Solutions · Membership Management
Members join, renew, lapse, change tier, sit on committees and register for events. We build the system that keeps all of that straight, and we tell you honestly when an off the shelf association platform would serve you better.
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Portal
1,284
Members
99.9%
Uptime
0
Access issues
Membership management is the system an association or club uses to run joining and renewal, tiers and dues rules, member directories, committees and chapters, event registration, and the reporting a board or funder asks for.OlDevs, a full-stack technology studio in Vancouver, British Columbia, builds these platforms when an organisation's rules are specific enough that generic software fights the way it actually works. Where an existing association management system fits, we say so and help select, configure and integrate it instead of building from scratch. Request a quote to talk through your renewal cycle, categories and governance structure.
Key facts
Built around how members actually behave
Application, approval, payment and renewal handled as one path with clear states. Lapsed, grace period, suspended and reinstated are modelled explicitly, so staff stop tracking exceptions in a spreadsheet and members always see where they stand.
Student, retired, corporate, honorary and multi site categories each carry their own eligibility, term length, proration and voting rights. The rules live in configuration your staff can change, not in code only a developer can touch.
A directory members trust: verified fields, privacy controls set field by field, opt outs honoured everywhere, and search that matches how people actually look for each other by chapter, designation, region or practice area.
Boards, committees, chapters and branches each need rosters, terms of office, permissions and budgets. We model the structure once so permissions, mailing lists and reporting all follow from it instead of drifting apart over time.
Registration, waitlists, member and non member rates, session selection and attendance capture, feeding continuing education records members can print and employers can check against the requirements your organisation sets.
Consent and preference records with an audit trail, segmented mailings, and the membership, retention and financial reports your board, funders and auditors ask for, exported on a schedule instead of assembled by hand each quarter.
Process
Build or buy review
We map your categories, renewal cycle, governance and reporting needs against what association management products already do, then recommend building, buying or a mix. You get the reasoning in writing before any code is planned.
Data and rules audit
We profile the member data you hold today and write down the rules that currently live in staff habits: who qualifies, how long a term runs, when someone lapses, who votes. Ambiguities get settled here, not mid build.
Design with weekly demos
Joining, renewal, directory and admin screens are designed against real member records and reviewed in a working demo every week. Staff who process renewals are in those reviews, because they find the exceptions first.
Build, migrate and parallel run
We build in slices, migrate repeatedly until counts and balances reconcile, and run the new system alongside the old one through a full billing cycle where the calendar allows it.
Launch and first season support
We launch outside your peak renewal window when possible, watch the first real renewal run closely, and hand over documentation, training and admin tools so your team can change rules without calling us.
How we work
People change name, employer, category and chapter. A single record with a full history keeps renewals, voting rights and education credits attached to the person rather than to a row that gets retyped every year.
Eligibility, term length, proration, grace periods and voting weight are settings your staff can read and adjust. When the board changes a rule, the change is a configuration decision with an audit trail, not a support ticket.
Payment status drives membership status automatically. Invoices, automatic charges, partial years and reinstatements all land in the same ledger, so finance and membership stop reconciling two different versions of the truth.
Chapters, committees and offices are modelled as real objects with terms and rosters. Access, mailing lists, directory listings and reporting are all derived from that structure, so nothing has to be maintained twice.
Attendance, credits and certifications are captured at the event and written to the member record immediately. Members print their own statements, and staff answer verification requests without digging through old spreadsheets.
Membership counts, retention, chapter activity and revenue by category are defined during discovery, not added at the end. Boards and funders get the same numbers on a schedule instead of a rebuilt spreadsheet each quarter.
Who it's for
Employer funded professional bodies, customer councils, loyalty and alumni programs that need member records to talk to the systems finance and HR already run.
Professional associations, trade bodies, regulators' registries and publicly funded member organisations that answer to a board, a funder or an audit committee and need reporting they can defend.
Franchisor networks running franchisee associations, dealer councils and location level committees, where structure, dues and access have to mirror the network rather than one head office list.
Founders launching a membership community, club or paid network who need joining, renewals and a directory working properly before they can prove the model is worth scaling.
Weekly
Working demo cadence
1 business day
Reply to every enquiry
WCAG 2.2 AA
Accessibility target on member screens
FAQ
Buying wins more often than agencies admit. If your categories are simple, your renewal cycle is standard and your reporting needs match what a mainstream association management system already produces, configuring a product costs less to run and less to maintain. We will tell you when that is the case, and help you choose and set it up.
A build earns its keep when the rules are unusual: weighted voting, sliding categories, chapters that bill separately, education requirements tied to your own designation, or a public directory people rely on. Those are the cases where a product forces you to change how the organisation works, and the workarounds quietly become the real system.
Yes, and it is usually the hardest part, because member history lives in an old database, a few spreadsheets and someone's memory. We profile the data first, agree what a member record must contain, run repeated trial migrations, and reconcile counts and balances with your staff before anything goes live.
We integrate a payment provider you hold the account with, so funds and card data never route through us. Renewals can run as invoices, automatic charges or both, with grace periods, proration and receipts that match your finance process. Refund and cancellation handling is agreed during discovery, not improvised after launch.
We build consent and preference records into the member profile, keep an audit trail of when and how consent was given, and honour withdrawal everywhere it matters, including mailings and the directory. Canadian privacy and anti spam rules can apply to member communications, and which ones depend on your organisation and how you send. This page is general information, not legal advice, so have your counsel review your policies.
Yes. Roles are tied to the structure: a chapter administrator sees their chapter, a committee chair sees their roster, national staff see everything, and volunteers see only what their term allows. Terms of office expire on schedule, so access does not quietly outlive the role someone held two years ago.
It depends on how many categories, chapters and integrations are in scope, and on how clean your current data is. You will see a working demo every week from the start, so scope stays visible rather than arriving as a surprise at the end. Request a quote and we will map the phases against your renewal season.
Let’s connect
Tell us what you’re building. We’ll reply within one business day with next steps and a tailored quote — no obligation.