How to run your program or membership without it running your life! - Jacqui Money

00:07 Managing a program or membership shouldn't feel like you're running a circus. When I started managing Sarah's program, I quickly saw how challenging it can be to keep clients engaged and organized without the right systems in place. Today I'm going to show you how to simplify these challenges and take control of your business hi, I'm Jackie Manning, yes that is my real last name and I'm obsessed with helping course creators, coaches and membership owners scale their programs without working more hours or hiring a huge team. I know what it feels like to be overwhelmed because I've been there. 

00:49 A few years ago I was drowning in admin work. It wasn't until I discovered Systems and Airtable that I started saving time, delivering better results and actually enjoying my work again. When I'm not building systems, you can find me spending time with my hubby Warren, enjoying our off grid tiny house and hanging out with our few children. And that's exactly what I want to help you with today. To create a business you love without sacrificing the things you enjoy. 

01:24 So I know that Systems and Processes is the ugly duffling of business, but I can guarantee you that scaling your business in a strategic way is only possible with a core trifecta of systems, processes, and data, and is the most powerful tool in your business toolkit. So let's make sure the session is exactly what you need. Do any of these resonate with you? Your processes feel tangled and overwhelming, like you're constantly chasing your tail. You've tried to piece together how everything flows, but it feels like nothing fits. You wonder why managing your program feels so chaotic and think, should I have figured this out by now? But every time you sit down to sort through it, you end up feeling more confused than before. 

02:19 Your business runs on too many tools that don't talk to each other, making it hard to stay organized. You've got spreadsheets here, email templates there and task lists somewhere else, and nothing feels connected. You've told yourself, if I could just find the right system, everything would run smoother. Instead, you feel like you're constantly searching for the information you need, wasting precious time and energy. You're spending too much time on repetitive tasks that pull you away from growing your business. Every day it's the same sending emails, chasing payments, and trying to keep clients engaged. 

03:02 You tell yourself there has to be a better way. There has to be an easier way. But no matter what you try, the admin work keeps piling up, leaving you stuck in the weeds instead of focusing on the big picture. And scaling feels impossible because you're already stretched than just keeping things running. You're wondering how can I grow when I'm barely keeping it up as it is? It feels like every step forward brings more to manage, and you wonder if growth will just mean more work, more stress, and less time for yourself. 

03:36 If any of these resonate with you, you're in the right place. Today, I'll share practical steps and systems to help you simplify your operations and take back control of your business you're here because you're ready for a change. Imagine spending less time on admin tasks and more time growing your program or membership, knowing your systems are running seamlessly in the background. That's what we'll focus on today. My goal is simple, to show you how smart databases like Airtable can transform your program or membership. 

04:10 You'll learn how to make your operations more efficient, create a better experience for your clients and free up your time to focus on growth. So let me tell you about my client, Sarah. When I started working with Sarah's program i quickly realized how overwhelming it was to handle onboarding, tracking progress and managing recurring revenue. The systems we relied on weren't built for growth and it felt like we were always one step behind. So that's when I introduced Airtable into the mix. We automated onboarding and follow-ups centralized client and revenue data and created a seamless experience for our students. Scaling became possible and for the first time we had Peace of Mind knowing everything was running smoothly. 

05:04 As I managed serious program, I noticed these struggles weren't unique. Other program and membership owners were dealing with the exact same challenges, wasting time on admin work and constantly putting out fires. I wanted the same results for them too. You can see here screenshots of what Sarah's students are saying about her program and the way it's been run. One student said this is one of the best organized courses I've ever taken, and another one said this is one of the best Facebook groups I've been a part of. 

05:38 And yet another said Sarah's group program and resources is amazing. So that's when I created my program, Power Up VIP Day and developed the BOSS Blueprint to help program and membership owners simplify their operations and scale with confidence. This is what Sarah had to say. I can a thousand percent attribute the organization and level of detail that my students praise us for to the systems that Jackie has built. 

06:09 We hear it every day from our students. This is one of the best run programs I've ever joined and it's largely due to the robust client database that Jackie has set up on the back end. She has organized, strategic thoughtful, detail oriented and an absolute joy to work with. So I want you to know that you can grow your program or membership without adding stress and chaos. With the right systems, you can finally have the clarity and control to scale your business with ease. 

