Our association is part of a larger natural area (which is administered) and is oriented towards the administrative structures there. Within this framework, we fulfil an educational mandate, which we carry out through our proven academy – in accordance with ISO 9001.
We organise a total of twelve events each year, including nine seminars and three conferences. The number of participants ranges from 15 to 30 per seminar and 50 to 100 per conference. The seminars combine theoretical teaching with practical excursions in the natural area. In addition, we offer ‘nature and landscape conservation officer’ training courses at irregular intervals. These consist of basic training and an advanced course, with some of the content being taught in our seminars.
We are looking for a solution to make our event management and teaching materials administration more efficient.
We have the following requirements for the software:
General
- Multi-client capability (at least 3 clients)
- Modern solution
- Web-based or SaaS/cloud - GDPR-compliant, server solution from a regional data centre with enhanced data security
Front end
- Integration into existing website (API/iFrame)
- Tile view – date, title, short text, available places, link to details page
- Detail page including geo-coordinates, travel information
- Online registration with PayPal, Stripe, prepayment
- Automated registration confirmation by email
- Participant login with self-registration and self-deregistration
- Responsive design display (smartphone, tablet)
Backend
- Dashboard with overview of all events and participant numbers
- Calendar views for planning and resource management
- Online creation/activation of seminars and conferences
- Resource planning (rooms, trainers, equipment)
- Reminders for tasks and dates
- Address management (7,000–10,000 contacts with mandatory fields and target group characteristics)
- Transfer of existing data from MS Access database
- Target group selection and export (MS Outlook, MS Excel, etc.)
- Resubmission function desirable
- Trainer login (self-management) desirable
- MS Outlook calendar connection desirable
- Individually adjustable checklists and additional fields desirable
Events
- Display of available places and quota occupancy
- Automated registration and payment processes
- Creation of participant and signature lists
- Digital attendance checklists
- Automated confirmation of participation
- Display of payment status (open, paid)
- Participant feedback including evaluations with predefined questions
- Contact via email, SMS, WhatsApp, push notification Desirable
Billing
- Payment options PayPal, Stripe, prepayment
- Internal account assignment per event (different clients)
- Automatic invoicing for participants
- API interface to accounting (invoices and payment reconciliation)
Learning platform
- Overview of required and attended seminars
- Upload of learning materials and certificates
- Planning, administration of final examinations, including results
- Automated creation and management of certificates
Reporting
- Analyses, evaluations of registrations, participation, utilisation
- Financial reports (turnover, open items, payments)
- Data export (MS Excel, .csv, .pdf, etc.)
Services
- Setup and configuration of the platform
- Development of API interfaces (accounting, etc.)
- Data migration from MS Access
- Training for administrators and trainers
- Technical support and maintenance
- Transparent presentation of licence and operating costs
- We would like to receive a quote and arrange a demo appointment with the provider.
Three to six software workstations are planned. MS Windows systems will be used.