Idealware intends to provide rigorous reviews of many different kinds of nonprofit software. However, it will take some time to create all these detailed reviews. Our A Few Good Tools series provides some thoughts in the meantime by recommending software that is used and liked by the Idealware community. They may not be the very best of their kind, but they have worked well for us. Perhaps they will also work for you.

Are you managing a membership organization? Then you’re probably tracking a lot of information about a lot of members – contact information, event registrations, dues, and much more. And perhaps you want to combine this member data with online registration or virtual communities for your members. Do you receive a lot of donations in addition? Then you’ll need to track those too, and their interactions with member dues. And what about committee management? Product fulfillment? Member directories?

It can be a complex set of requirements, and there’s an equally complex market of databases that have been designed to meet them. We asked seven nonprofit technology professionals what database tools they have found to be solid and useful for a variety of membership organizations, and combined their thoughts to come up with a set of tools that might be useful for you.

Note that the prices noted below include only the software and not the effort involved to install or customize the database, or to move your data into it. These costs can be substantial – often much more than the cost of the product itself – and vary widely depending on your needs.

Using Low Cost Constituent Databases

If you have only basic membership needs, you might be able to get away with an inexpensive database like eTapestry (www.etapestry.com), GiftWorks (www.missionresearch.com), Metrix (metrix.fcny.org), or a free, uncustomized version of Salesforce (www.salesforce.com), as covered in our A Few Good Low Cost Constituent Databases article.  These tools will allow you to track basic information about your members (contact information, level, renewal date) but won’t offer more sophisticated membership functionalities, such as online directories, event management, the ability to track different dues schedules, or the ability to cleanly understand the interactions between donations and dues.  

Lower End Online Integrated Membership Tools

In recent years, online functionalities – such as online member directories or the ability to register for events or pay dues online – have become important to many membership organizations.  A variety of affordable software packages have emerged that combine more traditional membership databases with these online features.  These tools could be a great bet for smaller organizations that focus primarily on building a member community online and through events, but they may not be as strong for organizations that need complex support for either donations or membership functionalities.   The tools below are built around hosted databases, meaning your data is stored by the vendor and accessed via the internet. 

• MemberClicks (www.memberclicks.com/):  A solid feature set for a good price, staring in the $60/month range. MemberClicks emphasizes a members-only community and has good online event and member registration functionality.  Member segmentation, email/faxing, content management, and member reporting are also available but quite basic.  Very responsive service. 
• Affiniscape (www.affiniscape.com):  Another solid and relatively affordable tool targeted at associations.  They support registrations, directories, segmented emailing, content management, and include smooth integration with QuickBooks.  Their transaction fees for online payments are very low, making them a good contender for organizations that take a lot of online payments. 
• GoMembers GoSeries (www.gomembers.com):  GoMembers has two levels of software.  One version (GoSeries) is fairly comparable to MemberClicks.  Their Q Series is more powerful and expensive and is included in the Powerful Association Management Systems section below.

Lower End Association Management Tools

Looking for a package that will support a wide variety of the functions typically associated with an association – such as tracking members, dues, events, conventions, product sales, committees, advertising tracking – but that is affordable for a smaller organization?  These tools provide a wide range of member functionality but are not as strong in fundraising support as the tools below. 

• IMPak, by ISSI (www.issimpak.com).  A solid tool that offers a wide range of association functionality through a web-based interface.  The company is established and has a solid reputation.
• Osprey, by Active Computer (www.activecomputer.com).  Like ISSI, Osprey is established, respected, and offers wide functionality.   With several different packages to choose from, Osprey could be a good choice for both smaller and mid-sized organizations. 

Donor Databases with Some Membership Support

For organizations who track both donors and members and need solid support for both, it’s worth considering a database system that specializes in fundraising support but that can also support members.  The tools below will are installed at your organization, meaning that all your data is physically in your possession, but also that you are responsible for maintaining the server and database.    

• DonorPerfect (www.donorperfect.com):  A solid database which is a bit less expensive than the others listed here. While it does not have as robust support for membership as some of the other options below, it is flexible enough to support moderate membership requirements if your staff is willing to put up with a few workarounds. 
• The Raiser’s Edge, by Blackbaud (www.blackbaud.com):  With by far the largest customer base of any tool here and a solid membership management module, Raiser’s Edge is an obvious candidate.  Blackbaud also offers a strong accounting package, making Raiser’s Edge a good contender for those who need deep integration of membership with internal accounting.  Plan on at least $10K to start and thousands per year in support.  Several contributors expressed reservations about their customer support.
• PledgeMaker (www.pledgemaker.com):   PledgeMaker offers some sophisticated support for membership organizations, including national organizations with chapters, at a comparatively affordable price.  Again, several contributors expressed concern about their customer support.    

