Membership and certification process - administration
For the network of around 180 educational institutions, we have set up an EspoCRM-based system that fully digitalizes member management, contribution collection, and audit processes. The goal was a central, secure workflow with clear roles and quick approvals – including portals for members and reviewers, allowing documents to be submitted, reviewed, and documented without any media breaks.
Challenge
The starting situation was characterized by fragmented data sources (Excel/Access), manual reconciliations, and time-consuming audits. Contribution logic, certificate durations, and document statuses were difficult to keep consistent. The goal was a central platform that seamlessly brings together member data, contributions, and certifications - with clean role management and clear processes, without burdening the participants with additional effort.
The path to the goal
Target image & process design
Together with the association, we refined the goal definition: transparent membership data, comprehensible contribution logic, and an audit process that is immediately understandable for auditors. This resulted in a clear process design with roles, handovers, and binding status levels.
CRM customization & new modules
Based on EspoCRM, core modules were extended and new modules developed for contribution groups, fee management, and audits. This allowed professional processes to be accurately represented, deadlines to be automated, and the contribution logic to be documented in a revision-proof manner.
Portals for members & reviewers
A member portal enables the SSL-encrypted upload of certification documents including status tracking. Reviewers access relevant documents through a separate portal, examine them, and store results - role-based, traceable, and secure.
Data migration & quality assurance
We have transferred extensive inventory data from Excel and Access, cleaned duplicates, and established consistency rules. Checking and validation logics have since ensured data quality in daily operations.
Security & GDPR
Extensive GDPR requirements have been implemented – down to the field level. Role and rights concept, 2FA, audit logs, and fine-grained access profiles protect sensitive data.
Technical environment
Redundant hosting infrastructure in the EU (Amsterdam, Nuremberg, Vienna), LAMP operation, API functions in Python (Docker Swarm), SSL, 2FA, daily backups according to the 3-2-1 strategy.
Result
Member management is now running centrally, transparently, and significantly faster. Contribution assessments are automated, audit processes are well documented, and the portal workflows noticeably reduce inquiries. Members and reviewers work in clear, secure processes – the association gains time for value-creating tasks instead of manual coordination.
What the client says
No testimonial available.
Our perspective
No internal testimonial available.
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