Many teams, associations and organisations are looking for a fully-fledged membership system that fits their exact needs. At the same time, many are worried that their requirements are so specific that it isn't possible.
A good, modern membership system can make everyday life easier for everyone, from the general manager and the organisers of courses, volunteer work, conferences and competitions to the individual member. The complexity of needs can vary greatly: some only need an overview of members, a way to communicate and an overview of what's happening when, while others need a system that caters for several levels of leaders, access control, tens of thousands of members and competitions at several levels.
A standard that suits “everyone”
The Rubic membership system is used today by teams and associations across large parts of Norway: large and small sports clubs, major organisations such as Norway Cup, Holmenkollen Skifestival and Oslo's allotment gardens, and associations.
- We started out as a tool for sports clubs, designed to make it easy for coaches, players and parents to keep track of matches and training sessions. As we have gained new customers with other needs, we have developed the system accordingly and incorporated this into the standard solution. That means it covers the vast majority of needs, whether you're an association, a sports club, a larger umbrella organisation or an event organiser with several thousand volunteers, explains Lisa-Marie Hovland, adviser at Rubic.
A custom-built system can quickly become very expensive. When most of the solutions already exist in the software, small adjustments that cover each customer's special needs will be far cheaper.
What do you need?
It's quite possible that the Rubic membership system already has everything your organisation needs. Here are some of the features in the standard solution:
- Overview of all members with contact details, account numbers, etc.
- Payment solutions such as sending invoices and payment with Vipps
- Rubic Connect – app
- Access management
- Registration with payment for e.g. events and training sessions
- Volunteer module for registration, accreditation, recruitment and access control
- Facilities module with digital key – unlock doors with the mobile app
- Communication – in the Rubic Connect app you can communicate, send personal messages, post text and photos in a community and keep up with everything that's happening
Tailoring made simple and affordable
Rubic's systems are the result of constantly new challenges and needs from new customers.
- The system is built so that it is easy to make custom adaptations, and long experience of tailoring solutions for all types of associations is a big advantage. This also makes it possible to offer good prices on customising the membership system. The system is also developed in Norway and therefore adapted to the reality and needs of Norwegian associations.
Here is a short overview of customers who have had customised solutions, much of which has since been incorporated into the standard solution:
Norges Skytterforbund is a large national federation affiliated with Norges Idrettsforbund, with 520 shooting clubs and 35,000 members. The federation organises over 2,000 competitions a year. Keeping track of registrations, rankings and history is a challenging task that Rubic handles well with customisations.
Norsk Selskap For Fotografi organises, among other things, the Norwegian championships in photography with several rounds throughout the year, handles international competitions, and has an awards system for honours and plaques at different levels. A customised solution covered both the membership system and a customised competition section that took awards and points allocation into account.
Oslo krets av Norsk Kolonihageforbund is responsible for Oslo's nine allotment gardens, with a total of 1,100 plots and as many as 9,000 people on the waiting list. They needed a system that kept track of all the plots and of the people on the waiting list – including their family members, and whether they are permanently resident in Oslo at all times, which is a requirement for being allocated a cabin. A customisation of the standard solution was created to cater for this.
Holmenkollen Skifestival needed a new system that could handle the several thousand volunteers it needs every year. This is also a need many others share, not least in Norway's winter sports community, so the festival worked with Rubic on a new volunteer portal that is now standard. Rubic's volunteer portal handles everything from registering personal details to food allergies, which days the volunteer wants to work and, not least, which venues they want to work at.
- In recent months, Rubic has quite simply conquered Norway's winter sports scene. We can see that many of the organisations we work with and are in dialogue with now also use the same system as us. We see that as a big advantage, says Stefan Marx, general manager of Holmenkollen Skifestival, and continues: That means volunteers only need to register their contact information once and can then choose the events they want to contribute to. Our fantastic volunteers are often happy to help out at several events a year.
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