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People

Membership Database
Built into your ClubExpress website is a complete membership database for your club or association. With ClubExpress, you move your membership database online, making it available to authorized administrators and ensuring that it's secure, properly formatted and backed up. ClubExpress includes a full suite of database management tools, as well as the ability to run reports or data exports of this data.
Member Types, Renewals and Expirations
ClubExpress allows you to define any number of member types, each with different durations, fees, availability and other properties. Member types can include multiple people with or without the ability to login. ClubExpress gives you full control over how your club or association handles renewals and expirations.
Signups, Renewals and Expirations
New members can sign up online using the Member Signup Wizard. ClubExpress also handles renewals and expirations for you automatically. Renewal notices are emailed or mailed based on a schedule you determine and the database is always current.
Member Profile
Members have their own username and password to login and view member-only content. The Profile screen allows members to update their personal information, bio and photo, and preferences for forums, interest groups and other modules, and to view a complete transaction and payment history.
Committees
ClubExpress allows you to track the various committees and subcommittees in your organization, including the board of directors. Committees can be defined as open or closed, with specific titles and terms of office. 
Non-Member Database
ClubExpress also includes a separate database of non-members, people you need to keep in contact with such as prospective members, event registrants, donors, press, local government and public safety officials, and other interested persons. The system includes database management tools, reports and exports for this database, as well as the ability to send emails to all or part of this list.
Member Interests
Clubs and associations use the Interests module to describe various special interests, activities, affinities and expertise within the membership. Interests are grouped into categories which you also define.
Volunteering
Track volunteering opportunities with multiple "slots" and multiple people required for each slot. Track attendance and hours spent volunteering for the club.
Social Networking
ClubExpress has the most powerful integration with major social networks of any AMS.
  • Link from the website to your club's Facebook and LinkedIn page, Twitter feed, etc.
  • Display your club's Facebook page or Twitter feed as a widget on your website.
  • Allow members to define links to their personal social networking pages.
  • Users can "share" a club page or event on their personal social networking pages.
  • Push website updates, blog posts, events, and other news to your club's social networking pages.
  • Facebook meta tag image support.

Website

Look and Feel of your Website
Select a built-in template and layout, then customize it in millions of ways, including the appearance of text elements, color schemes, design schemes, and menu appearance. Add a custom header, background image, and watermark. Customize further with full CSS3, JavaScript, and jQuery support.
Custom Web Pages
Create as many static web pages as you need, with full control over text formatting, photos and other images, embedded audio and video, links, etc. You also have full control over the website's Home Page, including separate content for members vs. the public.
Photo Pages
Upload as many hi-res digital photos as you want, organize them by tags and place them on specially designed photo pages. The system stores each photo in different resolutions and optionally allows users to download hi-res photos from the website.
Event Calendar
ClubExpress supports a powerful event calendar with online registration and payment, as well as attendance tracking. The calendar supports single-activity or multi-activity events, multiple pricing options, the ability to add companions to an event registration, event-specific questions, event filtering and category tools, and many other options.
Document Library
Create a library of documents, organized into any number of folders and sub-folders, with full control over visibility. You can track how often each document is downloaded, and even allow members to upload and comment on documents.
E-Commerce Storefront
Sell club merchandise through your website, with support for any number of products and product variations, inventory tracking, online ordering and payment, shipments, backordering, and many other properties.
Other Website Functions
ClubExpress also supports a News function for announcements, an Articles function to organize and reuse content, an FAQ / Technical Library function to display articles in a QA format, online donations, committees, member interests, blogs, and other special functions.
Mobile Device Compatibility
ClubExpress websites are fully compatible with smartphones and tablets. They will dynamically reformat to show website content appropriately for each type of device. You can create special versions of your home page, page header, content boxes, and custom web pages for mobile devices.
Domain Names and Traffic Monitoring
Use your own domain names and to create Quick Links to any page. You can integrate with Google Analytics to monitor website traffic.

Money

Online and Offline Payments
ClubExpress fully supports online credit card payments for memberships, event registrations, donations, storefront purchases and misc. charges. There is a built-in merchant account or you can use your own merchant account. ClubExpress also supports Paypal, printing an invoice to mail a check, and allowing admins to record check and cash payments.
Integration with your Bank Account(s)
ClubExpress fully integrates with one or more club or chapter bank accounts, allowing us to remit funds collected through the website directly to you, automatically every 10 days. Credit card processing fees and our monthly hosting fees are also collected through this interface. For multi-tier organizations, ClubExpress can even distribute funds into chapter bank accounts automatically.
Transaction and Payment/Credit History
Behind the scenes, ClubExpress manages transactions and payments using proper accounting principles. The system supports multiple payment types, partial payments, credits, and financial accounting. Members and admins can view a complete history of all transactions, payments and credits.
Integration with QuickBooks
ClubExpress is not a full accounting system for your club or association. But we optionally integrate with QuickBooks so that transactions, payments, credits, fees and "customers" can be exported from the system and imported directly into your QuickBooks database. (Note: an additional one-time fee applies to this option.)
Donations
Create multiple funds into which members and non-members can make donations. The system also supports matching corporate donations and tracking non-cash donations.
Reports and Data Exports
ClubExpress provides an extensive range of financial reports and data exports, each with many filtering and output options.

