Manage members, subscriptions and engagement from one platform
Smart Source Client and Member Management System provides a centralised platform for managing member profiles, subscriptions, payments, communications, events, documents, activities and reporting. Improve operational efficiency and deliver a more connected experience to your members and clients.
- 360-degree member profiles
- Membership and payment tracking
- Automated communications
- Dashboards and analytical reports
Complete Member Lifecycle Management
Manage every stage of the member relationship, from registration and onboarding to renewals, payments, engagement and reporting.
- Individual and corporate members
- Membership categories and statuses
- Renewals and expiry tracking
- Payment and invoice history
- Communication timeline
One trusted view of every member and client
Replace disconnected spreadsheets, manual registers and fragmented communication records with a structured member management system. Smart Source CMS consolidates profiles, subscriptions, payments, documents, activities and engagement history into a single secure platform.
- Maintain complete profiles for individuals, organisations, corporate members and other stakeholder groups.
- Track membership category, status, joining date, expiry date and renewal history.
- Record email, telephone, meeting, task and event interactions.
- Store related documents, forms, agreements and attachments.
- Segment members using categories, interests, demographics and engagement data.
NCSS Green Lane funding may be available
Eligible Social Service Agencies may receive support under the NCSS Transformation Sustainability Scheme for qualifying membership management projects submitted through the Green Lane solution pathway.
Our team can assist with requirements scoping, solution documentation, quotation preparation, implementation planning, configuration, data migration, training and post-go-live support.
Smart Source Client and Member Management System is not presented as an NCSS pre-approved solution. Funding may be available through the Green Lane solution pathway and remains subject to the proposed project scope, agency eligibility, prevailing funding limits, assessment and formal approval by NCSS. Please refer to the official NCSS website for current requirements.
Improve member service and administrative efficiency
Automate repetitive membership tasks, reduce duplicate data, improve communication and provide management with reliable operational insights.
Everything needed to manage members and clients
Smart Source CMS connects member information, subscription administration, payments, communications, events, documents, workflows and analytics in one integrated solution.
360-Degree Member Profiles
View contact details, membership information, payment history, activities, documents, communication preferences, event participation and related records from one profile.
Membership Administration
Configure membership categories, fees, validity periods, statuses, joining dates, expiry dates, renewal rules and eligibility requirements.
Renewals and Expiry Tracking
Identify memberships approaching expiry and automate renewal notices, reminders, follow-ups and membership status updates.
Payments and Subscriptions
Record membership fees and integrate one-time or recurring online payments with supported payment gateways.
Communication Timeline
Maintain a chronological record of emails, calls, meetings, tasks, notes and other member engagement activities.
Templates and Notifications
Generate personalised emails, letters, certificates, invoices and notices using configurable email and Word templates.
Event Management Integration
Connect member records with event invitations, registrations, attendance, payments and participation history.
Marketing and Outreach
Segment members and integrate with communication tools for bulk email, targeted campaigns, announcements and stakeholder engagement.
Dashboards and Reports
Monitor active members, membership growth, renewals, expiries, revenue, engagement and event participation through dashboards and reports.
Excel Import and Export
Import existing member data and export filtered records, reports and lists to Excel for authorised operational use.
System Integrations
Integrate with websites, payment gateways, accounting platforms, Microsoft 365 and authorised external or legacy systems.
Security and Audit Trail
Manage access using roles and Microsoft Entra ID while retaining a traceable history of important changes to member and client records.
Member Self-Service Portal
Provide members with secure online access to selected services and reduce routine administrative requests.
- Register or apply for membership
- Update profile and contact information
- View membership status and expiry date
- Renew membership online
- Make membership payments
- Download available documents and certificates
- Register for events and activities
Workflow and Process Automation
Standardise internal processes using Power Automate, business rules and guided business process flows.
- Membership application review and approval
- New member onboarding workflows
- Renewal and expiry notifications
- Payment confirmation notifications
- Internal task assignment and escalation
- Document generation and approval
- Automated status and record updates
Secure, scalable and configurable for your organisation
Smart Source CMS is built on Microsoft Power Platform and Dataverse. The solution can be configured around your membership structure, forms, approval processes, reporting requirements and integration needs.
- Microsoft Power Apps for operational applications
- Power Automate for workflows and notifications
- Dataverse as the centralised data repository
- Power BI-compatible dashboards and reports
- Microsoft Entra ID authentication and role-based access
- Web and mobile access through supported devices
- Configurable forms, views, rules and business processes
A structured path from requirements to go-live
Our implementation process covers requirements, configuration, migration, integration, testing, training and post-deployment support.
Discover
Review existing member processes, categories, fees, data sources, reports and integration requirements.
Configure
Configure member profiles, forms, statuses, workflows, templates, security roles and dashboards.
Migrate and Test
Prepare agreed member data, migrate records and complete system and user acceptance testing.
Train and Go Live
Train users and administrators, deploy the solution and provide post-go-live support.
Ready to modernise your member management operations?
Speak with our solutions team about your membership structure, renewal process, payment requirements, data migration, integrations and potential NCSS Green Lane funding eligibility.
Book a Free Consultation