How One Association Streamlined Membership Records

We’re often asked for examples that show and tell how our membership management software can make a difference to small associations, clubs and non-profits. Last week we showed how one organization used our standard templates to create a fantastic website.
In this guest post, Lamees Abourahma offers an example of how another organization streamlined membership records and increased event registrations, after transitioning to Wild Apricot with the help of one of our service partners, Webbright Services.

When Talya Huskey joined the Virginia Veterinary Medical Association (VVMA) as the organization’s Membership and Conference Coordinator a year ago, she and Executive Director, Robin Schmitz, knew the current records system needed an upgrade.

As a small-staffed association that serves over 1,300 veterinarian and veterinary student members, VVMA needed a smooth, integrated system that allowed for quick and accurate updates to the organization’s membership and events databases. What they had was an outdated, time-consuming, three-step process that took too much of the staff’s limited time and allowed too much room for error.

VVMA represents and promotes the interests of the diverse veterinary community and serves as a resource on matters of animal health, animal welfare, and the human-animal bond. The association works on a number of legislative issues, presents two continuing education conferences each year, and provides valuable business partnerships to its members. In other words, VVMA is a dynamic association, and its staff must wear a lot of hats to get everything done.

Reduced Membership Task Times by One-Third 

Prior to moving to the membership management software, VVMA was strapped with a system consisting of the platform’s backend, an Excel spreadsheet, and a cumbersome ring binder packed with hard copies of the records. In addition, the organization had to use a completely separate system to keep up with event management since the other software wasn’t equipped to handle it.

Fast-forward to today, and VVMA – and their members – are happily using Wild Apricot, powered by Webbright, and what a difference the transition has made. Now, the staff saves time by updating membership records in just one place, instead of three.

Their new platform allows everything to be done on the backend and enables easy Excel exportation, eliminating the need for hard copies and extra steps. Adopting this new software has replaced the tedious three-step process with a smooth, integrated one that is more accurate and efficient.

In fact, Talya says the time to process a membership renewal or new member has been cut by one-third. And, since Wild Apricot can accommodate both membership and event records management, the VVMA team can keep everything in one place to save even more time. 

No longer “stuck waiting for slow developer turnaround times”

According to Talya, records management isn’t the only area that has improved dramatically since adopting the membership management software. VVMA’s previous website made it difficult to add new content and limited the staff to just basic editing capabilities. So, they were stuck with waiting for slow developer turnaround times every time they needed a website update.

The association now has complete control over their content, thanks to Wild Apricot's user-friendly features. Now Talya and the rest of the staff also have control over the message VVMA is presenting to the world because the website is always up-to-date.

Most importantly, members love the new system

VVMA members appreciate the new system, too. Members are enjoying the use of VVMA’s membership directory and the “Find a Veterinarian” feature, too. In addition, Talya and the staff have received compliments such as:

“I like how everything is in one place.”

“The system is easy to navigate –  it’s very user-friendly.”

“The new website has a great layout.”

But the best testimonial might be what the association hasn’t heard. Since Webbright got their new website up and running earlier than projected (in just six weeks instead of eight), VVMA has been able to use it for their upcoming conference in November, and have had no complaints about complicated registration or payments not going through – that they used to hear!

Improved events process might also be responsible for increased registrations

Talya believes the new system is also responsible for an increase in registration for the association’s upcoming picnic. VVMA has seen more of their veterinary student members register for the event than ever before, and believes this is due to the new and simple online registration process.

Advice for other associations considering website upgrades

Upgrading your website and moving to a new platform is a huge decision that requires serious research and contemplation. Talya offered some suggestions for associations just starting to test the waters:

“If you’re looking into the Wild Apricot platform, be sure to take advantage of the 30-day trial period, so you can see how the system works and what it can do for your association.”

In addition, for organizations looking for a custom design that exceeds Wild Apricot’s templates, as VVMA did, Talya suggests having professional web designers who know platform inside and out (like Webbright a Wild Apricot partner), and can leverage it for your organization and make a website upgrade the seamless next step for your association. 

Lamees Abourahma is president of Webbright Services LLC.