Club

Club Properties
Control the keyword used for your organization (club, society, association, etc.) as well as members, chapters, and other properties.
Multiple Security Levels
ClubExpress supports seven separate levels of security and you can have as many people as you need at each level. We do not charge you based on the number of admins you need.
Organization Data
ClubExpress powerfully supports multi-tier clubs (with chapters, districts and regions.) Many functions have been multi-tier enabled so that, for example, chapter members only see events, committees, and other members in their chapter. The system also includes a powerful Chapter Finder function.
Club Functions
ClubExpress includes special functions to display club contacts, committees and subcommittees, news and press releases, benefits, event calendar, donations, E-Commerce storefront, and surveys. Each of these functions supports dozens of options based on the different ways that clubs operate.
Joining Agreement
Many clubs and associations require members to sign a joining agreement, perhaps as a waiver of liability or a code of ethics to which the member must agree. ClubExpress fully supports this option.

Communications

Emailings
ClubExpress provides powerful support for blast emails to members and non-members. You can create complex distribution lists based on the member and non-member databases, then save them for later reuse. The system supports fully formatted emails, including personalization, embedded links, images, and attachments, and saved templates that you can customize at any time, test emails to oneself, tracking who opens the email, and comprehensive bad email handling.
Discussion Forums
ClubExpress supports a powerful discussion forums module, allowing you to create any number of online or email-based forums (aka listservers). Each forum has full control over membership (all members, opt-in, linked to a committee, or interest group, or chapter, or member type, etc.) Forum messages are organized into threads, and support attachments, embedded photos, links, and full formatting. Forums also include a powerful search function, a full suite of forum configuration tools as well as thread and message management tools.
Chat
ClubExpress supports a powerful real-time Chat function on the mobile app and through the website. Create any number of chat “channels” that support immediate messaging to all channel members, avatars, emojis, links, photos, likes, and replies.
Meets
The unique Meets function on the mobile app and through the website allows members to opt-in to meet with other members in their immediate vicinity. Members have full control over their visibility and the amount of time they are available to meet.
Blogs
ClubExpress allows clubs to create any number of blogs that are managed by a knowledgeable member, with full support for formatting, links, embedded photos and videos, comments and other common blogging features.
Surveys
ClubExpress includes a surveys function that supports multi-page, multi-question surveys. Each answer can be in one of 25+ different formats. The surveys function has special options to allow a survey to be used for club elections. The system also supports Quick Polls, one question only with the answers immediately visible.
Ad Hoc Forms
Create any number of ad hoc forms to collect information from members and non-members. These single-page forms can have as many questions as you need, with the answers in 25+ different formats. Forms can prompt for attachments and you can optionally charge a one-time fee to submit a form.
Classifieds
Allow members and optionally non-members to post classified ads for items they want to sell. Optionally charge a fee to post and renew an item, with full control over how long an item remains visible and how many times it can be renewed.

Professional and Trade Associations

Contact Log / CRM Module
This optional module allows admins to track every contact with members and non-members, including emails, phone calls, faxes, letters, meetings, etc. For each contact, you can manage a followup date, category, description, status, responsible staff person, and priority. Reports and exports make it easy to manage this data.
Continuing Education and Certification 
The Continuing Education and Certification module allows professional associations to track the different ways in which members (and, optionally, non-members) can maintain certifications by earning CE credits/units/points. The module begins by defining one or more certifications and the units necessary to earn and maintain a certification. You can define fees for exams, renewals, study materials, and classes. You can also define the length of time a certification is valid before it needs to be renewed. Then you define the different ways in which members can earn credits/units/points, including attending classes, working in their professional field, writing papers or books, presenting at conferences, volunteering on association committees, etc.

Once the module is configured, members sign up for certifications. They can enter their professional activities in the various categories for review by the association. Supporting documentation can also be uploaded. Once a sufficient number of credits/units/points have been earned, the certificate is awarded or renewed and can even be printed from within the software.

