AI Automations Guide

How AI Automations Work

All 12 automations live on the AI Automations page in the left menu of the app, grouped by the plan tier they will belong to after beta (Autopilot Max, Autopilot Pro, Autopilot, Included). Each card shows a colored plan chip; tap a card header to open it.

The same safe pattern every time

Each card starts with a "Pulled from your records" banner showing exactly what it found on your roster and levels, so you can see what the draft will be built from before you run it. The draft opens in an editor where you can edit the text, then Copy it, download it as Text or Word, Print it, or Email it to any addresses you choose. For member-targeted cards (welcome, receipt, renewal, win-back, life member) the Email panel's "To" field is prefilled with the chosen member's address, and a Send later button lets you schedule delivery for a future date (it goes out that day around 9-10am Eastern, and pending sends are listed, and cancellable, on the Dashboard). Nothing is sent or published automatically; the one automation that does send real email (Bulk Renewal Reminders) shows you the exact recipient list and waits for your confirmation first. Every email an automation sends — immediate, scheduled, or bulk (including bulk failures) — is logged to the matching member's Email history on the roster, tagged with the automation that produced it.

The app does the math, the AI does the words

Every count and dollar figure (members per status, members per level, expected dues, paid dues, lapsed counts, years of service) is computed by the app from your roster before anything is sent. The AI receives finished numbers and writes the narrative around them. It never adds, averages, or estimates your figures.

Signing in, beta access, and plans

AI drafting works whenever you are signed in to your Build Your Club account at the member portal, app.buildyourclub.com, where every app you own appears in one place. It is free during beta, then becomes part of a paid plan; see current plans on the pricing page. The plan chips on each card show where each automation will sit after beta.

Build Your Club provides plain-language educational tools and document drafts, not legal advice. For decisions with legal consequences, consult a qualified attorney who works with nonprofits.

✨ Annual Membership Report Beta

AI feature, Autopilot Max tier. Free during beta, then part of a paid plan. See plans.

What it does: compiles the board-ready annual membership report: totals, the lifecycle breakdown, members per level, how many joined this year, how many lapsed, life members, expected dues, and dues marked paid, all computed by the app from your roster, with narrative written around your real numbers.

What it needs: your roster; the report year; optionally your membership highlights, goals for next year, and any other notes.

What you get: a complete annual report you can edit, export to Word, and drop straight into the board packet. The document that proves the membership program is being run, not just remembered.

✉️ Bulk Renewal Reminders Beta

Autopilot Max tier. Free during beta, then part of a paid plan. See plans. This one sends real emails; everything else in this guide produces drafts.

What it does: emails a personalized renewal reminder to every due or overdue member with an email address, up to 25 per batch. Each email carries the member's name, level, dues amount, renewal date, your payment link, and an optional personal note from you. No AI is involved; the emails use a fixed, tested template, because real mail to real members should never improvise.

What it needs: renewal dates and email addresses on the roster, your payment link set under Renewals, and optionally a from-name and a short note.

What you get: first a confirmation dialog listing every recipient by name, address, level, and amount; nothing is sent until you approve that exact list. Then a sent/failed report you can export and keep for your records.

✨ Dues & Levels Review Beta

AI feature, Autopilot Pro tier. Free during beta, then part of a paid plan. See plans.

What it does: reviews your level structure and pricing: whether the tiers are clear, whether any level is cannibalizing another, whether dues sit in the typical range for an organization like yours, and what a pricing change would mean for expected revenue, using your real counts.

What it needs: your levels (names, dues, benefits) plus the per-level member counts and expected-dues totals the app computes; optionally what you are trying to achieve (grow families, add a sustainer tier, raise dues without losing people).

What you get: an internal review document with concrete recommendations and the revenue arithmetic already done by the app. The honest second opinion before any dues change goes to the board.

✨ Dues Receipt Beta

AI feature, Included tier. Free during beta, then part of a paid plan. See plans.

What it does: drafts a dues payment receipt for one member, with the tax language handled correctly: membership dues are generally not tax-deductible charitable contributions to the extent of the membership benefits the member receives. The exact wording is handled by the platform so you never have to improvise it.

What it needs: the member (their level sets the default amount), and optionally an amount override, the paid date, and an estimated value of the member benefits.

What you get: a clean, professional receipt ready to email or print. Receipt every payment; it prevents disputes and looks like an organization that has its act together.

✨ Lapsed Member Win-Back Beta

AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.

What it does: drafts the "we miss you" letter for one lapsed member (renewal overdue by more than 60 days): warm, zero guilt, what is new since they left, and a clear way back in through your payment link.

