Case Study · Membership 10 weeks Perth, WA

Member Portal for an Industry Association

Member portal with renewal, event booking, document access and directory features. Replaced manual membership admin and disconnected systems.

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Client Context

Industry association: professional membership body

A Western Australian industry association with 1,200 members, both businesses and individual practitioners. The association managed memberships, events, professional development, industry advocacy and a member directory.

Membership renewals were processed by email and bank transfer. Event registrations were handled via a third-party tool. The member directory was a PDF updated quarterly. Document access used a basic file download page. Nothing talked to anything else.

The Challenge

What needed to change

Membership management was manual. Renewals required email reminders, manual payment tracking, receipt generation and database updates. The two-person admin team spent 3+ days per month on renewals alone.

No integrated member experience. Members interacted with the association through 4 different systems: the website for info, Eventbrite for events, email for renewals, and a separate login for CPD records. Each had its own credentials and none shared data.

The member directory was static. Updated quarterly as a PDF. New members waited up to 3 months to appear. Members who wanted to update their details had to email the office.

The Solution

What we built

A unified member portal with self-service renewals, event booking, document access, CPD tracking and a live member directory, all behind a single login.

Membership Management

Online renewals with credit card and direct debit. Automated receipts, reminders and lapsed member follow-ups. Member self-service for profile updates and tier changes.

Event Booking

Events listed in the portal with member pricing. Online registration and payment. Attendance tracked against CPD records automatically.

Document Library

Industry resources, guidelines, templates and advocacy materials available to members based on their membership tier. Version-controlled with notification of updates.

Member Directory

Live, searchable member directory. Members manage their own listings: description, logo, contact details, specialisations. Updated in real time, not quarterly.

Built with:
ReactTypeScriptNode.jsPostgreSQLStripeAWS SESAWS
In Practice

How it works

1

Member logs in

Single login to the portal. Sees their dashboard: membership status, upcoming renewals, event invitations, new documents and CPD progress.

2

Renews membership online

Renewal reminder triggers 30 days before expiry. Member reviews details, pays by card or sets up direct debit, and receives an instant receipt.

3

Registers for events

Browse upcoming events, register and pay through the portal. Member pricing applied automatically. Attendance records feed CPD tracking.

4

Accesses documents and resources

Member downloads industry guidelines, templates and advocacy materials from the document library. Notified when new resources are published.

5

Updates directory listing

Member edits their directory listing: business description, logo, specialisations, contact details. Changes are live immediately.

Results

Measurable outcomes

85% Renewals processed online (was 0%)
40% Reduction in admin time
1,200+ Active member accounts
3 days/month Saved on renewal processing alone
95% Member retention rate (up from 82%)
Live Member directory always current

Renewal season used to be chaos, hundreds of emails, manual payments, receipt generation. Now 85% of our members renew through the portal without any admin involvement. Our team can focus on member value instead of admin.

Executive Officer Industry Association
Delivery

How we delivered it

1

Requirements & Member Research

2 weeks

Surveyed members on their experience with existing systems. Mapped all admin workflows for renewals, events and communications. Prioritised features based on member feedback and admin pain points.

2

Portal Build

5 weeks

Built the member portal: registration, renewal, events, document library, directory and CPD tracking. Integrated Stripe for payments and AWS SES for automated communications.

3

Admin Dashboard

2 weeks

Built the admin interface for managing memberships, events, documents and communications. Reporting on membership trends, event attendance and engagement metrics.

4

Migration & Launch

2 weeks

Migrated existing member data from the legacy database. Invited members to set up portal accounts. Launched with a demo webinar and support period.

Meet the person

The person behind the work

Your project, handled by the founder from start to end.

HELLO PEOPLE designs, builds and looks after AI, software, app and data solutions for Australian businesses, with senior expertise on every project and a scope agreed before work starts. For software, that means starting with how your business runs, not with the code.

Since 2007, HELLO PEOPLE has delivered more than 100 projects from Perth for small and medium businesses across Australia: custom software and apps, system integrations, data migrations, reporting and dashboards, and AI that works inside the systems a business already runs.

I lead every engagement myself. I trained in accounting before moving into IT, hold accounting and IT professional qualifications and an MBA, and bring more than 20 years of experience across sales, service delivery, inventory and compliance. I am also a PhD candidate in AI at Curtin University, researching retrieval-augmented generation (RAG), so the technology is always judged by what it does for the business.

  • An old-fashioned service

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  • Quick responses

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  • A long-term partner

    The first release is the start, not the end. When you need the next system, integration or report, you call the same person, who already knows your business.

Similar Project?

Want something similar for your business?

Tell us about your industry, your workflows, and what you want to achieve. We will scope it, quote it fixed-price, and build it.

Tell us what you want to fix

What industry are you in? What systems do you use? What is the biggest operational problem you want solved? We will come back with a plan and fixed-price quote.

Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.