The module provides a full suite of tools to allow administrators to review and approve certifications and print certificates, welcome letters, and mailing packets. It also provides a full suite of tools to allow administrators to review and approve continuing education credits/units/points. These can be earned in different ways, including through the attendance of pre-approved classes.
Jobs Board
This module allows professional and trade associations to post available jobs that members (and optionally non-members) can view. The system allows members only to post jobs that may or may not immediately become visible. There may be a fee to post a job and jobs will be visible for a defined period of time, with the option to renew a listing. The module does not currently support non-members directly posting jobs.
Online Professional Development
The Online Professional Development Institute (OPDI) module was developed for an association that offered its own online courses, to allow members to earn continuing education units (CEUs) and points towards a certificate. Students can take a variety of courses in different tracks, focused on different knowledge domains and based on their individual career goals. Courses are presented online using the Sakai Learning Management System (LMS), an open-source platform that is one of the most respected ones available. This module interfaces with an instance of Sakai managed by the LAMP Consortium (http://lampschools.org).

Please note that activating these modules requires an additional one-time setup fee.

Chapters

Chapters, Districts and Regions
ClubExpress provides powerful support for multi-tier clubs with chapters, districts and regions. We support two separate models that reflect the different ways in which multi-tier clubs are organized.
Model 1: One Website
In this model, there is one website belonging to the top-level club. Members join at the top level and are then assigned to one or more chapters. The hierarchy can have up to three levels below the parent club: chapters grouped into districts, which in turn can be grouped into regions. The website and database belong to the parent organization which manages and controls the subgroups directly.

In this model the parent club defines member types and dues, including chapter, district and region dues. You also have full control over how many chapters you can join. Each subgroup can have its own bank account and ClubExpress can automatically distribute fees collected for each subgroup into its account. You can have subgroup administrators who can define events, committees, document libraries, web pages and discussion forums just for the members of that subgroup; they can also run reports and send emails only to the subgroups they manage. 

Model 2: Mutiple Websites
In this model, the local chapters are independent and each has its own website and database. Members join at the local chapter level and each chapter is responsible for defining member types and dues. Members login to that website to update their profile, participate in discussion forums, register for events, make payments, etc.

But these individual chapters may also be part of a larger organization, serving in a "parent" role, aggregating members, events, discussions, etc. This parent organization will have its own website and members of the individual chapters can also login to this website to perform the same activities described above at the higher level. The top-level organization has a virtual database. Administrators at this level can view member contact information, define committees, discussion forums, share events, share the member directory, etc. Every chapter can use the same template to reinforce a common brand and identity across the whole organization. This template can have a panel that's controlled by the parent organization but visible on the websites of each local club.

Mobile App

The ClubExpress Mobile App was designed from the ground up for smartphones and tablets, running on both Apple iOS and Google Android. It is designed for members only, who will download the app from the Apple AppStore or Google Play and install it on their devices. ClubExpress will build a separate app for each club or association, with its own home screen icon, splash screen, and branding. Members login once with the same credentials that they use on your website and if they click the "Remember Me" option, they can login automatically after that.

Channels
The mobile app is built around "channels", which are generally defined by administrators through the website Control Panel. You can have as many channels as you want and channels can be defined in eight different ways:
  • All active members
  • Member opt-in
  • Administrator defined
  • Based on an interest group
  • Based on a committee
  • Based on a member type
  • Based on a subgroup (chapter, district, region)
  • Based on the answer to an additional member data question
For clubs and associations that have activated the mobile app, you can also create a channel when you create an interest group, committee, member type, or subgroup. Members have new options on their Profile screen to manage the channels available to them as well as their mobile Profile. For example, members might have access to a specific channel because of their membership in an interest group but it's up to them to decide if they will actively participate in this channel on their mobile device.

Channel privacy is strictly enforced. Members will only see the channels that they have access to. A club could have a hundred channels but if a member only has access to five of them, they won't know that the others exist. And channel data is never available to non-members.
Your Website on the Mobile App
The Chat and Meets functions are also available on your website! For example, users who want to participate in channel chat from their desktop or laptop computers can easily do so by logging into your club or association website.

The mobile app also makes your complete website available on the mobile device, including all custom pages, modules, the member menu, a member's individual Profile, the renewal wizard, the event registration wizard, and many other screens. The look and feel for all screens and modules has been optimized for mobile devices.
Setup
The mobile app has a one-time setup fee of $100. This covers our time to build a version of the app specific to your club or association. After that, you will pick one of two options for how members will download the app to their device:
  • Members will pay $2.00 to download the app. Apple and Google keep 30% of this fee (60¢). The balance is split equally between ClubExpress and your club or association (70¢ each.) This amount will be paid to you within 30 days of the end of each month.
  • Members will download the app for free but ClubExpress will then charge you 70¢ for each download, charged within 30 days of the end of the month.
We know that many of you will want to evaluate the mobile app before committing to it. So we created a version of the app for our Northwest Balloon Club demo club. For instructions on how to download this app, click here. When you are ready to activate the mobile app, go to Control Panel - Website tab - Setup section - Mobile App Setup and follow the prompts.

