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Streamlining Corporate Membership Management for L&DI: a SpotDev Case Study

Website design services case study UK

Industry

Nonprofit/Charity

Challenge

L&DI needed a streamlined website with a corporate membership portal to replace manual processes. The new platform integrates self-service membership management, cutting administrative overhead and boosting efficiency.

Results

L&DI achieved efficiency gains with the new portal, eliminating manual work and empowering corporate members to manage memberships independently. This streamlined processes, improved billing accuracy, and reduced administrative costs.

Key Services

Custom Integrations, HubSpot Implementation, Customer Portal

www.landdi.ie/
custom website development services case study UK

About L&DI

The L&DI (formerly IITD) is a membership organisation for the L&D sector with a mission to lead and advance the Learning and Development agenda in Ireland and to create and foster a community in the L&D sector. Its 2,000+ members work across all businesses and industries, consultancy, voluntary, community, education and the public sector.

The Challenge

L&DI needed a new website that would consolidate multiple aspects of their operations, with a corporate membership portal as the central feature. Their existing process relied on spreadsheets, emails, and phone calls—making membership management time-consuming and inefficient.

The goal was to develop a real-time, self-service portal where corporate members could easily manage their accounts, adding or removing team members without requiring manual intervention from L&DI. This would streamline operations, improve efficiency, and enhance the overall user experience.

SpotDev created a membership portal for L&DI's new websiteBeyond the membership portal, the website needed to integrate key features, including:

  • A seamless event and training course booking system with payment integration.
  • A user-friendly CMS for effortless content updates.
  • Web interactions should be recorded in HubSpot for definitive actions and decision-making.
  • Building their billing & invoicing system by integrating HubSpot, Stripe, and Sage 50.

By consolidating these elements into a single platform, L&DI could significantly reduce administrative overhead while delivering a more intuitive and efficient experience for their all of their members.

The Solution

SpotDev developed a corporate membership portal that gave their corporate members real-time control over their memberships with L&DI. Corporate admins can now add or remove members directly within the portal, eliminating the need for L&DI to manually intervene.

The portal significantly improved contact management by centralising member and associated contact data, reducing duplication, and ensuring seamless updates. With the introduction of association labels—such as corporate admin, corporate member, member, and non-member—membership statuses were clearly defined.

When can I track a contacts website activity via HubSpot_All contacts linked to a company were visible in HubSpot, allowing for easy tracking and management. If a member was removed, their contact remained associated with the organisation, making it simple to reinstate their membership without the need for duplicate entries. This streamlined process enhanced efficiency and ensured accurate record-keeping.

As members are updated in the portal, the changes are captured in HubSpot, so corporate membership companies have a real-time view of who has an active seat in its membership with l&DI (emails have been blurred). See screenshot below:

Active Corporate MembersA key feature of the portal was its integration with corporate bands, where companies could only have a specific number of members based on their subscription. This feature automatically limited membership additions once a band's capacity was reached, preventing overages. It also simplified billing by allowing L&DI to track and invoice based on active members.

(GIF) Snapshot of L&DI's Corporate Membership Portal

L&DI GIF

Overcoming Sage's integration limitations

As part of a comprehensive website redesign and development project, SpotDev successfully integrated Sage 50 with HubSpot—something most agencies consider impossible due to Sage 50’s lack of a native API. To achieve this, SpotDev developed a locally hosted middleware solution that establishes an API server on the machine running Sage 50. This breakthrough allowed seamless data flow between the two platforms, enabling automated processes and improving operational efficiency for the client.

The Results

L&DI experienced significant efficiency gains. Manual intervention was eliminated, saving substantial time for staff. Corporate members were empowered to manage their employee memberships independently, providing a self-service management experience.

The new corporate membership portal gives L&DI a live view of active memberships, which helps prevent errors and overages. By eliminating manual updates through emails and spreadsheets, L&DI improved billing accuracy, reduced administrative costs, and enhanced overall membership management. The scalable solution, which functions like a bespoke app, ensures long-term flexibility and efficiency.

The portal is a transformative solution for L&DI, streamlining membership management and addressing key challenges. It also serves as a model for other organisations with similar membership structures, demonstrating the power of automation and self-service solutions.

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