Non-Profit saves hundreds of hours in event and member management with CiviCRM

Background

The Fremantle Chamber of Commerce (FCC)  champions policies and strategies that improve the business environment in Fremantle, enhance community prosperity and develop a sustainable mix of business and lifestyle opportunities for Fremantle’s future. They act as an advocate for the business community, a conduit for information and a promoter of Fremantle’s position in the regional landscape.  The Chamber currently have over 500 members, ranging from major corporate organisations to small micro-businesses.

CRM Solution

FCC required a CRM system to manage their members, events and organisational activities more efficiently.  The main requirements that the CRM needed to fulfil were:

  • To have a central database of all contacts and members.
  • The ability to register online to become a member.
  • The ability to have all membership information in a central location
  • The ability to register online for events.
  • The ability to manage events from a central location.
  • The ability to track payments
  • Reporting on all of the above

The CRM system selected for FCC is called CiviCRM.  CiviCRM is a web-based, open source, CRM software geared toward meeting the needs of non-profit and other civic-sector organizations.

The CRM was configured from the front end to manage all the items listed above. Existing contacts that were stored in excel sheets and outlook were imported into the system to create a central repository. Custom reports were created to handle all the above items as well.

Outcome

The CRM solution implemented by Sankhya Consultants resulted in the  following benefits to FCC:

  • Time savings by having a central repository to access all contacts and member information
  • Time savings by having a central online system to manage Events and having integrated workflow such as automatically reminding participants of the event a week or a few days prior to the event.
  • Time savings in tracking invoices until paid.
  • Time savings by having a central online system to manage memberships and having integrated workflow such as automatically reminding members of their membership expiring a month prior to expiration.
  • Automatic generation of reports and lists for management – time savings and increased accuracy in not having to compile these manually.
  • Having a central repository to manage all types of clients and staff and their associated contracts and documentation.
  • Being able to update events and membership information on the website automatically from the CRM system.
Organizational focus: 
Arts and Culture
Education
Organization type: 
Association
Non Profit

Aims

FCC required a CRM system to manage their members, events and organisational activities more efficiently.  The main requirements that the CRM needed to fulfil were:

  • To have a central database of all contacts and members.
  • The ability to register online to become a member.
  • The ability to have all membership information in a central location
  • The ability to register online for events.
  • The ability to manage events from a central location.
  • The ability to track payments
  • Reporting on all of the aboveFCC required a CRM system to manage their members, events and organisational activities more efficiently.  The main requirements that the CRM needed to fulfil were:

    • To have a central database of all contacts and members.
    • The ability to register online to become a member.
    • The ability to have all membership information in a central location
    • The ability to register online for events.
    • The ability to manage events from a central location.
    • The ability to track payments
    • Reporting on all of the above

Challenges

Importing and cleaning the existing data which existed in different locations such as multiple Excel sheets and Outlook.

Why CiviCRM?

CiviCRM was selected because it was a web-based, open source, CRM software geared toward meeting the needs of non-profit and other civic-sector organizations.  It could handle the needs of Fremantle Chamber perfectly - Event and Member Mangement.

Other CRMs evaluated were Sugar CRM and Zoho CRM

Key functionality

The ability to handle online contributions

“Implementing the CRM (CivicCRM) made an immediate impact on the way we manage our customers, our functions and events. The automated processes have saved us so much time. It has been by far the most valuable software the Chamber has implemented in recent times. We can highly recommend that every business, large and small, put in place some kind of CRM to help communicate what they do in an effective and efficient way, to the most important people in their business, the customer!”
Fremantle Chamber of Commerce - Jacqui Warnock, Executive Assistant

Organization Address

16 Philimore Street
6160 Fremantle
Australia
AU

Project team

Dr Ganesh Arulampalam (Sankhya Consultants) - CRM Implementation 

Dr Vish Ramakonar (Sankhya Consultants) - CRM Implementation

Megan Lee Swart - (Idea Catalyst) - Web Design Company 

David Levi (Idea Catalyst) - Drupal Web designer

Tim Milsom (Fremantle Chamber of Commerce) - CEO

Jacqui Warnock ( Fremantle Chamber of Commerce)- Executive Assistant

Victoria Willetts (Fremantle Chamber of Commerce) - Member Manager