1.1. Overview

All Activity can be used to search all activities assigned to primary records.

This includes:

• Sale Services
• Bookings
• Export Docs
• Member Offers
• Member News
• Member Events
• Member Vacancies
• Quest Downloads

 

1.2. Searching for activities

To search for activities during a specific period, select the calendar icon to the right of "ALL ACTIVITIES BETWEEN" and enter the preferred date range.

Once entered, select "Apply" to retrieve all activities for the selected timeframe.

RubiCRM will return items within your date range based on it's date created, expected date,  date of issue or start date. This depends on the item category.

 

2.1. Overview

The content approvals page, accessible from Main Menu -> Membership/Customer -> Content Approvals, shows you member/customer activity still awaiting approval.

This includes Events, News, Offers and Vacancies.

3.1. Overview

Member (or Customer) activity can be used to view all member activities for members with specific Join, Renewal and Resignation dates. 

3.2. Searching for member/customer activities

To search for member/customer activities, select the calendar icon to the right of "JOIN/RENEWAL/LEFT BETWEEN" and enter the preferred date range.

RubiCRM will return all activities for members/customers with joining, renewal and resignation dates within the specified date range over the last year of membership.

 

4.1. Overview

Renewals can be used to view all members with specific renewal dates along with any associated Sales/Pipeline items. 

4.2. Searching for renewals

To search for member renewals between a specific period, select the calendar icon to the right of RENEWAL DATES BETWEEN and enter the preferred date range.

Once entered, select Apply to view member renewals.

 

 

The Renewals page will attempt to locate any matching "Membership" or "Renewal" Sales/Pipeline items which have a Date Expected within 30 days of the Date Renewal for the record. We recommend setting the Date Expected and Date Renewal to be the same to avoid any confusion when running your Renewals.

Records with no matching Sales/Pipeline item will display the text "No Renewal Item + Sales Pipeline". Clicking this button will allow you to add the applicable Sales/Pipeline item for the Renewal using the details from the grid.

If your organisation uses Contact Memberships, these will also be displayed on the Renewals page.

For customisation requests, please contact Support.

4.3. Preparing renewals to be invoiced

Once you have searched for your renewal timeframe, the applicable records are shown on the grid they should have applicable membership sale pipeline items / line items.

Please note that, depending on your setup, only records which have a Date Renewal within your given timeframe will appear on the grid. If the member has not yet paid their previous membership invoice, their Date Renewal may not have moved forward to the current year you are raising invoices for.

If there are no sales pipeline items associated with the record, these must be created. We will invoice this sales pipeline. Think of a sales pipeline as a line item on an invoice.

This means that you are actively planning to do something with this item, i.e. it's a confirmed sale that you plan to invoice.

Ensuring Sales Pipeline Exists

Before raising invoices for renewals, you must ensure that each record you plan to raise a renewal invoice for has a sales pipeline associated with its renewal.

Records which do not have a sales pipeline will show ().

Sale Status

Once you have all your sales pipeline items ready, you will want to update their Sale Status to Sale.

Only items with a Sale Status of Sale will be available to be raised into an invoice.

Accounts Status

You will want to ensure each sales pipeline has the appropriate Accounts Status of To Invoice. The status To Invoice means you want to raise this item into an invoice.

If you have agreed on some other deal for the individual record, you could appropriately set the Accounts Status to something like Paid or N/A.

Final Checks

Only records which have a renewal sales pipeline will be invoiced.

Only sales pipeline items which have the appropriate Sale Status of Sale and Accounts Status of To Invoice will appear in the Main Menu -> Accounts -> Accounts Admin -> Items To Process page for invoicing.

5.1. Overview

The Join section can be used to search for member/customer records with specific joining.

5.2. Searching for joining members/customers

To search for members with specific joining dates, select the calendar icon to the right of JOIN/LEFT DATES BETWEEN and enter the preferred date range.

Once entered, select Apply to view member/customer joins.

 

The Join page will attempt to locate any matching "Membership" or "Join" Sales/Pipeline items which have a Date Expected within 60 days of the Date Renewal for the record. We recommend setting the Date Expected and Date Joined to be the same to avoid any confusion when running your Joins.

Records with no matching Sales/Pipeline item will display the text "No Join Item + Sales Pipeline". Clicking this button will allow you to add the applicable Sales/Pipeline item for the Join using the details from the grid.

If your organisation uses Contact Memberships, these will also be displayed on the Join page.

6.1. Overview

The Left page can be used to search for member/customer records with specific Date Left between a chosen period.

6.2. Searching for leaving members/customer

To search for members/customers with specific Date Left dates, select the calendar icon to the right of JOIN/LEFT DATES BETWEEN and enter the preferred date range.

Once entered, select Apply to view results.

 

7.1. Overview

When updating your membership pricing you must first update the main sale service price in Main Menu > System > Lists > Sale Service list. This will set any future sale pipelines created to use the price of the main sale service.

For already created membership sale pipelines, which are due in the future, you will want to update the individual sale pipelines.

You should be able to do this in bulk by following our video guide below.