What it needs: the lapsed member (the card lists only lapsed members), your payment link, and optionally a personal note or recent news.

What you get: a letter that treats a lapse as the forgetfulness it usually is. For a whole-list campaign instead of one letter, see the Win-Back Campaign Plan.

✨ Life Member Recognition Beta

AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.

What it does: drafts a recognition letter or certificate text honoring a life member, with their years of service computed automatically from their join date.

What it needs: the member (life members are listed first), and optionally what specifically to honor: decades of coaching, founding the booster club, the gala they ran for ten years.

What you get: recognition text ready for a framed certificate, the newsletter, or the annual meeting. Life members are your best ambassadors; honoring them publicly is the cheapest recruiting you will ever do.

✨ Member Event Invitation Beta

AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.

What it does: drafts an invitation to a member event: the annual meeting, the picnic, a volunteer day, an open house, aimed at whichever slice of your membership you choose.

What it needs: the event name, date, location, and details, plus who is invited (all members, active and new only, lapsed members too).

What you get: a warm, complete invitation you can email or print. Inviting prospects and lapsed members to something real before asking them for money is the oldest retention trick in the book, and it still works.

✨ Membership Directory Compiler Beta

AI feature, Autopilot Max tier. Free during beta, then part of a paid plan. See plans.

What it does: compiles a clean, shareable membership directory from your roster, grouped by level or by lifecycle status, with a short introduction.

What it needs: your roster, and a grouping choice. By default it sends only names, levels, join years, and the life-member flag; emails and phone numbers are included only if you tick the include-contacts box, and a directory with contacts should stay internal.

What you get: a formatted directory ready for the welcome packet, the annual meeting table, or (contacts version) the board's internal files.

✨ Membership Health Analysis Beta

AI feature, Autopilot Pro tier. Free during beta, then part of a paid plan. See plans.

What it does: a frank analysis of your whole membership program: where the lifecycle funnel leaks, what the level mix says, what expected dues imply, and the two or three moves that would matter most. Every number it discusses (totals, per-status counts, per-level counts and dues, expected dues) is computed by the app; the AI interprets, it never does the math.

What it needs: a populated roster; optionally anything you know about retention (why people leave) and any other context.

What you get: an internal analysis document, honest enough to be useful, that turns a roster into a strategy conversation. Run it quarterly.

✨ New Member Welcome Beta

AI feature, Included tier. Free during beta, then part of a paid plan. See plans.

What it does: drafts a warm welcome letter for a new member: what they joined, what their level includes (pulled from the level's benefits line), and what happens next.

What it needs: the member, picked from your roster; their level and join date come along automatically. Optionally how they found you or who referred them.

What you get: a welcome ready to send within a week of joining, which is exactly when it should go out. Renewal is won in the first 90 days; this letter is the first move.

✨ Renewal Reminder Letter Beta

AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.

What it does: drafts a friendly renewal reminder for one member: their level, the dues amount (from your levels table), the renewal date, and your payment link.

What it needs: the member (due and overdue members are listed first), your payment link, and optionally anything new worth mentioning this year.

What you get: a personal reminder for the members who deserve more than a batch email: founders, big volunteers, the mayor. For everyone else at once, use Bulk Renewal Reminders.

✨ Win-Back Campaign Plan Beta

AI feature, Autopilot Pro tier. Free during beta, then part of a paid plan. See plans.

What it does: builds a complete campaign to recover your lapsed members: sequencing (which message, in what order, how far apart), channel choices, message angles per level, and a realistic recovery target based on your actual lapsed counts.

What it needs: your lapsed counts by level (computed by the app) and a sample of up to 10 lapsed members for texture. By default the sample is anonymous (levels and lapse dates only); names are included only if you tick the box.

What you get: a campaign plan the membership committee can execute over a month, with the individual letters drafted by the Lapsed Member Win-Back automation as you go.

📧 The Monthly Dues Digest Beta

Autopilot Max tier. Free during beta, then part of a paid plan. See plans.

Not an automation card but worth knowing: on the Renewals tab you can set a monthly dues digest. Pick a day of the month, click Save digest, and the platform emails your sign-in address on that day each month, a nudge to open the Renewals tab, compare the lists against the bank account, mark payments, and send reminders. Remove it any time with one click. It is the routine that keeps the whole system honest.

Contact & Support

• Website: buildyourclub.com
• All apps: buildyourclub.com/apps.html
• Open the app: Membership
• Full app guide: Membership User Guide

Build Your Club provides plain-language educational tools and document drafts, not legal advice. For decisions with legal consequences, consult a qualified attorney who works with nonprofits.

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