We are an association and are looking for complex, three-part association software.
The association software must meet the following requirements:
Requirements Seminar software - for our internal training institute
- Ideally, it should be able to map our in-house, hotel-like operations (kitchen, room and bed occupancy, housekeeping, cleaning) --> Accommodation and meals
- Seminars, conferences, and exams are held in person and in a hybrid format on our premises, so an overview of the booked rooms is required
- It should also be possible to map online seminars and webinars
- Support for annual planning (calendar)
- Expansion of marketing channels, e.g., social media, (automated) newsletters, flyers, etc.
- Participants should receive (automated) confirmations and/or certificates
- Various price lists – including complex ones – should be able to be stored as a basis for calculation
- Invoices should be issued from the software to institutions and private individuals, in some cases split
- A lecturer/speaker management system should be included, ideally with a separate access portal for them
- An interface to financial accounting should be included
Requirements Member management
- Member management
- Freely definable relationships between organizations and function holders or family members, etc.
- Club and association management
- Address management
- Distribution lists and mailings by post, email, and social media
- Member statistics
- Committee and function holder management
- Commercial contribution management
- Invoicing
- Merchandise management
- Accounting functions or interface to external accounting
- Freely configurable and flexible reporting
- Controlling
- Business intelligence (BI)
Requirements Management of volunteer services (FSJ)
- Placement and management of volunteers
- Application receipt
- Invitation to interview
- Matching
- Contract creation
- Request for missing documents
- Management of facilities and work placements
- Master data
- Places with different tasks
- Documents
- Publishing vacancies at facilities on the Internet
- Organization of various seminars
- Approval or modification of data for facilities and volunteers
- Interfaces
- Website
- Email, SMS, App
- Financial
- Queries/lists
- Evaluations
- Available seminar places.
- Participants without assignment
- Missing documents
- Hand
- Web interface/mobile access
- Search function
- Change history
- User permissions/views
- Anonymization after expiration
- Algorithm for seminar assignment and placement visits
- Billing
- Periods of service
- Seminars
- Petty cash for seminars
- Assignments
- Edit periods of service
- Create contracts
- Plausibility checks Vacation, seminar days, type of service
- Assignment history
- Web-based working preferred
A software provider that meets all of the above requirements is preferred. If appropriate interfaces are available, links between the individual software solutions for the areas mentioned would be conceivable. The solutions should include a high degree of automation and allow customization (with the help of a programmer if necessary) (open architecture).
Approximately 50 software workstations are planned. These are divided into full licenses, partial rights, and read-only rights. MS Windows systems are used.