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.