into one platform There’s a lot stuff that’s in MemberHub and a lot of features and integrations in the works.
- Parents: Simplifies parent life with consolidated
approach to managing organizations
- Provides parents with a single interface for
communications, payments, registrations, calendaring and volunteerism
- Organization: Cuts costs and simplifies member
management and reporting for organizations
- Provides orgs. with reporting, dues routing, and
membership mgmt. tools
If all units are using the same tools and processes, life is easier for parents and PTA leaders as they move from organization to organization.
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Compliance, Membership & Dues Routing
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Membership Management Key Features Benefits
Electronic Membership Cards
- Memberships purchased in the store include Membership Cards that are
autoformatted for your unit and included in the receipt! Automated Dues Remittance
- Now you can send the EXACT amount owed to NCPTA with the push of a button
electronically.
- No more stamps and envelopes and check issues!
Member Reporting and Compliance Reporting
- Easy access to the on-line system for all your state reporting responsibilities. All
- n-line and in one system – Saving you time!
Compliance Reporting:
- Enter all of your Elected Officers (President, VP, Secretary, Treasurer) and Membership,
Advocacy, Reflections, and Health & Wellness Chairs (this allows direct communication from NC PTA) If you use generic emails, update the NAME in the People DB and have the person purchase their membership with their personal email
- Enter Members
- Enter Financial Review Confirmation (annually)
- Enter IRS 990 Confirmation (annually)
- Pay your State dues (mail a check – postage/time OR eCheck - $1 fee)
Use the Online Store to eliminate the need to manually enter Members!
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Fundraising and Payments
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Fundraising and Payments Key Features Benefits
Online Customized Store
- Accessible by everyone! Take money on-line from anywhere for anything from
memberships, spirit wear, event tickets and direct donations Allow Multiple Admins Access
- Helps reduce burdens for reporting and order fulfillment
Fast Store Set up for Year over Year Continuity
- Easily Transition it year over year for more parent engagement and less
confusions (hide items when no longer available)
Speaking of the Store:
- This was a brand new feature released last August.
- Memberships, spirit wear and donations are the most common store items
- But, there are also PTAs using the store for:
- Event registration/tickets
- Food tickets for events
- Sponsorships
- Don’t do raffles in the store though, that will get you in trouble
- Every PTA can set a store up for FREE
Let’s talk about transaction fees
- Let’s be Honest – no one gives away software and survives as a company
- Some of our larger PTAs can afford to buy a storefront, but MemberHub levels the playing
field/allows all units to have an online store
- The store is important to MemberHub as a company
- Each credit card transaction comes with a 3.5% + $0.50 fee
- Of this, 2.2% and 30 cents goes to WePay (same as PayPal for non-profits)
- MemberHub receives 1.3% plus 20 cents
- Store transactions are important – in most cases, it is the only income that
MemberHub receives from your PTA, and it’s not much. On a $10 payment, MemberHub receives 33 cents - This is how all PTAs receive a free MemberHub site!
- YOU choose whether to cover this fee or pass it along to customers (You don’t have
this option with PayPal)
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Communications
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Communications Key Features Benefits
People / Hubs
- Group People from the whole school into Hubs
- Everyone, Grades, Classrooms or Committees
- Open or Closed Hubs
Messages/Newsletters
- Use a template so your weekly newsletters have a consistent look
- Track open rates
- Easily add images, file links, etc
- Send via eMail and/or SMS Text to all members
Calendar
- Post all PTA/school events on a central calendar
- Reminders for events
- Members can link to their own calendars
Files and Photos
- Store your agendas, minutes, event photos and other important PTA
documents in one place, easily linked to within messages
- Sitewide Library or Hub based
Signups
- Create volunteer signups to share with your members
(hint: Create a Volunteer Hub !!!)
