MemberManager — Member & partner administration for associations

A web platform that digitalises memberships, fee payments and partner businesses — and at the same time provides a dedicated portal for partners/sponsors to verify the validity of a membership without ever seeing any member data.

🌐 Live: membermanager-app.wienertaxi-gemeinschaft.at

Starting situation

The association used to manage members, fees and partner businesses with Word templates, Excel sheets and manual bank checks. Sponsors and partner businesses had to call or email the association to check whether a member's fee was paid and the membership "valid". This was error-prone, problematic from a data-protection perspective and time-consuming.

Solution

A lean, cloud-based platform that covers all core processes digitally and serves three target audiences with clearly separated permissions, privacy-compliant verification and multi-factor authentication for the back office.

Three interfaces, clearly separated

1. Admin platform for the association

The board and administration manage members, fees and partner businesses in a central back office — with multi-factor authentication and traceable actions.

2. Partner & sponsor portal

Partner businesses log in themselves and check memberships by member number and name — and only get a status in return (e.g. "active", "payment pending", "not found"). No names, no contact data, no other member information.

3. Public association website

Automatically displays only the content released in the back office — such as partner lists and board members. No double maintenance, no inconsistencies.

What the platform delivers

Member management

• Memberships for individuals and companies
• Status lifecycle from "payment pending" through "active" to "cancelled"
• Automatic validity calculation following the association's rule (payment received + 14 days)
• Full-text search, filtering and quick actions like "mark fee as received"

Fee plans & payments

• Administration of different membership fees (company and driver memberships)
• Manual recording of payments with assignment to the correct member
• Data model prepared for a later automatic bank integration

Partner & sponsor management

• Central administration of all partner businesses including locations and logo
• Linking partner ↔ membership when a partner is also a paying member
• Creation of partner logins for the self-service portal

Membership verification for partners

• Partners enter name + member number → only get a status response
• Fast, privacy-compliant, no phone call or email to the association

Document generation

• Membership confirmations and membership forms generated as a Word document at the click of a button
• Templates with placeholders are filled automatically with member data
• No additional server effort — generation runs directly in the browser

CSV bulk import

• Existing member lists can be imported via CSV
• Faulty rows are collected and returned as an error CSV for correction — no "all or nothing"

Content management for the public website

• Partners and board members are maintained and released in the admin
• The public website automatically pulls only released content

Security & data protection

• Clear role separation: Admin, Sponsor, Public
• Multi-factor authentication for admin accounts (TOTP via authenticator app)
• Email verification as a prerequisite for MFA
• Strict permission rules at the database level

Usability

• Multilingual (German / English)
• Fully responsive (smartphone, tablet, desktop)
• Dark mode

Outcome

• Privacy-compliant: partners never see member data – only status responses
• Efficient: payments captured centrally, validity calculated automatically
• Secure: MFA, email verification, clear role separation
• Scalable: data model prepared for automatic bank import
• Maintainable: consistent design system, multilingual, documented

Tech stack

This project shows Monadion's ability to fully digitalise association and federation processes — with a focus on data protection, usability and long-term maintainability.