Onboarding That Makes Switching Membership Software Simple

Software Onboarding Tools That Help You Switch Systems with Confidence

Changing your membership management platform is a big decision–one that comes with questions, pressure, and high expectations from your board and executive team.

With Member365, you’re not just getting software. You’re getting a team that’s led thousands of association professionals through this transition following a structured onboarding process. From your first call to final launch, we guide every step, track progress, and help your team feel fully supported.

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Once we got everything ready to go, it took us just a couple of days to make the switch to Member365.

Annie Oxarart, Admin Director, Association for Fire Ecology

The Member365 platform is excellent, but the people they have working for them puts them in an entirely different category.

Michelle Mackenzie, Executive Director, Ontario Municipal Human Resources Association

What You’re Really Wondering

Our onboarding system is designed to be collaborative, flexible, and tailored to your organization’s unique needs.

1

Will I be on my own for setup?

Not a chance. From day one, you’re matched with a dedicated onboarding coach–your go-to person for strategy, setup, and employee training. No call centers. No handoffs.
2

How much time will this take?

It depends on how fast you want to go and your business needs. Most organizations complete onboarding in 60-90 days with about 10-20 hours of involvement. Some go live in a week. We move at your pace, not ours.
3

What if our member data is messy?

That’s normal — and our project management process is ready for it. We provide import templates, help you make sense of what you’ve got, and guide cleanup. Our goal is to eliminate manual work and repetitive tasks, so you’re not left guessing or rebuilding things from scratch.
4

Will it disrupt our renewals or events?

No. We work with you to plan a launch that supports the right time to go live–whether that’s your next renewal season, annual event, or a quiet window in your calendar.
5

Do we get additional support after onboarding is done?

Yes — our relationship doesn’t end at launch. Once you’re up and running, our customer service support team is still here to help with questions, updates, and new initiatives. New users? You’ll always have access to additional support whenever you need it.

What Your Onboarding Journey Looks Like

Whether you’re launching in a week or planning ahead for your renewal season, here’s how we guide you from “we just signed” to “we’re live and loving it” — with a great onboarding experience every step of the way.

Project Initialization

FIRST STEP

The transition to Member365 was effortless, it proved as easy as we’d hoped it would be. It’s opened up my time to connect better and more personally with members.

J.T. Morris, Managing Director, Orpheus Musical Theatre

Step 1: Software System Provisioning

We kick things off by setting up your new software environment and handling the essential technical groundwork. During this first day, we’ll:

Ask you to complete and submit a brief technical questionnaire to align setup with your needs
Provision your software platform and send login access to your team
Configure critical settings, including:
- Email authentication (DMARC, SPF, DKIM)
- Data encryption and security defaults
- Credit card payment processing setup
Provide access to our built-in onboarding program, which includes an intuitive interface for task management so you always know what’s next

Set The Plan

STEP II

Step 2: Meet Your Onboarding Coach And Set The Plan

This first call kicks things off with clarity and structure. You’ll meet your dedicated Customer Success Coach and get a full walkthrough of the onboarding plan that’s been tailored to your goals.

Get access to our onboarding tool–a clear task list with responsibilities and progress tracking
Customize the timeline based on your target go-live date
Schedule all future onboarding calls in one go–no follow-up chasing needed for future onboarding calls
Ask any immediate questions
Receive your first task: prepare your membership structure for the next step

Membership Configuration

STEP III

Step 3: Membership Strategy Call

Before we meet, your team completes a short questionnaire about the first membership category you’d like to configure. From there, we take the lead–setting up your membership structure and related automated workflows based on your use case.

Then, we meet via Zoom to review it together–walking through the entire workflow, automation logic, and member experience.

This is a collaborative working session designed to build your confidence. And we don’t stop there–we’ll repeat this process for each membership category you plan to offer, one at a time, so nothing gets missed and everything is set up right.

Review the membership setup we’ve built for you

Train you on how to use the Member365 membership configuration tool

Walk through the full application and renewal process from the member and admin perspectives

Data Import

Step IV

Member365 solved our renewal problem in no time, but also drastically cut costs and boosted the impact on every membership management task we perform.

Sandy Mcquarrie, Manger, RCR Association

Step 4: Data Import & Validation

We make importing your member data simple, accurate, and stress-free. It’s a white-glove process designed to protect data integrity, save you time, and lay the foundation for effective onboarding and long-term ease of use.

You’ll receive a customized data import template based on exactly what you plan to bring over–no guessing required
We provide clear, step-by-step instructions to help you fill it out
Once submitted, we run both machine and human reviews to catch errors or formatting issues
When it’s ready, we handle the import for you–no technical work on your end
You simply review and approve the imported data

Member Portal

Step V

Step 5: Member Portal Support

We help you launch with a clean, branded member portal that works from day one–no extra build-out required.

1
We configure your portal settings based on your membership structure
2

We help you configure your organization profile (logo, address, default email addresses)
3
Your branding, logos, and key content are added by our team
4
Member login, renewals, applications, and self-service tools are tested and ready
5

You’ll see exactly what your members will experience, and we’ll tweak it together as needed

Team Training (Live + Recorded)

Step VI

Member365 support has been an utter game-changer for my organization and professional life.

