Membership Process FAQs - External Logo
  • Membership Process FAQs - External

    Info for Chairs and Other External Stakeholders
  • How Does It Work?

    When a Chair has a qualified prospect who is ready to join their group, the Chair provides basic information, including the group type, group number and start date, via the online Membership Invitation found at VistageFlorida.com/Invite. When submitted, the prospective member will receive an email message including a link where the prospect can complete their application (click here for screenshots of the online application), sign the agreement and remit payment. 

    The Chair, member, and our office will receive email notifications each step of the way, so we always know the status of the process.  Once everything is complete, the Chair and the member will receive copies of the completed application and agreement for their files (click here for a sample). 

    This one online application accommodates CE, KEY, KEY2, TA and TA2 groups, automatically populating the initial membership fee and the current dues.  All you need to remember is that one link to initiate the process. 

  • How is this application process easier for the Chair?

    This application is easier for Chairs in several ways: 

    • The Chair no longer needs to carry paper applications or wonder if you are using the most current version.
    • The process can be initiated at any time from a smartphone or tablet, whether or not physically with the prospect. 
    • Chair potential liability is reduced because they no longer have access to credit card information. 
    • Chairs automatically receive completed information for their files. 
    • Chairs no need to know the member’s NAICS code, as that has been replaced with a simple drop-down box where the member selects their industry. 
  • How is this application process better for the prospect?

    • The application may be completed from a smartphone, tablet or computer at any time. 
    • The form takes just a minute to complete and is user-friendly, with prompts and drop-down boxes. 
    • The prospect is able to enter their own credit card information in a more secure manner and is able to select their desired payment frequency with the amounts calculated automatically.
  • Are there separate links for the different types of groups, i.e., CE, KEY, KEY2, TA, TA2?  

    No. There is only one link to initiate the membership invitation process which will prompt for the group type.  Note that the online application does not yet cover EL or VI groups. 

  • I have a new member for my EL or VI group.  Where do I find an application for my new member?

    Because these groups do not have standardized fees, you should contact memberservice@vistageflorida.com to request an application for your specific EL or VI group.  In some cases, the Vistage Inside Group Agreement must also be renegotiated and amended prior to adding a new member. 

  • How will I know if the prospect has signed the application?

    The Chair will receive a copy of the member’s confirmation email notifying when the prospects application and agreement are complete. It will include key information regarding the application and the countersigned Membership Agreement.

  • It’s already after the first of the current month and I have an applicant who wants to start and attend my group meeting this month.  Is that still possible?

    Yes, just put the current month in the invitation when you complete it.

  • I’m a building chair with a new group that has not yet launched.  What date should I use as the start date?

    Select "Forming" group and if you are certain when the group will start, select the appropriate month. If the start date is uncertain, select "Uncertain" for start month.

  • My prospect is a not-for-profit, and I’d like to offer them a discount.  How do I do that?

    For the situations that are exceptions such as this, the Chair would contact Member Service, who can then send the correct version to the prospect. Please remember that your chair commissions will also be reduced accordingly.

  • My prospect is a former member who is returning to my group within a year and they should receive a reduced or waived IMF.  How do I handle that?

    The application includes that pricing option. Please remember, each returning member is offered this discount option one-time only.

  • I have a former member who is rejoining my group, however I am not sure how long ago they dropped.  How do I handle that on the invitation?

    Please call the Vistage Florida office at 904-636-0770 to find out the date they dropped so that you can accurately complete the invitation.  Please note that the Vistage Florida office will review every application from a rejoining member to ensure that the appropriate Enrollment Fee is charged.  If you complete the invitation incorrectly, you will need to contact the new member and correct the fee due, which is obviously not ideal.  That can easily be avoided by proactively contacting the Vistage Florida office.

  • How do I know if I am using the most current application when the fees increase?

    Vistage Florida will keep the on-line application updated to reflect the most current fees.

  • My prospect wants to pay annually.  How do we do that?

    We encourage annual payments and offer a 3% discount for that option. The prospect can select the desired payment method and payment frequency (e.g., Monthly, Quarterly, and Annually) in the application. 

  • My prospect wants to pay by check.  How does that work?

    The prospective member will select that option in the application and mail the payment to the address provided. Vistage Florida will hold final approval of the application and agreement until payment has arrived.

  • Can the application be completed on a phone?

    Yes, the application can be completed using any browser on a smart phone. Because it is important that the prospect complete the application themselves, we do not offer the ability to verbally complete the application.

  • Do I need to be with the member when they complete the application?

    No. You can be miles away from them when you initiate the invitation and when they complete the application.

  • I want to be with the applicant when they complete the form, however if we are meeting in a coffee shop, they may not want to complete the application on their phone.  What are my options if they do not want to use their phone?

    Other Vistage licensees have not found this to be an issue.  Most people are now quite comfortable filling out forms on their phones.  If you go into the situation with an open mind, you may be surprised at how often your prospects are comfortable with this!

    There are a number of options if you do encounter an applicant who does not want to complete the application on their phone:

    • You can bring your laptop or tablet and have them complete the application on your device instead.
    • You can complete the application for them on your phone while they are sitting with you, as long as they sign the application and enter their payment information.
    • You can accompany them to their office and have them complete it on their computer.
    • You can schedule a Zoom with them to walk them through the application virtually.
  • How can I get a copy of what the member filled out?

    Chairs will be receive copies of the information from both the invitation and application in their email.

  • What if the member has trouble completing the application?  Who can help him/her?

    All chairs should be familiar with the process and be able to assist a member in filling out an application. An applicant can also reach out to memberservice@vistageflorida.com or call the office at (904) 636-0770. The contact information is listed on the landing page of the membership application.

  • I want the applicant to complete the application before they visit my speaker session at an upcoming group meeting, but I don’t want it to be processed until after the group meeting when I have confirmed that the group has approved them as a potential member?

    Because they are asked to pay enrollment fees along with the application, there is not a way for them to tentatively complete the application.  An option would be for you to create a one-page member/chair agreement similar to what was recommended at our recent chair retreat and have the prospect sign that in lieu of the application until your group has approved having them joining your group.

  • I sent an invitation and the applicant says they didn’t receive it.  What do I do??

    If you received the email from Member Service titled Membership Invitation, then you can be assured that the message was sent to the prospect.  If they have checked their junk / SPAM folders and still do not see the invitation email, they may also want to check with their IT team to see if a company level filter led to the issue. 

    In any event, there is an easy way for you to send the invitation to them again without completing a new one.  In the Membership Invitation email you received when you completed the original invitation, you will see instructions on what to do. Remember that the link is specific to that person, since it includes their name, company name, email address and group information.

    You may elect to send the replacement invitation to a different email address for the prospect.

  • Who do I contact if I have any additional questions?
    Please email memberservice@vistageflorida.com or call the Jacksonville office at (904) 636-0770.

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