Membership and certification management
For Weiterbildung Hessen e. V., we implemented an EspoCRM-based system that integrates certification processes and member management into a centralized platform. From the application to the examination to the extension, all steps are structured and traceable - including automated communication and a secure member portal. The goal was to create a robust process chain with clear roles, deadlines, and document statuses, so that the association simultaneously creates transparency for its members and significantly relieves internal processing.
- Certified facilities in the association
- 320+ members
- Process chain from application to extension
- End-to-End
- Deadlines, notifications, and status changes
- automated
- Role-based access and audit logs
- GDPR-compliant
Challenge
Around 320 member institutions, complex certification deadlines, and many communication processes made a central, secure, and automated solution necessary – without burdening the association work. In particular, deadline monitoring, proof documents, and the coordination between the office, evaluators, and members required a clear process logic. At the same time, members should be able to easily maintain data and provide documents, while sensitive information remains role-based protected.
The path to the goal
Target image & process design
Together with the association, we defined goals, roles, and processes – focusing on certification processes, member support, and event communication. This resulted in a clear end-to-end process with status levels, responsibilities, and binding handovers, ensuring that each step is documented traceably.
CRM Customization & Module
Adjustment of modules for certification, member and fee management, as well as the complete process chain including deadline logic. Additionally, review and approval steps were modeled to ensure that certificates are only issued based on fully verified evidence.
Member portal & communication
Construction of a portal with SSL upload, structured data management, and status transparency for members. Automated notifications for deadlines, certificate durations, and events significantly reduce inquiries and noticeably relieve the team.
Integration & Reporting
Integration of Microsoft 365 including email correspondence, appointment coordination, and structured document storage. Live reporting in table and chart form ensures full transparency – from member status to the certificate portfolio.
Data migration & data protection
Migration of Excel inventories with duplicate removal and validation rules. GDPR implementation with role-based access, audit logs, and clear release paths protects sensitive data and increases traceability.
Quality Assurance & Governance
Standardized checklists, mandatory fields, and approval rules ensure the quality of certifications. This way, decisions are consistent and can be audited at any time – even with a growing membership.
Training & Change
Role-specific training and accompanied introductory phases ensure that the office, assessors, and members can confidently apply the new processes. The transition takes place without interrupting the ongoing certification operations.
Technical environment
EU-based redundant server structure (Amsterdam, Nuremberg, Vienna), LAMP stack, Python for API functions, Docker Swarm, SSL, 2FA via email, backups according to the 3-2-1 strategy.
Result
Certification processes and member communication run centrally, reliably, and transparently. Automated reminders reduce manual effort, deadlines are proactively managed, and document statuses are always traceable. The member portal creates clear self-service processes, relieves the office, and simultaneously increases the quality of submitted evidence. Overall, the association significantly gains in efficiency, information availability, and process security.
What the client says
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Our perspective
No internal testimonial available.
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