57 Essential Questions to Ask Your AMS Vendor Before You Decide to Buy

Choosing the right Association Management System (AMS) is a pivotal decision that can shape the future of your organization. It’s not just about finding software with the right features. It’s about partnering with a vendor who understands your needs, supports your goals, and grows with you.

As service providers for a major AMS, we feel it’s our duty to help you make an informed choice, so we’ve compiled a comprehensive list of 57 questions (Why 57? Why not?) to ask your potential future AMS vendor.

Let’s dive in!

Understanding the Vendor

  1. How long have you been in the AMS business?
    • Understanding the vendor’s experience helps gauge their stability and expertise.

  2. Can you share your company’s mission and values?
    • Aligning with a vendor whose values match yours fosters a stronger partnership.

  3. What sets your AMS apart from others in the market?
    • Identifying unique selling points helps determine if the AMS aligns with your needs.

  4. Can you provide references or case studies from organizations similar to ours?
    • Real-world examples offer insights into the vendor’s track record and success.

  5. What is your customer retention rate?
    • High retention rates often indicate satisfied customers and reliable service.

System Features and Functionality

  1. Does your AMS support comprehensive membership management?
    • Ensure it covers member profiles, renewals, and engagement tracking.

  2. What event management capabilities are included?
    • Look for features like online registration, payment processing, and analytics.

  3. Does the AMS offer integrated financial management tools?
    • Integrated finances streamline operations and reduce errors.

  4. How robust are your reporting and analytics features?
    • Customizable reports aid in data-driven decision-making.

  5. Is there a built-in content management system (CMS)?
    • A CMS allows you to manage website content without external platforms.

  6. Does your AMS support marketing automation?
    • Automated campaigns can enhance member engagement.

  7. Are there tools for online communities or forums?
    • Facilitates member interaction and networking.

  8. Can the system handle certifications or continuing education programs?
    • Important if your organization offers professional development.

  9. Is there a mobile app or mobile-responsive design?
    • Ensures accessibility for users on the go.

  10. Does the AMS support multi-language and multi-currency options?
    • Essential for international organizations.

Integration Capabilities

  1. Can your AMS integrate with our existing systems (e.g., CRM, email marketing, accounting software)?
    • Seamless integration prevents data silos and duplication.

  2. Do you offer open APIs for custom integrations?
    • APIs provide flexibility to connect with various applications.

  3. Are there pre-built integrations with popular third-party tools or are integrations possible through tools like Zapier?
    • Saves time and resources during implementation.

User Experience and Accessibility

  1. How intuitive is the user interface for staff and members?
    • An easy-to-use system enhances adoption and productivity.

  2. Can users personalize their dashboards or portals?
    • Customization improves user satisfaction.

  3. Is the AMS accessible to users with disabilities?
    • Compliance with accessibility standards ensures inclusivity.

  4. What search and navigation features are available?
    • Efficient navigation reduces frustration and saves time.

Data Security and Compliance

  1. What security measures are in place to protect our data?
    • Critical for safeguarding sensitive information.

  2. How do you ensure compliance with GDPR, HIPAA, or other regulations?
    • Regulatory compliance mitigates legal risks.

  3. Where is our data hosted, and who has access to it?
    • Understanding data hosting and access controls is essential.

  4. Do you offer data encryption at rest and in transit?
    • Encryption adds an extra layer of security.

  5. What is your disaster recovery and backup plan?
    • Ensures business continuity in case of emergencies.

Implementation and Support

  1. What is the typical implementation timeline?
    • Helps plan for a smooth transition.

  2. Do you provide a dedicated implementation team?
    • Dedicated support can enhance the onboarding experience.

  3. What kind of training do you offer for staff and administrators?
    • Proper training is crucial for successful adoption.

  4. Is customer support available 24/7, and through which channels?
    • Accessible support minimizes downtime during issues.

  5. Do you offer ongoing account management after implementation?
    • Continued support fosters a long-term partnership.

  6. How do you handle software updates and maintenance?
    • Regular updates keep the system secure and efficient.

Cost and Contract Terms

  1. What is the pricing model (subscription-based, one-time license, etc.)?
    • Understanding costs helps budget effectively.

  2. Are there additional fees for upgrades, support, or add-on features?
    • Hidden costs can impact the total cost of ownership.

  3. What are the contract terms and cancellation policies?
    • Flexibility in contracts protects your organization’s interests.

  4. Do you offer scalable pricing based on usage or number of members?
    • Scalable pricing ensures you only pay for what you need.

  5. Are there any discounts for non-profits or long-term contracts?
    • Potential savings can be significant over time.

Future Growth and Scalability

  1. How does the AMS accommodate organizational growth?
    • A scalable system supports future expansion.

  2. Can new features or modules be added easily?
    • Flexibility allows the system to evolve with your needs.

  3. What is your product development roadmap?
    • Insight into future enhancements shows the vendor’s commitment to innovation.

  4. How do you incorporate customer feedback into product updates?
    • Customer-centric development benefits your organization.

Training and Adoption

  1. What resources are available for user training (e.g., manuals, webinars, tutorials)?
    • Comprehensive resources facilitate learning.

  2. Do you offer train-the-trainer programs?
    • Empowers your team to educate others internally.

  3. How do you support user adoption post-implementation?
    • Ongoing support ensures long-term success.

Customization and Flexibility

  1. To what extent can the AMS be customized to fit our processes?
    • Customization ensures the system aligns with your workflows.

  2. Can we create custom fields and workflows without vendor assistance?
    • Empowers your team to make adjustments independently.

  3. Are there limitations to customizing the user interface or branding?
    • Consistent branding enhances the member experience.

Vendor Roadmap and Innovation

  1. How do you stay ahead of industry trends and technological advancements?
    • A forward-thinking vendor keeps your organization competitive.

  2. What recent innovations have you introduced to your AMS?
    • Demonstrates commitment to continuous improvement.

  3. Do you offer beta testing opportunities for new features?
    • Early access can give you a competitive edge.

References and Case Studies

  1. Can you provide contact information for current clients willing to share their experiences?
    • First-hand accounts offer valuable insights.

  2. Do you have case studies relevant to our industry or challenges?
    • Specific examples show how the AMS addresses your needs.

Hidden Costs and Potential Pitfalls

  1. Are there any data migration costs or challenges we should be aware of?
    • Understanding migration helps avoid surprises.

  2. What happens to our data if we decide to leave your service?
    • Data ownership and portability are critical considerations.

  3. Are there penalties for exceeding user limits or storage capacities?
    • Avoid unexpected charges by knowing the limits.

  4. Have any clients faced issues with system downtime or performance?
    • Transparency about past challenges builds trust.

Conclusion

Choosing an AMS is more than a transaction. It is the beginning of a partnership that can propel your organization forward. By asking these 57 questions, you’ll gain a deep understanding of each vendor’s capabilities, culture, and commitment to your success.

Remember, no question is too small when it comes to finding the perfect fit for your organization.

We’re certified partners of iMIS AMS and would be happy to chat further as you pursue your search for a new AMS. You can reach us here.