Knowledge Base

Application → Member Flow

The end-to-end journey of a single applicant, from a prospect tracked in HubSpot to a fully onboarded, paid-up member.

This page traces one applicant all the way through the pipeline. It is the member application flow — what happens to a single person who applies and joins.

The end-to-end flow

1. Prospect tracked in HubSpot

The chapter manager imports prospects into the chapter's dedicated pipeline and moves them through qualification stages. Prospect counts are shown in the pipeline; currency amounts are deliberately suppressed because chapters operate in different currencies and a shared dollar view would mislead.

2. Chapter approves → global is notified

When the chapter moves a deal to Chapter Approved, HubSpot automatically raises a task and notifies the global membership team. Global reviews and approves entirely within HubSpot — no separate tool, no email thread.

3. Global Approved → the Altai API fires

This is the pivotal step. When a deal moves to the Payment Request stage, HubSpot pushes the approved applicant into Altai as a Contact plus a Participation Record — with the correct chapter, membership type, dates, and status. Every pushed record carries a source marker so it can be told apart from records that originated in the legacy system.

4. Altai triggers ChargeBee → payment link sent

Once Altai has the approved record, it instructs ChargeBee to send the applicant a payment link. No one does this by hand — it is automatic, driven entirely by the record landing in Altai with the right fields.

5. Payment confirmed → member onboarded

When payment clears, the applicant becomes a fully onboarded member. During the transition period, a member's record is also synced back to the legacy system so that long-standing processes that still depend on it keep working until they are retired.

Why the order matters

Each step only begins when the previous one finishes cleanly. If the Altai record is incomplete at step 3, ChargeBee never fires at step 4, and the would-be member never receives a payment link. That is why the required Altai fields have to be exactly right before anyone is approved for real.

The Three Systems — what HubSpot, Altai, and ChargeBee each do.
Required Altai Fields — the field list that makes step 3 → 4 work.
Critical Rules — the guardrails around this flow.
Tutorial — the separate, chapter-level onboarding walkthrough.