How AI Audits My Memberships Every Week
I have two paid programs in Creator's MBA that bill on a recurring basis, Newsletter Profit Club and the Creator's MBA Mastermind. Every Saturday morning Claude audits both of them. It compares who paid in ThriveCart, who has access to the course and how each person is marked in my email platform (Kit), then sends me whose access ends soon, anything that doesn't match and a list of people to remove from my AI digital mind on Delphi. It only reports and I decide what gets fixed.
I have two paid programs in Creator's MBA that bill on a recurring basis, Newsletter Profit Club and the Creator's MBA Mastermind. A lot of my members are in both programs, so the same person can show up twice with two different payment plans.
Every member's information lives in three places and those three places have to agree. When someone joins, cancels, gets a refund or has a payment fail, all three need to show it. So every Saturday morning, Claude checks them against each other for me.
This post walks through how that audit works, what it sends me and the rules I wrote into it, so you can build your own version.
The three places that have to agree.
The first place is ThriveCart. That's where people pay and it's also where they get access to the course.
The second place is Kit, my email platform. Every subscriber has a membership field with values like monthly, yearly or lifetime. That field puts each person in the right member segment so they get the right emails.
The third place is my AI digital mind on Delphi. It's open to members of either program only. Anyone who signs into Delphi stays on my Delphi audience list until someone removes them by hand, so when a membership ends, somebody has to go in and take that person off.
There are two kinds of mismatches I'm watching for. One is a person who paid but doesn't have everything that comes with it, like course access or the member emails. The other is a person who still has access after they stopped paying.
There's one more thing on the Kit side. Sometimes a member segment stops picking up subscribers whose membership field is set correctly and Kit support reindexes them for me. So the field and the segment can disagree and that's one more thing a weekly check catches as part of normal upkeep.
How the audit runs.
There's one scheduled task for each program. They follow the same steps, so here's what happens from Friday to Saturday morning.
Friday: I drop in the exports
Every Friday I download two exports from ThriveCart for each program, the all-time transactions export and the student export. I drop them into a Google Drive folder set up for that program. The transactions export shows who paid and the student export shows who has access to the course.
Saturday morning: it checks the files first
Before it does anything else, the task makes sure both exports are in the folder and recent. If a file is missing or more than 3 days old, it stops and tells me which file to drop in the folder.
It checks every member in Kit
Then it reads the exports and looks up every member in Kit. For each person it compares three things, whether they paid, whether they have access in the course and how they're marked in Kit.
It builds the remove from Delphi list
Last, it works out who lost access since the last audit and who should come off Delphi. I'll walk through that list in its own section below, because it has a couple of extra checks.
What it looks for.
When it compares the three places, it reports four kinds of things.
- Paid-through dates coming up. People who cancelled are still members until the date they paid through, so the report shows whose access ends soon and on what date.
- Refunds. Anyone who got their money back.
- Failed payments that ended a membership. People whose membership ThriveCart ended after their payment didn't go through.
- Anything that doesn't match. A person who paid but isn't marked as a member in Kit, a person marked as a member in Kit who isn't paying anymore or a person whose course access doesn't line up with what they paid for.
Failed payments are already handled by my team, separately from this audit. ThriveCart notifies them when a payment fails, they send a standard reach-out email, try a couple of times and cancel the membership if the person doesn't respond. The audit shows me where things landed after that, since a failed payment that ended a membership shows up in the report and on the Delphi list.
The remove from Delphi list.
Every week the report lists the name and email of everyone who lost access since the last audit. That includes people whose paid-through date passed after they cancelled, people who got a refund and people whose membership ThriveCart ended after failed payments.
Before it puts anyone on that list, it checks whether they're still a member of the other program. Delphi is open to members of either program, so somebody who left Newsletter Profit Club but is still in the Creator's MBA Mastermind keeps their Delphi access and stays off the list.
It also checks for a second email. Some people use one email for one program and a different email for the other, so the audit looks for both before it decides that person is gone.
If nobody qualifies, the report says "Nobody to remove from Delphi this week." When there are names, my team or I go into Delphi and remove those people by hand.
What it sends me.