 

7.2. Employee-based membership

If your organisation offers employee-based membership, you may need to update the system list Membership Rates to use your updated pricing.

Within RubiCRM, go to Main Menu -> System -> Lists -> Search for the list Membership Rates.

The list will show all your employee-based pricing. Click the amend icon () on the employee-based package you wish to update.

This will open a pop-up whereby you can update the Member Rate.

8.1. Overview

The Prospect Centre allows you to track potential customers through a sales funnel from initial contact to purchase of membership.

Any Rubi User with the appropriate permissions within the CRM can refer to the Prospect Centre, look at the status of an account and know exactly what stage the account is at along the sales funnel.

 

8.2. Prospect records

Only records marked with the Membership/Customer Status of Prospect will appear in the Prospect Centre.

Within each primary record's (company) Membership/Customer section, contains a Prospect Status. The Prospect Status relates to the stage that the primary record is in the sales funnel.

You can easily search for primary records in the Prospect Centre using the available search bar.

 

Each stage in the Prospect Centre includes an Anticipated Amount at the bottom. This allows you to see the Anticipated Amount of income, accumulating the Amount of each record within the given stage.

 

Please note clients with a web integration will have the ability for new records to register. This creates a new record in the CRM. The record is defaulted to have a membership status of Prospect which pulls that new record into the Prospect Centre.

 

8.3. The prospect status

RubiCRM provides 6 default prospect status options to get you started.

These are:

• Not Contacted
• Initial Interest
• Follow Up
• Meeting Booked
• Closed: Lost
• Closed: Won

You can update these existing options or create your own. Rubi System Admins can create a new prospect status by navigating to Main Menu > System > Lists and choosing the Prospect Status list.

For more information on system lists please navigate to the related article.

Please note all records start as having a prospect status of "Not Contacted". If you wish to change your starting status we advise updating this option rather than creating a new starting status.

You can amend the order of your Prospect Status options by amending the option in the system list using the amend icon

From there, you can change the order. You must remember to change the order of each Prospect Status option, starting from 0 to the number of options you have in your list.

Using the amend icon, you can stipulate which Prospect Status should be seen as successful/win or which Prospect Status should be seen as failed/lost.

When moving a primary record into the given Prospect Status, the applicable date will be populated.

9.1. Overview

Value statements are accessible via a unique URL which can be added to renewal reminders, emails, invoices, RubiCRM templates and other locations.

These statements help your members/customers to better understand their overall activities with you and any savings associated with those activities.

Value statements can also be tailored to display/hide specific sections.

Once accessed, value statements enable your members/customers to:

• View current Member/Customer Status, Type, Joining and Renewal Dates
• View activity charts to see a count of sales activity (Bookings, News, Export Docs etc)
• View their total amount of savings for the current membership year
• View a full activities table to understand where savings have been applied
• View activities and savings for organisations they are affiliated with
• View updates/news from your organisation
• View information about member/customer related services
• View contact information for membership/customer assistance departments
• Renew membership via the ‘Renew’ button!

 

9.2. Configuring the value statement

Once activated, the value statements page can be configured to suit the needs of your organisation.

To configure value statements, go to Main Menu > Web Integration > Value Statements.

9.3. Generating value statements

Value statements with Merge Fields

Value statements can be generated using a RubiCRM Merge Field as part of a template.

Templates can then be selected as part of the email interaction or bulk contact process. The merge field for the value statement is ‘#ValueStatementURL#’.

Please note this will only generate a value statement link for the given company's current membership year.

 

Value statements in Membership sections

Users can copy the value statement URL by hovering over the Copy Link button next to the Value Statement URL field in the Membership section of a primary record and selecting the year you would like to view.

9.4. Add savings to sale items

Savings within value statements will only display for sale items that have a value in the "Default Saving" field.

Example, shown below for a membership join sale item with a saving value.

9.5. Add savings to export docs

Savings within value statements will only display for export docs that have a value in the "Total Saving" field.

9.6. Add savings to event/training bookings

Savings within value statements will only display for event/training bookings that have a value in the "Saving" field within the Price Type.

An example is shown below for a "Member" rate price type with a saving value.

10.1. Overview

The Reminders page simplifies the creation, viewing and management of both ad hoc and recurring reminders. Reminders can be easily marked as complete, amended with notes, or deleted as needed.

You can set reminders against specific users (e.g., Membership or Prospect Reps) or globally, and apply a priority level:

• High (red)
• Medium (orange)
• Low (yellow)

 

Reminder Schedules

Reminder Schedules can be generated for both Membership records and Prospect Centre records.

 

Membership Reminder Schedules

These work similarly to the existing Membership Comms feature and can be based on:

• Date Joined
• Date Renewal

Examples include creating reminders at 3, 6, or 9 months into a membership for check-in calls or follow-ups.

 

Prospect Reminder Schedules

These are based on the number of days a prospect has remained within a particular Prospect Status.

For example:

• A Medium priority reminder after a prospect has been in “Follow Up” for 3 days
• A High priority reminder after 7 days in the same status

 

Managing Individual Reminders

Each reminder can be:

• Ticked to mark it as complete (records who completed it)
• Amended to add notes
• Deleted if no longer needed

Reminders linked to a primary record will also appear on a dedicated Reminders page within that record.