06:45 The Boss Blueprint is designed to help you create systems that transform your program or membership. It's a simple step by step process to go from overwhelm to organization and from managing chaos to scaling with confidence. And it all starts with breaking it down. The first thing you're going to want to do is breakdown your processes and map them out. Next, you want to do a tool audit and Add all of the tools you are using to the process map that you created in step one. 

07:21 And the last step in breaking it down is to identify bottlenecks. Where are you doing things manually? Make notes of this in your process map. These will most likely be the tasks that you will be automating after you have gone through this three-step process. I can guarantee you that you will be having aha moments and that you will be going from bottlenecks to breakthroughs. The next thing you are going to want to do is operationalize. This is where you're actually going to start building your systems, and we start with the most important one of all, the client or membership management system. 

08:04 Then we tackle the project management system. And lastly, we create a sales hub for tracking revenue and predicting income. And when you have all these core systems in place, you're going to feel much less scattered and more in control. The next phase of the Boss Blueprint is to streamline. This is where we build additional systems and automations to allow you to truly scale your business. Firstly, we're going to automate your communication with your students and members. Next, we're going to create an automated failed payment system because dealing with failed payments can become a full time job. 

08:45 Trust me on this. And lastly, we help you implement several engagement strategies so that your students or members remain engaged and complete your curriculum. This is going to help your program or membership go from functional to frictionless. And when you have all of these in place, you will have more time, more money and more control which will allow you to scale your business in a strategic way this is my good friend and client Freshell. 

09:20 She said Jackie built a robust air table with saps and email automation that is truly mind blowing. It almost functions like a customized software for my exact workflow. So remember at the beginning of this training I said my goal is to show you how smart databases like Airtable can transform your program or membership. You'll learn how to make your operations more efficient, create a better experience for your clients and free up time to focus on growth. So let's get to it. Why Airtable? Airtable is the perfect tool for program and membership owners because it's flexible, scalable, and incredibly easy to use. 

10:06 Here's why it stands out. It's customizable to fit the unique needs of your program or membership. It automates repetitive tasks, saving you hours every day. It's scalable because it grows with your your business as your business expands, and it combines all of your data in one easy to use platform. So we've talked about Airtable and how it can transform your program or membership. Now let me show you exactly how it works in action. 

10:40 This Airtable base is designed to manage every aspect of your program or membership efficiently. Each table serves as a specific purpose and therefore they create a seamless, centralized system that keeps everything organized and running smoothly. Let me walk you through what's here. The starting point for most high ticket programs is an application and so the application table allows you to manage your entire application process directly in Airtable you can create a form where potential members or students submit their details and once submitted, the information automatically populates Airtable, making it easy to track applicants, their statuses and next steps. And because Airtable has built in automations, you can send out emails based on the status so for example, if you're accepting an application, you can simply select the status sent acceptance email and this will automatically send out that acceptance email. 

11:50 Next up, we have the Objection library. Here you can store and organize common objections you hear during sales conversations. For example, if someone says they're worried about time commitment or results, you could track these objections and and your responses. It's a powerful resource to refine your messaging and address concerns more effectively. Next up is the Facebook community. This table automatically pulls data from your Facebook community when someone joins the information is added here, keeping your community members synced with it with your A table system, this helps you track who's in the group and to monitor engagement. 

12:36 The Primary Client Student member record is the heart of your AIR table base. It is a master record where all information about each member or student or client is linked together. You'll find details like contact information, enrollment status, payments, and progress all in this one table. This table connects to all the other tables in your air table base, ensuring that everything stays organized. So here you can see I've grouped all the records via status so I can see who or my active members are, who or my delinquent people are and then who have cancelled. There's more information in this table like payments if they're signing up again, how long they've been in the program or membership the, end dates if it's an open and closed program, intake forms which is linked over here, and then payments and so on. 

13:43 So you can see all your information in one place. And if you want to actually have a look at that specific person's record, let's say we want to have a look at what's going on with Angelina, we could open up the record and all Angelina's information will be inside of that one record so Airtable is built on relationships and the linked tables feature allows you to connect different pieces of information for example, the member directory links to the enrolment intake, which links to the weekly Q and A and payment status and so on. 

14:23 So that's why we can see all of the information in the other tables in this one primary client student member record. Let's take a look at the member directory. You can build a member directory in a table. This table will act as a searchable directory for all your members. You can use filters and quickly find someone based on criteria like their membership type, enrollment date, or progress in the program. And the beauty of a table is also the many views that you have. So specifically for a member directory, I would use something like a gallery view because we have images and then you can see all the members inside of your membership or program and when you click on the picture you'll find all the details. 

