The case studies presented on this site are based on real client experiences. However, to respect privacy and confidentiality, identifying details such as names, industries, and specific business information may have been adjusted or generalized. The core challenges, solutions, and results remain accurate and are shared to illustrate the types of work I do and the transformations I help create. If you’d like to discuss how these strategies could apply to your business, feel free to reach out!

Industry: Business

The Challenge

Managing a membership with 1,000+ members is no small feat – especially when everything is done manually. My client, a business coach running a high-volume membership program, was tracking payments, cancellations, and renewals without the help of any automations. Note: While I recommend some manual membership management, I always recommend automations where it makes sense. This particular client used multiple tools and the automations we tried weren’t reliable enough. We needed a different solution until the client was ready to change platforms. 

Without a structured system, keeping tabs on failed payments, expired memberships, and group access quickly became overwhelming. The manual process led to:
🚩 Difficulty identifying members who had missed payments
🚩 Uncertainty around who should still have access to membership resources
🚩 A time-consuming and stressful workflow that made it hard to scale

My client needed a way to organize their member data so they could quickly take action without spending hours searching through spreadsheets or messages.

The Solution

The complexity of the membership tools at the time made it difficult to implement reliable automations. Instead, we built a structured, easy-to-use system that allowed us to manually manage their membership efficiently. We focused on:

✔ Member status tracking – Creating a clear system that categorized members as active, pending payment, failed payment, or canceled.
✔ Simplified payment monitoring – Establishing a routine for quickly identifying failed payments and sending follow-ups.
✔ Access control management – Ensuring members who canceled or failed to pay were removed from exclusive content, avoiding unauthorized access.

By implementing a centralized dashboard, we could easily see:
✅ Who needed payment reminders
✅ Who had canceled (PayPal cancellations can be tricky without systems in place)
✅ Which members should be removed from private community or resources

The Results

With this system in place, we were able to:
✅ Save time – Managing 1,000+ members no longer felt chaotic or overwhelming.
✅ Improve member retention – Proactive payment recovery led to fewer lost members.
✅ Stay organized – No more searching through scattered data to figure out who needed attention.

Even without automations, this structured system gave my client full control over their membership, making it easier to manage their growing community with confidence.

 

Need a streamlined system for your membership or digital product?

I specialize in helping wellness practitioners build, simplify, and scale their memberships, courses, and digital offers with systems that work. If you’re facing similar challenges, let’s chat about how we can create a solution that fits your needs.