Prepare for Your Core Process Build Sessions

Four focused build sessions map the core operational areas commonly included in an implementation: new member joining, renewal, events and continuing education, and donations and sponsorships. Our team begins building immediately from the decisions made in each session, so the appropriate subject-matter experts must attend and be ready to explain both the rule and its exceptions.

Your contracted scope may be different from the typical processes included here. We will confirm which sessions apply to your organization during kickoff.

Typical schedule

Our build team's efforts align with the calendar month, with each week devoted to one process area:

Validation schedule

After the build sessions, the work moves through a validation month where your team reviews what we have built:

Build Session 1: New Member Joining

This session maps your application, approval, payment, onboarding, access, and welcome communications. Come prepared to:

• List every membership type and its price options.

• Confirm whether each type requires approval.

• Define statuses such as Pending New, Active, Pending Renewal, and Lapsed.

• Explain what happens from application through activation, including:

  • What makes a person an active member?

  • Who approves an application, and how will that person be notified?

  • What should happen if payment is incomplete or an application is declined?

• Identify any steps that vary by membership type.

• Confirm whether auto-renewal is required, optional, or unavailable.

• List the tags, groups, access, notifications, receipts, and emails created at joining.

Build Session 2: Renewal

This session maps your reminders, renewal payment, grace periods, status changes, access, and lapsed-member follow-up. Come prepared to:

• Confirm whether renewal is rolling or on a fixed date.

• Define the reminder schedule before and after expiration.

• Confirm the grace period and the exact point when a member becomes lapsed.

• Explain differences by membership type.

• Confirm renewal pricing and auto-renewal rules.

• Define what happens immediately after renewal.

• Identify members who need special handling during the migration window.

If applicable, plan ahead for these transitional cohorts:

• Members who were in the renewal process in your old system but hadn't yet taken action.

• Members who have a future renewal date but are past the point at which the new JourneyCARE renewal process would trigger reminders.

Build Session 3: Events + Continuing Education

This session maps your registration, member pricing, confirmations, attendance, evaluations, certificates, and on-demand learning. Come prepared to:

• List common event types and whether they are free or paid.

• Confirm member and non-member eligibility and pricing.

• Describe what happens immediately after registration.

• Identify events that award CE and the credit rules.

• Confirm whether an evaluation or attendance verification is required.

• Provide certificate requirements and signer information.

• Explain how on-demand courses are purchased or assigned.

Build Session 4: Donations + Sponsorships

This session maps your purchase or pledge intake, payment, fulfillment, asset collection, acknowledgement, and internal follow-up. Come prepared to:

• List funds, campaigns, sponsorships, advertising options, and prices.

• Confirm whether donors choose preset or custom amounts and whether recurring gifts are allowed.

• List assets that you need to collect, such as logos, URLs, ad copy, and contact details.

• Define acknowledgement emails, staff notifications, and follow-up tasks.

• Identify exceptions by fund, amount, package, or event.