 

Reminders Page Structure

1. The Reminders page contains six key sections:
2. My Reminders – Reminders assigned to you for today
3. Global Reminders – Reminders set globally for today
4. All Reminders – All reminders for today, including others
5. Missed Reminders – Reminders from previous days that are not yet completed
6. Past Reminders – Searchable list of completed reminders
7. Reminder Schedule – Access to:

• Membership Reminder Schedules
• Prospect Reminder Schedules

Both schedule types show all schedules that have been created.

 

10.2. Creating ad hoc reminders

You can create ad hoc reminders for yourself or for colleagues by clicking on the plus icon (+) and choosing Add Reminder.

When adding an ad hoc reminder, you are asked to fill in:

• Reminder Name - The core thing you want to be reminded of.
• Priority - The Priority of the reminder (Low, Medium or High).
• Company - If the reminder relates to a record. If not, you can leave this blank.
• Assigned To - If the reminder should be assigned to a specific individual(s) or left blank for global.
• Due Date - When the reminder is due. This must be the current date or a date in the future.
• Notes - Optional additional notes that you can write against the reminder.

10.3. Creating a membership reminder schedule

A Membership Reminder Schedule allows you to automatically generate reminders based on key membership dates.

To create a new Membership Reminder Schedule, go to the Reminders page. Click the plus icon (+) and choose Add Membership Reminder Schedule from the dropdown.

Complete the fields:

 

Reminder Name

Enter a clear, descriptive name for the reminder that would be created. Example: “3-Month Membership Check-In”.

 

Priority

Choose the priority level for the reminder (Low/Medium/High). Use High for urgent follow-ups and Low for standard touchpoints.

 

Assigned To

Specify who the reminder should be set against, whether that be a specific staff member or set globally.

Selecting a staff member means the reminder will be added to their My Reminders list.

Leaving the Assigned To blank will mean that the reminder will be set globally and will be found in the Global Reminders list.

 

Send Date

Choose when the reminder should be created. There are two options of the Exact Anniversary Date or the Specific Day of Month.

If you choose a Specific Day of Month, you will be asked to provide which Specific Day.

 

Membership Rep

Specify if the reminder should be created, if the record has a specific Membership Rep or leave blank if it does not matter who the Membership Rep is.

 

Membership Status

Choose which membership statuses should be included in this reminder schedule. Example: only create a reminder if the record is a Full Member or Not Yet Renewed. Leave blank if it does not matter the Membership Status.

 

Membership Type

Choose the membership type(s) that should be included in this reminder schedule. Example: only create a reminder if the record is a Bronze, Silver or Gold. Leave blank if it does not matter the Membership Type.

 

Membership Year

Select the membership year this reminder targets, whether that be All Years, First Year or Renewing Years.

 

Month of Membership

Choose which month of the membership cycle the reminder should be created on.

This allows scheduling such as:

A reminder in Month 3 (e.g., 3-Month Check-In)

A reminder in Month 12 (e.g., Renewal Catch Up)

This field works in combination with your Send Date selection.

 

10.4. Creating a prospect reminder schedule

A Prospect Reminder Schedule allows you to automatically generate reminders based on how long a prospect record has remained within a specific Prospect Status.

To create a new Prospect Reminder Schedule, go to the Reminders page. Click the plus icon (+) and choose Add Prospect Reminder Schedule from the dropdown.

Complete the fields:

 

Reminder Name

Enter a clear, descriptive name for the reminder that will be created. Example: “3-Day Follow-Up”.

 

Priority

Choose the priority level for the reminder (Low/Medium/High). Use High for urgent follow-ups and Low for general check-ins.

 

Assigned To

Specify who the reminder should be set against, whether a specific staff member or globally.

Selecting a staff member means the reminder will be added to their My Reminders list.

Leaving Assigned To blank means the reminder will be set globally and will appear in the Global Reminders list.

 

Prospect Status

Choose which Prospect Status should be included in this reminder schedule. Example: only create a reminder if the record is Follow Up. Leave blank if the Prospect Status does not matter.

 

Days in Status

Enter the number of days the prospect must remain in the chosen Prospect Status before a reminder is created.

This allows scheduling such as:

A reminder after 3 days in Follow Up (e.g., “Follow up with prospect – Medium priority”),

Another reminder after 7 days in Follow Up (e.g., “Urgent follow up – High priority”).

This is the core timing rule for Prospect Reminder Schedules.

 

Prospect Rep

Specify if the reminder should be created only when the record has a particular Prospect Rep. Leave blank if the reminder should apply regardless of which Prospect Rep is assigned.

 

10.5. Viewing reminders against a record

Each Primary Record includes a dedicated Reminders page that allows you to easily view and manage all reminders associated with that record. This provides a complete history of actions taken and tasks still outstanding.

Having both incomplete and completed reminders visible directly on the record ensures you always have the full picture. It helps you stay organised, maintain consistent follow-up, and provides clarity on what has already been done - and what still needs attention.