Using MemberHub to send PTA newsletters and other communications is another powerful way to increase engagement with your families 1 – it’s easy to be consistent. The “to” list will be the same whether it’s your President, Membership Chair or Event lead sending a message. AND – you can set up a template so all emails from your group look the same 2 – you can see how many people are actually opening your messages! 3 – An enterprising PTA can even sell those banner ad spots to a local business and earn some additional sponsorship dollars Calendars and files/photos are also useful Events can have reminders Files can be easily linked to Great way to store those PTA documents you want everyone to be able to reference (without having to email you for a copy every time) You can even set up an Executive Board group so you can share files in a smaller group if needed
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CONFIDENTIAL
Find and Train Connie
Meet Connie, room-parent coordinator.
- Quickly saw the value of free
MemberHub benefit
- Educated her peers & teachers
- Took on the task of setting up
her school in MemberHub
- Left a legacy: Better
communication & fundraising Every unit has a Connie. We will directly support engaged PTA volunteers on the State, Council, and Unit level.
https://sway.office.com/MbKRgTnMf9oKbLjm?ref=Link She did some digging about MemberHub and realized the benefit of the system. Blaine PTA was prepared to pay for a solution -- but they didn't have to. “I introduced people to MemberHub and gave them a hard deadline to create their accounts so they could receive all messages from the PTA. I made fliers for our welcome- back meet-and-greet. When class lists went out, I put everyone in their classroom hub in
- MemberHub. It’s way easier to have one person do it.”
Connie took the time to show teachers the value, too. “I helped room parents help their
- teachers. The best way to get teachers to buy in is to set it up for them. Some teachers
never send messages, and some quickly see the value. Many teachers have been using the calendar to put in all their school dates – it's nice because you only see events for hubs that you belong to." Connie has been training teachers who are interested in MemberHub. But she mainly emphasizes that everyone -- teachers included -- should make an account just to receive all PTA messages. “Messaging has been a lot easier! I love the schedule feature – being able to send at a later date and time. And our fundraising functions are more cohesive. We created one hub to see all fundraising events – to see how we’re asking people to contribute."
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End of School Year Transition Tips
- New officers: Add them now on the PTA tab
- Review yourAdmin List
- Make all your due s payments!
- Compliance: Form 990, Audits
- Families leaving school: End of Year Email vs
Beginning of Year Email
- Membership Renewals
- Clean up your Hubs
Add your officers right after elections (the 2019-2020 option is there now)
- If you don’t want them to be MemberHub admins until July, you can uncheck that option. Just
don’t forget to review your admins on July 1 Review your Admins both now, and on July 1 Make sure you don’t have any outstanding state payments Update your compliance documents as needed (after July 1 while conducting annual Financial Review) You will have families leaving your school. For elementary and middle schools, hopefully they are headed to a new school with a PTA/PTSA. 2 options:
- Send an email near the end of the year and ask for any families who want to be removed after
the school year (this is a manual effort)
- Send an email at the start of the next school year and let families know they can unsubscribe if
they no longer want to receive messages from you Make a plan for your membership renewals.
- Last year, I created a hub of previous year members (manual), so I could email them specifically
- You can renew members now. Dues don’t need to go to the state until after July 1. Just make
sure your treasurer is prepared. Clean up any hubs – remove Class of Hub, delete old volunteers, clear out classroom hubs ….
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CONFIDENTIAL
Support Tools and Resources
The MemberHub Help Center- is a great place to get started if you have any questions (click Help on all screens)
- support.memberhub.com has MANY help articles
The Support Team- You can email our support team at support@memberhub.com at anytime to get help! The CER Team- We have a group of Community Engagement Reps who will happily work with each local unit one on one to get MemberHub set-up.
- Gary.Lewis@memberhub.com is my direct contact
Click the HELP or Follow Me buttons on the bottom of all MemberHub screens Leave a Message and/or Live Chat https://support.memberhub.com/hc/en-us Gary Lewis Gary.Lewis@memberhub.com CER - Customer Engagement Representative Schedule a Meeting - https://app.hubspot.com/meetings/gary-lewis1
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CONFIDENTIAL