online membership sales with active carrot user guide

Prepared by Links Modular Solutions March 2014

Online Membership Sales with Active Carrot

User Guide

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Online Memberships User Guide February 2014 2

Table of Contents

Memberships in Links .................................................................................................................................. 3

Entering your Membership descriptions............................................................................................. 3

Publishing your Memberships ............................................................................................................... 4

Setting up your Active Carrot site ........................................................................................................... 5

Overview .................................................................................................................................................. 5

Logging into Active Carrot ................................................................................................................... 5

Membership Parameters ...................................................................................................................... 6

Adding Additional Questions ............................................................................................................... 6

Editing Terms & Conditions ................................................................................................................... 7

The Customer Experience......................................................................................................................... 8

Site Customisation ................................................................................................................................ 12


Memberships in Links

Entering your Membership descriptions

If you wish to, you can have a short description of the membership that displays online. To

enter this information you will need to add this to the comments field of the Membership Type

setup (in the membership details).


Publishing your Memberships

Before your customers can purchase memberships online, you will need to specify which of

your Membership Types can actually be purchased online.

To do this go to Admin> Memberships/VP> PublishMemTypestoWeb

You may want to consider the names of your membership types as these may be internal,

but now that you are selling online, you will need to be aware that it needs to be something

that makes sense to your customers.

For those you want to sell online, click on „Publish‟, then click on OK

Please note once you have setup membership types for online purchase you will need to visit

the club portal through the manager login and press the Clear Cache button. This must be

setup one day prior to you want to make online sales as a minimum.


Setting up your Active Carrot site

Overview

Once you have completed your setup in Links, you will need to complete the setup in Active

Carrot. You will only need to do this if you want to;

1. Change your choice of collection of Emergency Contact Details

2. Ask additional questions

3. Alter the original Terms and Conditions you sent through on your setup

documentation

4. Alter the Membership purchase confirmation email

If you have no further changes to make, then your site will be live at the URL you were

provided on order delivery. This will now need to be applied to your website for example a

button called “Join Now”

Logging into Active Carrot

Before you can login to Active Carrot you must make sure you have your manager

password, as supplied by your Links Representative upon installation or as you selected on

your order form.

To access the setup portal you will need to go to;

http://secure.activecarrot.com/manager

Then choose the site you wish to alter from the drop down

http://secure.activecarrot.com/manager


Membership Parameters

You can alter a number of parameters in the Membership Section of the Site Configuration of

the Manager Portal.

Instructions on how to use each feature are included within the setup pages.

Adding Additional Questions

Every club, facility or gym is different and often you will have custom questions you would like

to ask your customers when they sign up online. You can set up to 20 questions here (be

mindful how many questions you ask online, as too much can cause customers to disengage

with the sale).

All questions have a free text response, and the answers submit to the notes tab of the

Customer screen in Links. They are also included on the confirmation email that is sent to

both the member and the nominated email address for your site.

Simply enter the question in the field name field and Add Field

You can edit or delete a question, using the icons to the right of the questions


Editing Terms & Conditions

When you are first setup on Active Carrot, your terms and conditions will be setup for you. If

you need to alter these you can alter them in the Membership Terms page section of your

manager portal.

Please note this is HTML code, so if you are not familiar with this, it should be altered by

someone who is. If you simply need to change some plain text that is not a heading or other

special text, you can alter it like a Word document.

Hint: You can always copy the original text to a separate Notepad file, make your changes

and if you are not happy with the changes you can “backup” to the original text by copying

the text back over.

Membership Terms

These are the general terms and conditions for which you hold your customers to, to be a

member of your site.

DD Terms

These are supplied by LinksPay and setup upon your installation. If you do wish to change

them, we suggest that you consult your legal counsel prior to making any changes.


The Customer Experience

Below are some screenshots of the online membership sign up process, so you can see how

your setup affects the online site

From your website where you have a button/link such as “Buy Online Now” the customer will

see something similar to this (depending on your theme, membership types etc)


They will then choose the membership they wish to purchase and see this (This example is for

a Direct Debit contract, a term contract doesn‟t have the DDR information box)

They complete their details here, this is also where custom questions will show if you have

them setup.


Then they see the terms and conditions, based on what you provided in your setup.


On the final page they then see a confirmation of the membership pricing, direct debit start

date if applicable, pro rata etc. They can then also enter their bank account details or use

the credit card they use to pay for the pro rata for ongoing direct debits.

Once they confirm their purchase they will receive an email with the terms and conditions

they have agreed to attached as a PDF and this confirmation page will show.


This information is only if you have chosen to brand the site in-house

Site Customisation

Site Custom CSS

This controls the look and the feel of your online site. You will need a qualified web designer

or similar to adjust this.

These are controlled in two parts – Customer (member portal) and Public Pages

For public pages (i.e. Online Memberships) there is a basic editor you can use if you wish to

upload images.

Please note images will need to be hosted elsewhere or can be hosted within the site by

uploading them to the Site Images Repository


Memberships

This section allows you to enter an email address that will CC all membership purchases

confirmation emails to. You can also define the content you wish to include in your

confirmation email. Again this is entered in HTML code.

online membership sales with active carrot user guide

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