Implementation process for association digital transformation solution

1. Overview

The digital transformation solution helps associations move away from complicated manual management, transitioning to an intelligent and user-friendly automated system. Instead of struggling with endless Excel files or chaotic event lists, this app is developed as a Zalo mini app, creating a familiar, visually pleasing, and easy-to-use experience. Additionally, integration with the no-code platform Cubable streamlines and automates numerous manual processes.

For me, the Association Management App is not just a tool but also:

• No. 1 Assistant: Reminds me of everything from A to Z, such as attending events and paying fees.
• Event Organizer Expert: Automatically handles tasks like ticket management, sending QR codes, and tracking attendee numbers.
• Data Analysis Expert: Collects and analyzes tons of data to identify potential growth trends for the association. For example, it can analyze the time slots when members are most active in events to propose optimized scheduling in the future.

2. Process of implementing digital transformation solutions for associations

Digital transformation indeed brings exceptional benefits to associations. Nowadays, organizations of all sizes have annual KPIs for digital transformation. However, what digital transformation entails, where to start, and how to implement it effectively remain big questions. Understanding this, the Cubable team developed a management app tailored to the needs of associations and will accompany you until the management and operation processes run as smoothly as Sunsilk.

Cubable digital transformation process

2.1 Gathering requirements (2 Weeks)

Many associations still manage member lists using Excel files with hundreds of hard-to-control rows of data. For example, every time they need to check which members haven’t paid their fees, managers must manually search row by row, wasting time and risking errors.

In the first step, we will gather all information about the association's current operations, common challenges, and specific expectations. This ensures Cubable fully understands your needs to propose suitable solutions.

2.2 Designing solutions (4-6 Weeks)

Once the issues are well understood, the next step is to design an optimal management system that completely replaces manual methods. For instance, instead of storing member lists in Excel files, all data will now be managed via a modern and logical online system with features such as:

• A management app designed per the specific requirements of each association, developed as a Zalo mini app.
• Online membership registration forms that automatically populate the member database.
• A system to track payment statuses with accurate automatic updates.
• Event or fee reminders sent via email to members in no time.
• Sponsor management.
• Notification and article management.

Throughout the solution design process, the team will provide a demo for the association to test and give feedback.

2.3 System deployment (4-6 Weeks)

This is when the new system is applied to the association's actual workflows. For instance, if you’re organizing a major event, the system will help manage attendee lists more efficiently.

Clear process with Cubable

2.4 Fine-tuning, handover, and ongoing support

Once the system is operational, the Cubable team will closely monitor and regularly check it to ensure all features function smoothly. If any issues arise, such as errors in automated reminders, the team will promptly resolve them.

Finally, the complete system will be handed over with detailed user documentation. Importantly, the team will always be available to support the association in case of post-handover issues.

3. Real-life project

Digital transformation may sound “cool,” but it’s still challenging to visualize its actual workflow. Therefore, the following example of an event management process will give you a comprehensive view of the digital transformation solution developed by Cubable.

3.1 Overview of the association management app

First and foremost, the intuitive interface deserves mention. It is designed to meet the specific requirements of each association and is divided into clear sections such as:

• Home: This section aggregates all key information, from upcoming events and purchased tickets to the latest updates from organizers.
• Ticket Management: After registering for an event, members can rest assured their tickets are safely stored here. When a QR code is needed for check-in, simply access this section.

Introducting mini-app

• Events: This is the events menu for members. Browse through, pick an event you like, and register immediately.
• Blog: Important information, useful resources, and the latest updates will be regularly posted here, allowing members to stay informed about association activities. This section also allows members to share knowledge and experiences in their fields of expertise.
• User Information: The final section stores all user information. Don’t forget to update your email and phone number accurately to ensure you don’t miss any notifications from the organizers!

3.2 Registering for events made easy via the association management app

Instead of contacting organizers directly to join events, you now only need a phone and a few taps. The app simplifies and streamlines the registration process, eliminating hassles like manual sign-ups, complex payments, or carrying paper tickets.

First, to access the app, members only need to scan a QR code, enter their phone number and email, and they’re good to go. The system will instantly verify the provided information against the association’s database and approve if valid.

Members can register for events with just three simple steps:

1. Select the desired event.
2. Enter basic information.
3. Agree to terms and pay for the ticket directly in the app.

Registering events with 3 simple steps

Once Step 3 is complete, the app will generate a QR code, which serves as your entry ticket. This is an ideal solution to save time and avoid unnecessary troubles like forgetting to bring a ticket.

On the event day, simply scan the pre-received QR code for seamless access. Members won’t need to wait for staff to search through long attendee lists. Meanwhile, organizers can save significant time and manpower for check-ins without worrying about errors.

4. Conclusion

The Association Management App is the ultimate digital transformation solution that eliminates all headaches for associations. With this comprehensive package, there’s no need to stress about where to start or spend time navigating guides across numerous platforms that may not suit your association. The Cubable team will help you optimize everything from member management to event organization.