Deirdre McKennirey, Canadian Society of Physician Leaders

Step 6: Employee Training & Launch Planning

We don’t just show your team how to use Member365–we help them feel confident using it. This is where everything comes together–your team is ready, your portal is live, and your members are about to have a much better experience.

Training sessions are delivered via live Zoom calls (all recorded and archived for future use)
We walk your team through key automated workflows: managing members, processing renewals, pulling financial reports, and more
We customize training to fit your structure, whether you’re all staff, all volunteer, or somewhere in between
We help you plan your launch around your renewal cycle or other key dates–so it feels natural, not disruptive
You’ll also have access to ongoing training materials, including a searchable knowledge base, live webinars, recorded walkthroughs, and strategy-focused blog posts

Success Stories

See How Associations Like Yours Made the Switch–And Never Looked Back

These aren’t just case studies–they’re proof.

Professional associations and nonprofits moved from legacy systems, spreadsheets, and costly custom builds to Member365. The result? Smoother operations, stronger member engagement, and teams that finally had time to lead, not just manage. Explore their journeys below.

Migration From Wild Apricot

Why switching from Wild Apricot to Member365 led to stronger member engagement at the Association for Fire Ecology

From Custom Chaos to Scalable Success

A national association left behind a costly custom build for a flexible platform that saves time and reduces complexity

Switched From YourMembership in 8 Weeks

How a national association upgraded its member experience and simplified payments before its biggest event of the year.

Canadian Association of General Surgeons

Association of Supplier Diversity Professionals

See Why Associations Trust Member365 to Guide Their Biggest Tech Transition

You’re not just choosing software. You’re choosing a partner that understands how associations work–and how to lead you through change. From onboarding to launch (and well beyond), we help membership teams simplify operations, improve engagement, and feel confident in every click.

For us, Member365 replaces the functionality of a team of 30. One staff member can do the work of 10, saving us a fortune in administrative costs.

Robin Hoyle, Executive Director, Pain Societies

Frequently Asked Questions

I have an existing membership website. Will Member365 work with my website builder?Stephen Foley2025-04-30T15:26:00-04:00

I have an existing membership website. Will Member365 work with my website builder?

Yes. Member365 is platform-agnostic and easy to integrate with your existing website design–whether you use WordPress, Wix, Squarespace, or any other website builder. You can embed forms, portals, and payment links directly into your site to create a seamless experience for your website visitors without needing custom software development.

Does Member365 offer a free trial?Stephen Foley2025-04-28T11:04:20-04:00

Does Member365 offer a free trial?

Yes! Member365 offers a free trial so you can explore the platform firsthand & in real-time. You’ll get access to key features like email marketing tools, membership CRM, online store, and event management–giving you a great opportunity and a clear picture of how it can support your organization before you commit. Get in touch with us to discuss your specific needs.

How do we stay organized and follow best practices?Stephen Foley2025-04-14T15:52:35-04:00

How do we stay organized and follow best practices?

We hear this a lot–and that’s exactly why we built a custom onboarding tool with built-in task lists. Each task is mapped to your project and assigned to the best employee so everyone knows what’s next. It’s part of what makes our onboarding process so strong: fewer surprises, more alignment, and a clear path forward for your whole team.

We’ve baked in onboarding best practices every step of the way to keep your project on track. And because everything stays organized, your customer experience–from staff to members–feels smoother from day one.

What happens when we hire new employees?Stephen Foley2025-04-14T15:40:45-04:00

What happens when we hire new employees?

Bringing new team members on board shouldn’t mean starting from scratch. With Member365, all training sessions are recorded and archived, so new employees can quickly get up to speed. New hires will also have access to onboarding documents, walkthrough videos, and our knowledge base–so they can get answers fast and stay aligned with your team. A strong onboarding process doesn’t just help you launch–it helps you grow.

How does Member365 help new members get started and answer questions?Stephen Foley2025-04-14T15:31:55-04:00

How does Member365 help new members get started and answer questions?

Our built-in onboarding platform is a great way to welcome new members and guide them through their first experience. From self-service portals to automated welcome emails, Member365 helps you answer questions before they’re even asked. When you choose the right onboarding software, you’re not just streamlining admin work–you’re creating a better first impression for every new member who joins.

What makes Member365 one of the best onboarding software solutions for associations?Stephen Foley2025-04-14T15:30:47-04:00

What makes Member365 one of the best onboarding software solutions for associations?

It’s more than features–it’s about the experience. Member365 combines hands-on support with software designed to guide your team through every step. From welcome emails to automated workflows, our tools improve the employee experience and make onboarding smoother for everyone involved. It’s not just about getting set up–it’s about setting the stage for long-term success with the right software solution behind you.

Do we get any onboarding documents?Stephen Foley2025-04-14T15:20:13-04:00

Do we get any onboarding documents?

Yes — we provide onboarding documents throughout the process to guide your team step by step. In addition to our knowledge base, you’ll receive resources specific to your project, including recorded Zoom sessions, walkthrough videos, and access to our onboarding program. It’s the best way to support your team through a strong onboarding process — and the software helps keep everything centralized and easy to reference.