One link on the join page
Put the application link on your "Join us" page. Individuals and organisations each see only the questions for their kind of membership, and you can add a separate link for a grade that asks for something different.
For professional bodies, associations & clubs
Take membership applications online, with the certificate and proposers attached.
A membership application should reach the committee complete: the grade applied for, the qualification behind it, two proposers and a signed-up code of conduct. Intaky gives your association one online membership application form for individuals and organisations, and chases applicants for whatever they left out.
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What documents does an association need from a membership applicant?
From an individual: evidence of their qualification or practice licence (or of student enrolment), and letters of support where the grade requires them, alongside their profession, experience, the grade they want and the names of two proposers. From an organisation: its certificate of incorporation or registration, alongside the membership category, a nominated representative and proposers where the category needs them. Both end by agreeing to your rules and code of conduct.
- Professional certificate: qualification, practice licence or student enrolment (required for individuals).
- Reference letters, several files, if the grade requires them.
- Organisation registration certificate (required for corporate members).
- Declarations: agreement to the code of conduct and that everything is accurate; for organisations, also that the applicant is authorised to apply.
Why membership applications stall before the committee
- A PDF form comes back printed, signed and scanned upside down, with the certificate promised "to follow".
- The applicant names a proposer but not their membership number, so someone has to look them up.
- An applicant asks for Fellow when their experience fits Associate, and nobody notices until the meeting.
- A volunteer membership secretary keeps the whole pipeline in a spreadsheet and their personal inbox.
The decision takes the committee five minutes. Getting a complete application in front of them takes weeks of emails — and Intaky is built to take those emails off your hands.
The association membership application template
A starter pack for professional bodies, chambers and clubs, with individual and corporate membership. Each document sits next to the questions it evidences, and nobody is asked again for the name and email they gave when they signed up. Everything below can be renamed, removed or added to in the form builder, so a student grade and a fellowship can be two different links from the same workspace.
Individual member — questions
- Personal detailsDate of birth, phone, postal address for membership correspondence
- Professional profileProfession or field, current employer or practice, years of experience, relevant qualifications, membership grade applied for (student, associate, full member, fellow). Document: professional certificate
- ProposersName and membership number of up to two existing members supporting the application. Document: reference letters
- DeclarationsAgreement to the association’s rules and code of conduct; information and documents are accurate
Individual member — documents
- ✓ Professional certificate Required
- ✓ Reference letters If the grade requires them · several files
Corporate member — questions
- Organisation detailsRegistration number, registered address, industry or sector, number of employees, website. Document: organisation registration
- MembershipCategory applied for (small business, corporate, corporate partner, non-profit or public body), why the organisation wants to join, nominated representative’s name, job title and email, and up to two proposers if the category requires them
- DeclarationsAuthorised to apply on the organisation’s behalf; the organisation agrees to the rules and code of conduct; information and documents are accurate
Corporate member — documents
- ✓ Certificate of incorporation or registration Required
The corporate side is filled in by the person managing the application; the nominated representative is named there rather than invited separately. Required answers: profession, grade and the first proposer’s name for individuals; registration number, address, category and the representative’s name and email for organisations. Accepts PDF, Word, Excel and photos up to 10 MB each.
How it runs for an association
Due before the committee
Give the link a due date ahead of the next membership committee. Intaky reminds applicants who have not finished every few days, only during working hours in your timezone, and stops after six nudges.
Committee-ready, then on your register
Reject a wrong certificate with a note while accepted items stay locked. Export each complete application as a PDF for the committee papers, and on approval a signed webhook can tell your membership system.
Questions about membership applications
What should a membership application form include?
Contact details, the applicant's profession, employer, experience and qualifications, the membership grade they are applying for, evidence of their qualification, the names and membership numbers of their proposers, and agreement to your rules and code of conduct. Intaky's association membership template asks for all of this, and you can rename, remove or add to any of it.
How do we take membership applications online instead of on paper?
Put one application link on your website. The applicant creates an account, answers the questions, uploads their certificate and any reference letters, and ticks the declarations. The membership secretary sees each application in one place, complete, instead of a scanned form in one email and a certificate in another.
Can organisations apply for corporate membership on the same form?
Yes. The template has a corporate side, filled in by the person managing the application: registration number, registered address, sector, size, the membership category, a nominated representative with their email, proposers if your category needs them, and the organisation's certificate of registration. Individual and corporate applicants each see only the questions for their kind of application.
How do we stop chasing applicants before the membership committee meets?
Give the application link a due date that falls before the meeting, and let the reminders do the chasing. Intaky emails an applicant who has not finished every few days, only during working hours in your timezone, and stops after six reminders.
What happens if an applicant uploads the wrong certificate?
You reject that one item with a note saying what you need. The applicant sees the note and replaces only that item; everything you have already accepted stays locked.
Does Intaky check that proposers are members or that qualifications are genuine?
No. Intaky collects the proposers' names and membership numbers and the applicant's certificate; your association checks them against your own register and decides on the application. The PDF export puts the whole application, documents attached, into your committee papers.
Can applicants pay their membership fee through Intaky?
No. Intaky does not take payments from applicants. When you approve an application, a signed webhook can tell your own membership or payment system, which then invoices the new member.
Does it carry our association's branding?
Yes. Your logo and colours appear on your own subdomain, on every page the applicant sees.
Other industries: all industries · licensing bodies · event organisers · volunteer organisations
Try it before your next committee meeting.
Build the application once. If it arrives complete, retire the PDF form.
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