Best Value for Association Membership Databases
Benefits & Drawbacks for Smaller Nonprofit Organizations to Consider
Jul 26, 2009
Associations exist to serve their members. In their earliest stages, association volunteers and staff may keep track of membership data in paper files, word processing documents, email archives or spreadsheets. As an association grows, it must consider more advanced database software to ensure accuracy of records, support renewal processes and coordinate with other association programs.
Membership Database Options to Consider
To begin, associations should consider database features they need and want. Organizations may wish to consider a number of factors –
- How many current members? How many members anticipated in the next three years?
- How many database users? Remember to include staff and board members, if they will have access.
- What is the level of technical proficiency of database managers and other users?
- Will users operate in one location or will web access be required?
- What is the budget? Does that number include technical support and maintenance fees?
- Should the database integrate with the organization’s website to allow for online member access, event registration or online renewal, for example?
- How will the organization transition between the old and the new database?
For smaller membership organizations, well-known and respected database software such as The Raiser’s Edge may have more features – and a higher price tag – than needed at this point. Be mindful, however, that planning ahead three to five years is advised.
Membership Database Solutions to Consider
A feature-rich online database solution can be found in Wild Apricot. A relative newcomer to the membership software scene, Wild Apricot offers monthly subscriptions with a month-long free trial. Pricing is based on the size of database with no limit on number of users. A database of up to 500 contacts costs $25 a month. In addition to a web-based contact database, Wild Apricot offers event registration, a hosted and customizable website, e-blasts and online payment processing.
A more established fundraising database provider, eTapestry offers free services to organizations with fewer than 500 contacts and only one user. Increasing the number of contacts, the number of users and optional features such as donor login, importing records and integrated moves management will increase fees and the monthly subscription price. For a database of 1000 records with three simultaneous users and telephone support, eTapestry charges $178.50 a month.
DonorPerfect software is available through a license for installed software or organizations can choose the web-based DonorPerfect Online version. In addition to the standard database features, DonorPerfect offers volunteer and alumni/student modules. While DonorPerfect does offer extensive reporting options, a technically advanced database manager may be required to fully utilize the features. For organizations with fewer than 500 records, DonorPerfect Online starts at $30 a month.
Another integrated database option is MemberClicks. Starting at $105 a month for up to 300 member profiles and up to 900 organization contact profiles, MemberClicks offers strong database, event registration and protected member community features. For an additional monthly fee (+$30 for the base package), MemberClicks will add a customized website to the package.
Ask for a Membership Database Test Drive
Choosing a new database solution is a significant commitment, both in terms of time and money. Most solution providers offer a trial period and consultation with sales representatives. It’s also a good idea to ask for references of similar organizations using the product – and talk with them if possible.
Note: All information accurate as of the time of the writing of this article. Additional fees, such as set-up fees, may not be reflected in sample pricing.
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