The challenge
This client ran a membership programme across five tiers with no automation in place. Every renewal meant a member manually re-entering payment details, and every new ticket had to be issued by hand. Every purchase, renewal, or cancellation required manual tracking and communication. With members spread across five different tiers, keeping records accurate and sending the right communication at the right time had become unmanageable.
Our approach
We built a fully automated end-to-end membership management system across Ticket Tailor, Pabbly Connect, Pabbly Subscriptions, and Google Sheets, covering every stage of the member lifecycle without any manual input required.
The system centres on a two-tab Google Sheet acting as the membership database. The All Contacts tab logs every purchase with the member's name, email, tier, order date, activation status, and reminder status. The Active Members tab tracks every activated member with their tier, price, renewal date, days until renewal, and active or cancelled status. Both tabs update automatically as members move through the lifecycle.
TriggerNew purchaseA member buys any of the five tiers
Connected
RecordMember recordLogged and kept up to date automatically
Connected
LifecycleActivation & renewalReminders go out at the right time
ConnectedSendNew ticketIssued automatically on every renewal
ConnectedWhat we built
New purchase
Triggered instantly when a new order is placed in Ticket Tailor. Filters for membership orders only, timestamps the purchase, logs the member to the All Contacts tab, and routes them to the correct tier-specific onboarding email.
Subscription activated
Triggered when a member completes activation in Pabbly Subscriptions. Updates their record, adds them to the Active Members tab with their renewal date, and sends a tier-specific confirmation email.
Reminder to activate
Runs daily. Checks for members who purchased a day ago and haven't yet activated, and sends a reminder with their checkout link, matched to the right tier.
Subscription about to renew
Runs daily. Checks for members whose renewal date is three days away and who haven't yet received a reminder, sends one, and marks it sent to prevent duplicates.
Subscription renewed
Triggered instantly when a recurring payment succeeds. Updates the renewal date and automatically issues a new membership ticket via the Ticket Tailor API, no one has to lift a finger.
Membership cancelled
Triggered instantly when a subscription is cancelled. Updates the member's status to cancelled in both tracking tabs. Pabbly Subscriptions handles the cancellation confirmation email automatically.
The client received full documentation, including a written SOP, workflow diagrams for all six automations, and video walkthroughs covering how the system works and how to update pricing independently.
"He's focused on providing solutions in a quick period of time. He finds the problem and quickly resolves it, while explaining what, how, and why he took certain actions, without adding extra workload to your process. This is my second project with him and his work is very appreciated."
Founder, Membership Platform
The results
The entire membership lifecycle now runs without manual input. From the moment someone purchases through to renewal, reminders, and cancellation, every action triggers automatically, every record updates in real time, and every communication routes to the correct tier.