Paper applications and cash dues, moved online.
A member organization took applications on paper and dues in cash or by cheque. Members now apply, sign, renew and pay online, and officers see it all in one place.
Book a free assessmentAll our workWhat the organization needed
The organization runs a yearly membership with new members and renewals. Some applications include sensitive personal details, which had to stay with the authorized officers and nobody else.
- Online applications, with the right questions for each membership type.
- Sensitive details visible to authorized officers only.
- Dues paid online by card.
- A member account for renewals, updates and signatures.
- Reminders that go out on their own.
At a glance
- Client: non-profit member organization
- Services: Websites and eCommerce, ERP and business apps
- Platform: Odoo, with card payments through Stripe
From paper to a member portal
Online applications
Each membership type gets the questions that apply to it. Every submission sends a confirmation to the applicant and a notice to the officers.
Sensitive details kept private
Only authorized officers can read sensitive application details. They never appear in emails or in the record's activity history.
Online dues
Members pay their dues online by card through Stripe instead of cash or cheque, and every payment is recorded in the same system as the membership.
A member portal
Each member gets an online account to see their membership, renew and pay, update their details, and sign online instead of on paper.
Renewals on a schedule
Renewal opens ahead of each new membership year, reminders go out on their own, and a grace period comes before a membership lapses.
Officer views
Officers see applications, payments and renewals in one place, and invite a member to their online account with one button.
Before and after
| Before | Now | |
|---|---|---|
| Applications | Paper forms | Online forms with rules for each membership type |
| Signatures | On paper | Signed online in the member portal |
| Dues | Cash or cheque | Paid online by card |
How we checked it
- Every change was tested on a separate staging copy of the organization's system first.
- Test applications checked the emails, payments and officer access before members saw anything.
- A backup was taken before each update.
- Updates went live only after sign-off.
- A custom Odoo module for membership applications
- Field-level access so only the officers' group can read sensitive fields
- Stripe card payments through Odoo
- Odoo portal pages for member self-service and online signature
- Scheduled actions for renewal reminders and lapsing after the grace period
- Email templates sent through the outgoing mail queue
Still running your members on paper?
Book a free IT assessment. We review your setup without changing anything, then send a written report that ranks what needs attention.
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