Today's world is online. The writing of cheques and mailing envelopes
for making payments has now become the exception. Online payments are commonplace, and we
must provide this option if we hope to retain what members we have, and
encourage others to join. The cheapest, and most popular service for
online transactions is PayPal.
For HKVCA there is a two-step process to active membership:
the individual registers as a new/renewed online member,
the individual pays current dues.
Definition of Online Services
An online service refers to any information and services
provided over the Internet. For our purposes, HKVCA services may
include all or some of the following transactions from the
public:
Payment of Membership dues - joining and renewing
Retail sales - items and books
Making donations
Others, as required and agreed
These services could also include
payment to individuals or regions from HKVCA as authorized.
Scenario for New/Renewing Member
Individual decides he/she would like to become a member
(or would like to renew online).
They visit our online membership
registration page which is secure (https).
When the
register page is displayed, it contains various fields that must be
filled in. The
individual is assisted by automated tools such as hints as they complete the
form.
For security reasons, once the Registration Form is filled in, the
individual will receive a confirmatory email in their inbox. The
individual must click on a link which will allow the registration
process to complete. This step validates the email address provided.
Once the registration process has completed, the new/renewed member
will login and be sent to a payment page where payment options are
displayed. The individual has the choice of various
credit cards or PayPal, or perhaps a bank.
Member can elect to pay current year or several years (note: only
current year supported in Version 1).
The individual can elect to make a donation in addition to
membership dues if desired. ***not implemented in Version 1***
Once the payment has been validated by PayPal, the membership
secure database is updated.
The new/renewed member receives an email receipt from PayPal.
Notification of this event, containing essential information
(including chosen region), is sent to the National Treasurer and the
Region membership rep by email so that both are in the loop.
Treasurer will also see the transaction update via his PayPal
account Dashboard.
Follow-on Activities
The Region membership rep contacts the new/renewed member, welcomes
them, and requests any other information needed.
Region membership rep checks to prevent duplicate memberships, ie:
is person a new member, or a current member renewing online for the
first time.
On a schedule set up by the Treasurer (quarterly?) there is an accounting of
funds between National and Regions.
Details of the new/renewed member are added to the quarterly
membership report submitted to National by each Region.
Future Development
Online Services will be reviewed periodically for effectiveness, and
the potential for development of new capabilities.
Possibilities include:
sending auto-reminders (emails) reminding members that dues are
"due".
integration of all members into one database, whether they
joined online or previous.
Approval:
President: ___________________
Mike Babin
Date: ____________________