An operational software system is likely something your organization relies on to complete important everyday tasks, such as drafting member fees or handling member check-ins. But are you relying on your system to help you better engage constituents? Check out this list of software functionality—and how you can leverage these items to get creative in connecting with your community.


The ability to include an alert on a member's record can, for example, prompt front-desk staff to have a necessary conversation about billing upon check-in. But member alerts don't have to revolve around negativity; use them to surprise and build relationships.

  • ‍Set an alert to congratulate a member on a set number of check-ins, such as 100th check-in or first check-in since surgery
  • If a member joined online, set an alert to welcome him on his first visit to the facility
  • Was the member one of your most active last year? Set an alert to inform and congratulate the member on his milestone


A great way to engage new members is to ask them about their interests during the join process. It's one thing to just hand them a schedule. What if you proactively got them involved according to their goals?

  • By pulling a custom report based on interests, you can group new members with other new members of similar interests. The accountability and friend factors are key for retaining new joins
  • Remember: In order to drill down this well, good data must be entered upon joining, and on a consistent basis from member to member

Facility Usage

Besides using a facility usage report to monitor peak times and set class schedules, you can get pretty creative with the information you receive in order to celebrate milestones.

  • Look at the facility usage of all members over a set time frame, such as during an entire calendar year
  • Sort by number of check-ins and identify your top 10 facility users
  • Provide some sort of recognition for the members by posting their names and congratulating them on their commitments
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