Headquarters Consultant Newsletter

Software as a Service

At ChapterSpot we use a SaaS (software as a service) model because we know that the services component is just as important as our software.  After several years in the industry, we understand the nuances that impede work from getting done at a headquarters level.  Simply giving technology to chapter leaders and expecting them to adopt it is an antiquated view.  That’s why we like to think of ourselves as the personal trainer for chapter leaders. 

This newsletter reviews our current apps and services so you know what you have access to.  Let’s first see take a look at what is next on the horizon for your organization.

What’s next for your organization?

At ChapterSpot we are always innovating technology that supports your growing organization.  Our new Status Routes feature allows you to collect important information about members along the way.  Let’s use an example to illustrate how it works.

If a member recently joins your organization but moves from new member to alumni, that fast transition could raise some concern.  The issue is, that status change may not even come up as a problem unless your software knows how to detect it. Usually that new member needs to be initiated first and then they could move to an alumni status.  Our Status Routes feature would automatically populate an error message to stop this from happening.

Additionally let’s say an active member is now taking a semester off and is going from active to inactive on ChapterSpot. Your organization would definitely want to gather some important information about why that member is taking that semester off.  Our tool let’s you take membership information snapshots once your members move to new statuses or change routes.

Be on the look-out for more updates and features coming down the pipeline!

Here’s a rundown of our current apps and services:



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Websites are the business cards for your chapters.  They are a simple branded page meant to show prospective members the basics about individual chapters.   Today’s college students go to Facebook, Twitter and Instagram for information on chapter’s social events and recruitment. With that said, it is still important for the chapter’s website to reflect the national brand and for the organization to have a unified digital presence.

ChapterSpot’s state-of-the-art technology, provides uniform chapter websites that are representative of your national brand.  Striking the balance between national brand and chapter individuality can be a feat but through training with one of our consultants, your chapter presidents learn how they can use their website but also customize it as well.

Amidst the litany of things you have to do…. Monitoring every chapter’s web presence is not the highest priority.  Without taking a look into each site though, you could end up with a PR scandal on your hands.  Part of your subscription involves our chapter specialist reviewing your chapter websites on a monthly basis.  We screen for highlights (chapters doing well) and issues (ex: an inappropriate photo) and then send you a monthly report. This gives you the unique opportunity of encouraging chapters that use their sites well.  It also provides you with the ability to stop PR headaches before they begin.


There are a lot of recruitment CRMs on the market currently but many fail to recognize the relationship between the user and the app itself.  RecruitmentPro is basic and simple.  We specifically designed our software to be low-touch and easy for our chapter leaders.  A chapter recruitment chair needs a consolidated app where they can solidify a prospect list, move prospects to different stages and streamline their communication. RecruitmentPro hits on all of those points.

The headquarters reporting feature extracts the important data and lets you pinpoint what chapters are on track and what chapters are falling behind. 

Beyond that, we know how hard it is to keep recruitment front of mind for all chapters.  That’s why we text and call all your chapters to make sure they have an active campaign (or at least have a date to start for their next one) and that they are using our recruitment feeders to attract new members on Facebook, Twitter and their websites.




Featured in our last newsletter, the ChecklistApp is one of our most utilized headquarter’s apps.   Consultants have to manage hundreds of award packets, chapter budgets, philanthropy forms etc every semester.  The ChecklistApp allows consultants to easily assign and collect all forms in one fell swoop.

You also have the unique ability to track all your chapter’s progress in one area and download reports to pinpoint your chapter outreach.

Many times we find that chapters struggle to log in and get started, so our specialist gives them a call and sets up a training time to make sure they have their membership information updated, their roles updates and their form turned in.  

We also help them with automated emails that give friendly reminders for forms to chapter leaders.  If that isn’t enough to get the ball rolling, we even text chapter leaders periodically to make sure they are up to date on their forms. 


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Alumni engagement on the chapter collegiate level is difficult because a) chapters do not know where to get alumni contact information and b) they do not know what to write (content wise) to get in touch with alumni.  MassMailerApp streamlines that process by providing chapters with a pre-loaded alumni contact list and templates for writing a newsletter.

Again as we have mentioned, simply providing the technology is not enough to change the culture of alumni engagement within an organization- someone has to be the chapter personal trainer.  That’s where we come in.  We do several outreach campaigns to your chapter leaders to train them in on the app and generate creative and engaging content.  

