Digital transformation solution for association operations

1. Overview

Associations often face difficulties with complex manual management tasks: from member data entry, fee tracking, to event organization. These processes not only consume a lot of time but also are prone to errors, putting great pressure on management teams.

The association management application, developed as a Zalo mini app, provides a comprehensive digital transformation solution to help associations optimize workflows. From easy member management with automatic data entry and intelligent classification, to accurate and fast fee collection with online receipt creation and detailed statistics. The system also makes event and course organization more professional and convenient through ticket management, automatic notifications, and sponsor promotion.

With this app, associations not only reduce manual work but also enhance management efficiency, create professionalism, and strengthen connections with members. It is the “digital assistant” that modern associations cannot ignore.

2. A lifeline solution for associations

If you have ever managed an association, you surely understand the never-ending hassle of managing members, collecting fees, and organizing courses and events. Sometimes, everything feels chaotic, and you're left drowning in paperwork and spreadsheets. Understanding this difficulty, we developed a digital transformation app to help associations solve all these problems that seem “hopeless.”

2.1 Member management 

Managing member lists is a seemingly easy but very frustrating job. Manually entering each name, checking each piece of information, then classifying who’s active, who’s dropped out... it’s truly a difficult task! Plus, if you forget a member's birthday or anniversary, you’ll hear about it from the entire association!

The app integrates with the no-code platform Cubable as the data storage base with an intuitive interface, making data entry a breeze. Data from Excel files or website forms is synchronized in no time. The system also features a multi-layer filtering system, allowing you to easily classify members based on activity status, fee payment status, course attendance, etc. Furthermore, verifying member information is now much faster thanks to Zalo mini app integration. A few simple steps and the system automatically checks and confirms all member details.

One feature I love is the automation workflow, which streamlines tasks that used to be performed manually. From birthday reminders, company anniversary notifications to course schedules and events.

2.2 Fee collection – “Collecting one dollar, losing two due to mistakes”

Every fee collection period, you have to manually check each payment, who has paid, and who hasn't. This manual process can lead to mistakes, missed names, or incorrect data; and then you still need to send reminders and confirm schedules for each person – it’s like being an unpaid accountant.

Cubable helps with efficient expense management

With Cubable, the entire fee collection process is automated. You can create online receipts, send them to members through the Zalo app for instant payments. All transactions are recorded clearly, preventing errors, and you don’t need to call each person for reminders.

A major bonus is the detailed statistics feature, allowing you to immediately see the total amount collected, which fee types are more common, how many people are participating in a class or event... on a visual report. All of this in just a few seconds, no more stressful number comparisons.

2.3 Event organization 

Planning an event is already difficult, but managing tickets, guests, sending notifications, and sharing information is even harder. Not to mention, by the time the event happens, you might be too exhausted to enjoy it.

But with Cubable, everything becomes much simpler. You just need to create the event content, select ticket prices for different guest groups (members, invitees, general public), and set the sales start time – done! No worries at all. The system will automatically send reminder notifications before the event, ensuring everyone remembers the date.

Optimized event management

2.4 Create and share posts

In addition to the features above, the app also integrates a blog feature, allowing the association to post announcements, news, and relevant information. This feature works as a knowledge-sharing platform, where all members of the association have the opportunity to write and share their expertise on various topics.

2.5 Sponsorship

This feature helps sponsors stand out to association members by prominently displaying their logos whenever the app is accessed. It also supports categorizing sponsors by tier, based on the criteria set by the association.

Managing sponsors becomes easier thanks to integration with Cubable, which serves as the data storage base to update and store sponsor information. Managers can easily add or remove sponsors quickly and conveniently.

3. Benefits and long-term strategic vision

Digital transformation not only makes daily tasks easier for associations but also opens up opportunities for sustainable development in the future. With the association management app, all processes from member management to event organization are handled smoothly, helping associations operate more professionally and strengthen member engagement.

This not only boosts pride and motivation for members to contribute but also encourages them to share about the association, attracting more allies and contributing to both the quantity and quality of membership.

3.1 Efficient operations

The association management app is a powerful tool, eliminating the need to worry about piles of paperwork, long member lists, or busy event schedules. Everything is processed quickly and neatly with just a few clicks. For instance, when scheduling an important meeting, you simply input the information, and the system will automatically set the date and send notifications to all members, ensuring everything runs smoothly and professionally.

3.2 Member growth

Who doesn’t like to feel appreciated? A professional app helps retain members through small yet meaningful actions. For example, on their birthday, the software automatically sends a custom greeting, creating a special and caring feeling for the recipient.

3.3 Attracting sponsorship

Members who want their businesses to be featured in the app can contribute a fee, supporting the association’s activities. This is an opportunity for businesses to increase visibility and solidify their position in the community, while also contributing to the association’s growth.

Attracting sponsorship

3.4 Data aggregation and analysis

Integrated with Cubable as the data storage base, you can easily set up charts and visual reports to summarize and analyze data effectively. You’ll immediately know what members like and need to optimize activities. For example, if most members attend workshops on weekends, you can confidently schedule more for Saturdays to ensure a higher attendance rate.

4. Conclusion

The association management app is not just a supportive tool, but a comprehensive digital transformation solution, helping associations operate efficiently, professionally, and reduce time-consuming tasks that are prone to errors. With this app’s assistance, associations can focus more on their core mission – building a strong and sustainable community. If you’re looking for a solution to develop a similar app for your organization, leave your details, and our team will contact you for further consultation.