Members & Fellows Database
Automation of the entire membership lifecycle, from requirements gathering and process mapping through build, testing, and deployment. A fully manual workflow, redesigned from the ground up into one system that runs the moment an application arrives.
Staff verified programme completion and alumni status by hand for every application
Every application is cross-checked against the alumni database and marked eligible upon submission
Verification meant checking Stripe, HubSpot and separate spreadsheets by hand
Stripe syncs payment status, renewal dates and refunds into the database in real time
Staff edited templates, typed each member’s details, exported PDFs and emailed one by one
A single trigger word generates and emails a consistent, professional certificate via Zapier
Special cases meant creating folders manually and emailing CVs to reviewers individually
Each CV is stored and sent to its assigned reviewer automatically, and their decision is captured via form and updated in the database in real time
Moving a member meant updating several independent Google Sheets by hand
Records move between active and cancellation lists instantly, with cancellation and refund details updating automatically
The team opened each sheet themselves to spot new applications, renewals and cancellations
Real-time Slack notifications announce every application, decision, renewal and cancellation the moment it happens
- Application intake with automated eligibility validation, programme completion checks, and alumni verification
- Stripe integration syncing payment status, renewal dates, cancellations, and refunds in real time
- Automated certificate generation across first time issuance, renewals, upgrades, and grade transitions
- Re-subscriber detection using primary and secondary email matching to prevent duplicate records
- Real time team notifications across every key membership event
Reclaims 520 working hours a year, and runs the full lifecycle through a single integrated system.