One of the key aspects to alumni engagement is checking in with your chapters.  Our admin feature of MassMailerApp allows you to log in and see what chapters have written to engage their alumni.  

Send me an email at sophie@chapterspot.com to learn more about your subscription or get a demo on all of our apps and services.


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Feature Release: Missing Profile Data

Are you missing key information from your members? We’ve just made member data collection easier!

Groups that want to keep their member’s information up-to-date can use the new “Missing Profile Data” tab in the Members section. This tab will only be available to members with the “Admin” and “Change Members” permissions. Here are a few of the highlights below!

View a breakdown of your group’s profile field data per status.

You can also see a table showing a list of members with missing required profile fields, their phone number, the last time they received an email to update their profile, and the option to update the member’s profile.  From here you also can send a request for an update.

You can filter this table by missing profile field and then request a profile update via email.

You can also update each member’s missing information in one section!

Stay tuned for more updates!

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3 Tips for Connecting with your Alumni Base


We always emphasize that to join a Greek organization is to join a lifelong community. Yet, after members leave their chapters, it’s hard to maintain that sense of community. In our experience, the best way to keep alumni connected to your sorority or fraternity is to facilitate engagement with their individual chapter.

In this post, we’ll share 3 ways your headquarters can help your chapters maintain an active alumni engagement program.


1. Provide a Structured Plan with Concrete Examples

Give your chapters a multitude of examples and suggestions for how to engage alumni so that every chapter can find something that fits their personality and circumstances. Undergraduate chapter members haven’t had the experience of being a fraternity or sorority alumnus, so it’s understandably challenging for them to know and understand what kinds of activities or information appeal to alumni. With insight from your staff, and feedback from your most engaged alumni, your headquarters is in a much better position to understand how your chapters can reach their alumni.

Provide them with a list of potential events and activities that fit different levels of time and budgetary commitments, and then provide specific instructions and suggestions for execution. An example suggestion is hosting a tailgate for the homecoming football game. In this case, you would make suggestions about when to contact alumni, what details to include, and strategies to get the alumni and undergraduates talking. By providing your chapters with structured and specific plans for engage alumni, your headquarters can help build and strengthen your organization’s overall sense of community.

2. Make it Easy

Your chapters invariably work best with clear formulas to follow, and tools that make their jobs easy. Give them a simple set of expectations, such as 2 alumni newsletters, and 1 alumni event per year. In addition, equip them with tools that help facilitate these tasks! With the ChapterSpot MassMailer app, give them a straightforward tool that allows them to send emails to their alumni using a template branded for your fraternity or sorority, with an integrated mailing list of chapter alumni that can automatically draw from your headquarters’ database. You can also encourage them to put their alumni events on their ChapterSpot calendar, and set these events to ‘public’ so that they automatically show on their ChapterSpot public website. With simple and intuitive tools, your headquarters can make alumni engagement so much easier for your chapters.

3. Reminders are Key

We recently ran a pilot program of the MassMailer app, and if there’s one thing that we learned it’s the power and necessity of reminders! Like it or not, hardly anyone will comply with a request the first time around. And emails are not as effective as you might think. By virtue of several email reminders, we were able to get 11% of our participants to send out an alumni communication. Using phone call reminders, we were able to bump that up to 78%. Help your chapters engage their alumni by holding them accountable! In most cases, the phone call reminder was a welcome opportunity for the chapter member to carve out a few minutes of his/her time and cross something off the to-do list.


If you’re interested in learning more about MassMailerApp or WebsiteApp, drop us a line at hello@chapterspot.com.

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Feature Release: Email Improvements!

We have some updates to the way you communicate to your chapters! You now have the option to add in a logo for your email communications.

This logo will be placed in email headers and sent out to any subgroups/chapters in your organization.

If you do not provide a logo, your organization’s name will be placed in the header. If you would like to add a logo, please send an email to support@chapterspot.com with a TIFF or PNG of your logo and a transparent background. Just note that the optimal image size for this logo is 200 x 60 pixels.

We have also added the option to edit the banner color for groups not in organizations. This will be used as a header color in any email communication to members and as a banner color for the member’s ChapterSpot account.

Lastly you can now easily communicate to chapter’s executive boards from within your Admin group.  When logging in to your Admin portal just click on the button next to each subgroup.  From here you can copy and paste the role’s contact information.