15:24 Enrolment intake is another important part of a membership or a program and so when somebody joins your program, their enrollment details are captured via an A table enrollment form directly into your A Table base. This includes information like start date in the initial forms, whatever information you need from your new members or students or clients, you can capture that here via an enrollment form next up is the weekly Q and A. 

15:58 This table collects questions submitted for weekly Q and A sessions. Members can submit their questions through a form, again in a table a table form, and they appear here for you to review and prepare for your session for programs with assessments or quizzes, this table will track member submissions, grades, feedback. It's perfect for keeping tabs on progress and identifying areas where members might need additional support. And yeah, you can see we've got a couple of assessment tables set up. It depends on how many assessments you have we'll set up an an assessment table per assessment Testimonials this is where you collect and store your testimonials from your members or students. 

16:45 You can track who has submitted 1 and what they said and even categorize testimonials by program type or membership level. I love the Q and A call database. So this table tracks all the weekly Q and A calls as well as the responses so what we do is the questions get added into this table and then once the Q and A calls over, we would link the call replay over here. 

17:15 And so this becomes a filterable, searchable database for your students or members to come in and get their questions answered without waiting for the Q and A call. Day One to one calls Booking table is for programs that offer one on one calls. This table logs the sessions booked, member details and any notes or follow up actions. It ensures no one slips through the cracks and I love that there's a calendar option so that you can see all of your appointments on a calendar view. We can also manage failed payments inside of a table. This is a whole system on its own that we set up to be automated. 

18:03 And so when a when a payment fails, they'll come in here and they'll get flagged as failed and a notification will be sent out to you and then you can send out emails we can actually automate that or some clients prefer to send them out manually reminding the client that the payment has failed. And then if the payment doesn't come through, all you have to do is select the status of removed. 

18:33 And then the whole removal process is also automated so you can see how much time you save instead of having the person's payment failed, you going back and forth, back and forth, back and forth with email. And then eventually they don't pay. And then you've got to go into all your membership portal and your Facebook group and everywhere to remove them from everything that they had access to. This is an automated income tracking where as soon as the payments come in or the purchase is made, all the details come in here and this table is a very basic table at the moment, but can be expanded to have a lot more data it depends on the client. 

19:17 So remember when I was telling you in the blueprint about the engagement strategies as one of the things that we do? These two tables here, the earn while you learn and milestone submission is one of those engagement strategies. It's a challenge that we run inside of a program or a membership, and students or members can earn rewards while they're learning your curriculum or going through your content. Some of my clients do critiques as part of their program or membership, so this table manages the submission of critiques for feedback. Members can submit work through a form and their entries are stored here for you to review and respond to systematically. 

20:11 And then we have a couple of other tables here as well, and I know for some of you it might. Look very overwhelming, but as you can see, this air table base allows you to manage every aspect of your program or membership in one place, from tracking applications to automating reminders for payments. It's designed to save time, reduce stress, and give you the clarity you need to focus on delivering an amazing experience for your clients. Lastly, I wanted to show you in my opinion, what the best part of a table is besides the linking of tables together. It's the views. You can slice your data in any way you want to because you can filter your information. 

21:01 So if I wanted to come in here and say I only want to see all the applicants that need to be reviewed, I can create a view and it will only show me those applicants. The other wonderful views that a table has is Kanban so if you like trader style views, you can have a Kanban view and you can move your records around and you can have the gallery view, which I've already shown you, and the calendar view as well. So you can see how easy it is to view just the data that you want to see. So this is what Kathy had to say about working together. What used to be a haphazard manual process is now completely automated and streamlined with her system. 

21:48 I can quickly capture everything I need from a client without bugging them, and the automation keeps us organized and on schedule. So I wanted you to walk away from this presentation with actionable steps you can implement today that will help you start simplifying your operations. The first thing I want you to do is to map out one key process that feels clunky to you. 

22:15 Then take that data and centralized it in a tool like Airtable. And lastly, I want you to automate 1 repetitive task. Remember, small changes can lead to big results. I know I've shared a lot with you today and you might still have a lot of questions or be afraid to start using Air Table because you don't know how it works, which is why I wanted to share with you this free resource. Air Table Magic will give you everything you need to get started with Air Table. Simply go to WWW dot jackiemoney dot com forward slash CM dash summit. Thanks for watching.