Sophisticated Association Management Solutions

For those with robust needs, these association management systems have both a wide range of association functionality and a depth of functionality in many areas.  This level of software offers deep support for dues, event logistics, committee management, national/chapter relationships, product fulfillment, strong integration into accounting systems and websites – and also a strategic partnership with the vendor. These tools range from $15K to $100K or more to start.

• iMIS, by Advanced Solutions International (www.advsol.com):  A well-known, powerful Membership/Association management system targeted at large organizations and trade associations.  

• TIMSS, by TMA Resources (www.tmaresources.com): Another powerful association management solution, with an emphasis on internal management. 

• GoMembers (www.gomembers.com):  GoMembers’ higher end Q Series is a full featured membership and association management solution for larger and federated nonprofits.  Q Series includes robust member management, a website content management system, a virtual community, and ecommerce.

• NetForum, by Avectra (www.avectra.com). Another system which combines association management functionality with robust ecommerce and virtual community support.

• Aptify (www.aptify.com).  Like GoMembers and Avectra, Aptify offers an integrated online approach to association management. 

Solutions for Niche Membership Needs

Member organizations are a diverse bunch with widely varying needs.  While we’ve focused here on tools that will meet the requirements of a broad swath of organizations, there are a number of vendors who target particular niche audiences.  If you fall into one the areas below, keep in mind that there may be a number of tools available that were not addressed by this article.

• Smaller Organizations with Online Member Registration Needs.  If your primary membership management needs are to allow members to register online and to track their participation, you may be able to use a lower-end tool than most of those above.  Several tools that focus on online event sign-up also include basic membership management functionality.  For example, take a look at Sporg (www.sporg.com) or RegOnline (www.regonline.com). 

• Church and Synagogue Member Management.  There are a number of tools intended specifically to track the members of churches or synagogues, like DonorWorks and ChurchWorks by StarSoft (www.starsoft.com), DenariSoft (www.denarisoft.com), and VManager (www.vmanager.com).

• Public TV and Radio Membership.  Several of our contributors mentioned Team Approach by Target Software (www.targetsite.com) as a good candidate for public TV or radio stations that need to manage phone-a-thons, membership levels, and fulfillment of premiums. 

• Museum Membership and Ticketing.  Some of the ticketing software tools that target visitor based attractions (like museums and zoos) include membership functionality.  Two to consider are Vista by TicketMaster (www.tmvista.com), Paciolan (www.paciolan.com) and Galaxy by Gateway (www.gatewayticketing.com).   

• Performing Arts Membership Management.  For arts organizations such as opera or ballet companies, membership is interconnected with ticketing and seat assignment.  Several tools, such as The Patron Edge by Blackbaud (www.blackbaud.com), Theatre Manager by Arts Management Systems (www.artsman.com), and Tessitura by Impresario (www.tessiturasoftware.com), are targeted at these types of organizations.

• Large Organizations with Substantial Direct Mail Needs.  A number of companies that started as service bureaus or mail houses now offer sophisticated online databases as well as full service marketing and campaign assistance.  For instance, companies such as PIDI (www.pidi.com) or Amergent (www.amergent.com) could manage your entire membership renewal process.  These vendors start at several thousand dollars per month and are generally used by organizations with millions of constituents.  

Thanks to Aspiration for their financial support of this article, as well as to the nonprofit technology professionals who provided recommendations, advice, and other help:

• Steve Birnbaum, Jacobson Consulting Applications
• Brett Bonfield, NPower Pennsylvania
• Loretta DeLuca, DelCor
• Paul Hagen, Exponent Partners
• Eric Leland, Consultant Commons/ CompuMentor
• Scott Morgan , NPower New York
• Chris Steins, Urban Insight
• Robert Weiner, Robert L. Weiner Consulting

This article was edited by Idealware; any errors or omissions are Idealware’s sole responsibility.

Licensed under a Creative Commons Attribution-ShareAlike2.5 License

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