Stay tuned for more updates!

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Feature Release: Profile Update Request

We know that one of the main difficulties for group leaders is making sure that profile information for members is always current and accurate. With this new feature, maintaining your group’s data has become so much easier.  

Members with the Admin, Change Member, or Invite Member Permissions can now request a profile update from the Members tab. Simply check off the members you want to send the email to, click the “Actions” button, click “Request profile update”, then send the request.

The chosen members will receive an email that looks similar to the one below.

Clicking the link to update will take them to a new page where they can enter their new information and save.

For more updates or more information send us an email at hello@chapterspot.com.



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Feature Release: New Activation Process

Feature Release: New Activation Process


We’re proud to announce our new activation process. This new procedure will seamlessly integrate your new members into your group.

Here’s how it works: newly invited members will receive an email with a link to create their new ChapterSpot account. Once a password has been created, the new members are asked to provide their phone numbers so that they can easily stay in touch with the rest of the group. During the activation process, members are also asked to fill out their profiles.

Scroll down to see some examples!






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Feature Release: Passing Transaction Fee to Members

We have just released a feature that allows subgroups to pass transaction fees on to their members. Here’s a breakdown of how it works:

Previously, the fee was automatically taken out of a member’s payment, which meant subgroups/chapters had to pay for it.

Now each subgroup/chapter has the option to deactivate this feature.  If they do not deactivate it, members will see the fee when making a payment or scheduling a recurring payment.

New Payment Options section

This new feature is located in the Finance Admin section (Apps dropdown -> Finance Admin -> Payment Options). To edit this setting, you must be the Admin or have Finance Admin permission. You can also choose to accept or decline Amex cards from this section.

Members are notified of this fee in our payment portal

Once a member reaches the payment portal they can view the breakdown of their payment and transaction fees.

Stay tuned for more feature releases this winter!



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Updated YouTube Videos

Come check out our updated videos on YouTube!  If you are a newly elected officer watch our 2 minute “how-to” videos to learn how to add in your membership roster, create chapter-wide events, and add charges.

Headquarter organizations we also updated our ChecklistApp video to help you utilize our app better.  Learn how to create and assign forms and what new features you have available to you.

Start your officer term off right and learn the ChapterSpot ropes!


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Admin Portal Feature Release

We heard what our organization partners have said and built an Admin Portal based on your feedback.  It is re-imagined and redesigned to fit your administrative needs.

Many of our organizations manage numerous chapters.  To make your operations easier our Admin Portal makes managing these groups less of a chore.  Our streamlined Admin Portal features an easy-to-navigate menu, clustering of sub-groups, fast search capabilities and a vamped up reporting section.  Find out more below!


Easy to navigate menu

Clustering of subgroups

Admin groups can now create “Clusters” or groupings of subgroups.  These clusters can be assigned to “managers”, who oversee the subgroups within the cluster.

Available client user ID search

Searching for a member has never been easier! All you need is the member’s first name, last name, or client user id.

New and improved reporting section

Easily generate the reports you need, across the whole organization. Once your report has been generated, it will be available for 7 days.

Stay tuned for more ChapterSpot feature releases!



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Feature Release: New Members Tab

New Members Tab

Our goal at ChapterSpot is to make managing your groups easier, so we’re continuously improving our products to help you do things quickly and efficiently. Keeping track of all your members and making sure that they can access all the information they need can be a tedious and laborious task. We’re here to help!

Today, we are excited to announce our new Members Tab. Same great features as before, but with a more intuitive workflow. Below are the highlights of our new Members Tab. We’d love to hear what you think!

View all your members at once

You can easily view all of your members or filter by status. From this section, you can conveniently select a few members or all members and perform a task. You can also download by status or your entire group.


Resend activation emails

Quickly view which members have been activated, select the ones that have not been activated, and resend activation email.


Update multiple members’ status

Update multiple members’ statuses by selecting the members you want to update and clicking “Update members’ status” from the Options dropdown.


Permissions section

We’ve also added the permissions section into the Members Tab so that you can easily see and edit each member’s permissions.


Assign new member’s permissions or roles

After inviting a member into your group, you can give them the permission they need, or assign a new role.


Let us know how this new Members Tab is working for your organization.  Stay tuned for more updates!


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