Please note that activating the mobile app for your club or association takes a little time. You need to create a couple of images and icons and upload them to your website. We need to review them, build the customized app, and submit it to Apple and Google. Then it may take a few days before they approve the app and make it visible in the Apple AppStore or Google Play. We will notify you when this is done so that you can notify your members.
Channel-based Features
Once members login, they select a channel from a popup list and then they have access to five special functions that are channel-based:
  • Meets - uses the geolocation features of the member's device to help them meet other channel members. Member participation in Meets is entirely optional; if they are concerned about privacy, they simply don't make themselves visible. But if members are in a time and place where they’re open to meeting other channel members, they can make themselves visible for a specified period of time.
  • Directory - shows a list of channel members, allowing members to look each other up. This function respects the visibility settings defined on the website. It also integrates with email, texting, and calling on the user's mobile device.
  • Chat - this is a live chat function similar to those provided by Facebook, WhatsApp, Slack and other popular platforms, but limited to the members of a specific channel. Chat displays a sequence of messages posted by channel members, each message including the member's avatar or initials, their name and the date/time when the message was posted. Members write messages up to 500 characters in length; they can also include an image, external links, or links to an event or poll in each message. The Chat function also includes live notifications through your device whenever new messages are posted to a channel chat. There is also a "Like" function and admin tools to edit or delete inappropriate messages. 
  • Events - this is a calendar specific to the channel. It also allows members to create their own QuickEvents to share with other channel members.
  • Polls - this is a quick poll function, allowing channel members to vote on issues of importance to them. It also allows members to create their own Polls to share with other channel members.

Event Calendar

Event Registration
Define registrant types with event registration fees. Create as many registrant types as you need, and accept online payments for registrations.
Event Capacity
Limit the capacity for your event and track the number of registrations.
Emailings
Send targeted emailings to event registrants. Remind your registrants about the upcoming event and send event updates.
Event Fees
Define different fees for members, non-members, and guests, for each activity. Fees can change after a specified date. Control when and where payment is made.
Admin Tools
Full suite of admin tools to manage and edit registrations and payments, run reports and exports, and print name tags.
Copy Function
Copy events one time or multiple times by day, week, month, or year.
Track Attendance
Track attendance and build attendance reports.
Multiple Activities
Create multiple activity events and even span days. Charge different amounts for different activities, and set registrant types for individual activities.
Grid or List View
Set your default view to traditional grid or list view. Click on the event short description or day to see the fully customizable HTML details.
Agreements and Policies
Optionally define an event release/waiver agreement that all registrants need to sign. Optionally define cancellation and refund policies.
Quick Events
Create Quick Events that allow members to register with just one click! Optionally allow members to add their own Quick Events to the calendar.

Security, Privacy and Ownership of Data

Comprehensive Security
The ClubExpress security implementation exceeds all national requirements and is the most comprehensive of any company in the industry.
Physical and Network Security
Our servers are located in a high-security, commercial-grade data center, operated by one of the most respected hosting companies in the business. No one gets physical access to the servers, not even us (we manage them remotely using a powerful VPN.) The servers are located behind a firewall that is locked down tight; we don’t let anything in except what is specifically permitted by the platform. Our hosting company has passed both SSAE16 Type 2 and SOC2 Type 2 audits.
Redundancy
Multiple redundancies are built into the system. Servers run hot-swap power supplies and hard disks and use RAID technologies. Data is backed up nightly to offsite storage, and the database servers are also backed up in real time.
Passwords Encryption
Member and admin passwords are fully encrypted using one-way hashed and salted algorithms. We can reset them but we cannot read them (in case a member uses the same password for different websites.) Credit card data is encrypted within the database using Triple DES. ClubExpress is fully PCI (Payment Card Industry) Compliant as a Level 2 merchant. A current PCI Compliance certificate can be provided on request.
7 Separate Levels of Access
ClubExpress supports 7 separate levels of administrator/coordinator access, and you can have as many people as you need at each level.
TLS 1.2 Support
As a final layer of protection, as soon as a member logs in, the whole interaction from that point forward is done as a secure session, using TLS 1.2. This is a significant burden on our servers but we feel that it’s worth it for the additional protection provided. Member and admin interactions with ClubExpress cannot be sniffed or intercepted. ClubExpress is the only association management vendor to receive a grade of “A” from the Qualys SSL Labs testing service. https://www.ssllabs.com/ssltest/
Members Have Full Control of Their Data
Members have full control over the visibility of their data, including the ability to receive emails and whether they appear in the member directory and what information is shown. Of course, you can also turn off the membership directory completely so that member data is only visible to authorized admins.
You Retain Ownership of Your Data
ClubExpress is an Online Service Provider (OSP). As such, you retain ownership of your data at all times. ClubExpress will never sell, barter, trade or otherwise share member or non-member data with 3rd parties. We will never contact your members or non-members directly except as part of the official business of your organization (for example, to send members a scheduled renewal notice.) And we never put advertising on your website!

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