Icon for New membership taskflow solution

New membership

The 'New membership' taskflow is designed to assist you with approving or denying new members to join your club, and adding the approved members to your mailing list.

A step-by-step guide to New membership

This guide will explain the 'New membership' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Applying for membership

In this section, a potential new member requests membership and the administrator of the club is notified.

New membership

The first thing you'll notice on this form is a big paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

Next you'll notice that there are two faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the taskflow.

The taskflow starts when a potential new member fills in this form.
New membership

Notify admin

The administrator receives an email notifying them of the new membership request and directing them to move onto the next task. Kotive creates the content of this email by pulling in information from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the club's admin, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.


A link at the bottom of the email leads them to the next task.
Notify admin


Section 2: Reviewing the membership

Next, the admin approves or denies the membership request, and if necessary, explains why the membership was denied.

Review membership

The club admin reviews the membership request and approves or denies it. Their decision will lead to different tasks being activated.

These tasks are the 'Membership approved' email task, or the 'Reason for denied membership' form task and the 'Membership denied' email task. This is possible because of conditions.
Review membership

Reason for denied membership

This form has one condition:

Activate this task when...
'Would you like to confirm membership?' IS 'No'

This form will only be displayed if the administrator decided not to confirm the new membership in the previous form task.

The club admin explains why the new membership was denied.
Reason for denied membership


Section 3: Notification emails

In this section, the person who requested membership receives an email approving or denying their membership request.

Membership denied

This email has the same condition as the 'Reason for denied membership' form.

Activate this task when...
'Would you like to confirm membership?' IS 'No'

This email will only be sent if the administrator decided not to confirm the new membership in the 'Review membership' form task.


The person who requested membership receives an email informing them that their membership has been denied. The reason for denial is pulled in from the previous form.

If the administrator denied the request, then this email completes the 'New membership' taskflow.
Membership denied

Membership approved

This email has one condition:

Activate this task when...
'Would you like to confirm membership?' IS 'Yes'

This email will only be sent if the administrator decided to confirm the new membership in the 'Review membership' form task.

The person who requested membership receives an email informing them that their membership has been approved.
Membership approved


Section 4: Adding the member to Mailchimp

Lastly, the new member is added to the club admin's mailing list.

Add a new member

The Mailchimp task has the same condition as the previous email task.

Activate this task when...
'Would you like to confirm membership?' IS 'Yes'

This task will only be activated if the administrator decided to confirm the new membership in the 'Review membership' form task.


The taskflow automatically adds the new approved member to the club admin's mailing list with Mailchimp.
Add a new member
After the Mailchimp task is complete, the 'New membership' taskflow is finished.


Get started now and clone this taskflow directly into your Kotive account for free.

The New membership taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!