Each audit does three things when it's done. It saves a full report to that program's Google Drive folder, it refreshes a members dashboard page and it sends a short message to my phone.
The phone message is the part I read first. It has:
- The headline numbers for the program.
- Whose access ends soon, with the dates.
- What needs me, with each person's name and what to do about it.
- The remove from Delphi list.
- Links to the full report and the dashboard.
Since there's one task per program, I get two of these every Saturday, one for Newsletter Profit Club and one for the Creator's MBA Mastermind.
The rules I wrote into it.
This audit is report only. The instructions say it never changes anything in Kit, ThriveCart or Stripe and it never emails a member. It reads the exports, compares them with Kit and tells me what it found.
Claude reads the exports and checks Kit, then it reports. It never changes a member's record in Kit, ThriveCart or Stripe and it never emails a member. I read the report and say what to fix.
When something in the report needs fixing, I'm the one who decides what happens and then I tell Claude what to fix.
The other rule is the one about old files. If the exports aren't there or they're more than 3 days old, the task stops and tells me which file it needs. That way the report is always built from this week's data.
One more task connects to this. My Monday Kit growth report puts any buyer who unsubscribed at the very top. So the Saturday audit covers my programs and the Monday report covers buyers who leave my email list.
How to set up your own version.
If you run a membership, you don't have to start with three places and two programs. You can start with one comparison, who paid this month and who has access.
Here's how I'd set that up.
- Pick your two lists. One list shows who paid, from your checkout or payment platform. The other shows who has access, from wherever your course or community lives.
- Pick a day to export them. I drop mine into a Google Drive folder every Friday. Use the same folder every week so the task always knows where to look.
- Write the instructions in plain English. Write them the way you'd explain the job to an assistant. Tell it where the files are, what to compare and what to send you when it's done.
- Tell it to stop if the files are old. Give it a cutoff, like mine at 3 days and have it tell you which file to replace.
- Tell it to report only. Write into the instructions that it never changes a member record and never emails a member.
- Schedule it for the day after you export. Mine runs Saturday morning after my Friday drop.
Once that's running, add the next place your member info lives. For me that was the membership field in Kit and then Delphi. If you have more than one program, add the check for members who are in both before anything goes on a removal list.
The rest of this series.
This audit is one of the weekly tasks I listed in What Can AI Do for Your Business? Here's Everything Mine Runs, which covers all of the scheduled tasks across Creator's MBA and HobbyScool.
If you want to see the daily side of my numbers, the morning money report walks through the sales report that runs at 7:20 every morning. And if you've never set up a scheduled task before, your first scheduled task shows you how to start with a weekly newsletter draft.
Find out where your business needs help first.
Before you build an audit for your membership, it helps to know which part of your business is the weak spot. The free Creator Growth Flywheel Scorecard takes about two minutes.
Take the free scorecard →Frequently asked.
Can AI audit my membership to see who paid and who has access?
Yes. Every Saturday morning, Claude reads my ThriveCart exports and checks every member in Kit. It compares who paid, who has access to the course and how each person is marked in my email platform, then sends me a report of anything that doesn't match.
How do I make sure people lose access after they cancel my membership?
Check it on a schedule. My weekly audit lists everyone who lost access since the last audit, whether their paid-through date passed after they cancelled, they got a refund or a failed payment ended their membership. Then my team or I remove them by hand.
What should I compare in a membership audit?
Start with one comparison, who paid this month and who has access. Once that's running, add the next place your member info lives, like a membership field in your email platform that decides which member emails people get.
Will an AI membership audit change my member records or email my members?
Mine doesn't. The instructions say it only reports. It never changes anything in Kit, ThriveCart or Stripe and it never emails a member. I read the report and tell it what to fix.
How do I handle members who are in more than one of my programs?
Tell the audit to check the other program before it lists anyone for removal. My AI digital mind on Delphi is open to members of either program, so before the audit says to remove someone, it checks whether they're still in the other program and whether they use a second email.
Dr. Destini Copp helps digital product creators build sustainable, systems-based businesses through the Creator Growth Flywheel framework. She's the founder of Creator's MBA and HobbyScool, and has been teaching online business strategy for over a decade. Learn more →
