In view of their great usefulness, online software is very popular at the moment. Large companies as well as VSEs and SMEs have adopted it. It is now the turn of non-profit organizations to take the plunge. Associations are starting to use this digital tool which allows them to be more efficient on a daily basis.

However, online software can be scary!

This is an observation that we make of our eBrigade management software, which has already been recognized and used by firefighters since 2004. He is still in the background in the associative world. Association leaders are still hesitant when it comes to using online software.

Some concerns are legitimate, but others are based on a priori. The proof is in the numbers: more than 50,000 users connect to eBrigade every day. They find it an interesting tool to simplify and facilitate their activities. Moreover, its features are customizable and its intuitive side allows them to save time.

Online management software is the best solution for teamwork. Collaborative work between members and administrators is facilitated by the use of a software package. The use of collaborative tools increased between 2013 and 2016, with an increase of more than 21% (according to a study by Solidatech).

Digital technology is viewed very positively by a large number of associations. Information sharing, cohesion between teams, efficiency, monitoring, evaluations… All communication and actions of the organizations are facilitated by the use of online software.

Are you still reluctant to the idea? Let us explain the advantages and disadvantages of using a digital management tool.

What is online software?

Online software differs from traditional software in its installation. The first is used directly on the internet, while the second one runs on your computer.

The online management software is stored in a data center that manages the processing of your data on the web. Your data is not backed up on your premises, but in the cloud. This means that any action that appears on your screen is executed remotely. If you’ve ever heard of SaaS, well it’s the acronym for “Software as a Service”, it’s the epitome of online software.

According to Big Data magazine, the online software market generated more than $58.6 billion in 2017 and this figure is constantly evolving. This figure shows the enthusiasm around the use of online software by organizations. Using a software package is the assurance of contributing to the improvement of the performance of your business.

In 2017, 75% of users said they could access their data more easily, which translates into an increase in their efficiency and an ROI (Return on Investment) often exceeded by 100%.

International Data Corporation (IDC) announced an average increase of 5.5% on the French market between 2017 and 2021.

Now, let’s identify the benefits that an online ERP can bring to your association.

Benefits of Associating Software

Flexibility

The price of online software varies depending on the size of your organization and its functionality needs.

But rest assured, many nonprofit software is available for free in open source. Discover our eBrigade software package available in open source.

Simplicity and intuitiveness

An association software with online management, is only dependent on an internet connection.

This type of easy-to-use software does not require the use of a powerful computer. It works smoothly on any device (phone, tablet, laptop, etc.).

No need for a technician to manage your data center, it is the software publisher who takes care of the maintenance of the hosting provider and the updates of its product.

Peace of mind and simplicity are the key words of online management software.

Access your data from anywhere

To manage your business, you no longer need to track your computer or even a hard drive. Your data, stored in the cloud, can be accessed from anywhere. All you have to do is connect to the internet.

Using the online software manage teams

Working online, in a team, becomes quite possible thanks to the use of web software. These management software allow the simultaneous membership of different volunteers who can register on the platform without your intervention. This frees up time for you to optimize it for other more restrictive tasks. Google Apps or Office 365 give you the possibility to edit Excel-like files.

Inexpensive software

Generally, an online association management software is inexpensive, very often, a simple monthly subscription is enough.

On the other hand, traditional software such as accounting software, invoicing software, or business management software is assigned a license at a fairly substantial price at the time of purchase and which is often reserved for a single user.

This licensed software evolves over the years and it still costs you money when a regulation changes or even when you want to enjoy new features. Traditional software quickly becomes obsolete.

This is not the case with online software whose updates are regular and automated.

A software package that can be accessed quickly

The advantage of an online management tool is a quick connection to the back office. The launch of the software is done very quickly. No lag of the device, convenient and smooth use. The Internet allows you to instantly benefit from all the features of your ERP, as soon as you log in.

Controlled and secure access

You must have wondered about the security of your data. Rest assured, the information system is secure in these hosting providers provided for this purpose.

You can see the bright side, if you lose or break your computer or if your premises are affected by fire or water damage, storing your data in an external hosting provider provides in the services of the software, you win.

We have just listed the main advantages of this type of software, now let’s review the problems encountered.

Online software for associations: possible problems

Safety is once again in the spotlight

Storing your nonprofit’s data online can raise some concerns. There is no such thing as zero risk, even the largest groups are hacked.

However, to err is human, and most of the software’s security flaws come from there.

For example, if you forget to log out at the end of a session while on the move, it gives a bad person free rein to log in.

So, how do you secure your access?

Rest assured, today’s software offers a two-step connection if you want.

How does this process work?

It’s quite simple, to log in, you need to enter a code, received by SMS or a dedicated authenticator app.

Thanks to this system, piracy is less obvious.

The speed of your internet connection

The performance of your software depends on the speed of your network. Sometimes located in remote areas, some of the 1.3 million French associations have restricted access to the Internet.

Faced with this situation, it is best to use software installed on your hard drive.

If you doubt the possibility of using software because of your slow connection. Most software is offered for free trial. Feel free to download a test version to confirm the compatibility of the tool with your connection’s flow.

What to expect from an ERP type association software

ERP is a management software available online that allows the company to integrate various functionalities such as:

• Accounting and financial management (Accounting software, ERP for invoicing management),
• Inventory management (ERP software, inventory management),
• Human resources management, (relationship management)
• Supplier management (ERP for large-scale distribution suppliers) as well as,
• Sales management,
• Distribution management or,
• E-commerce management (business management software, specialized retail ERP).

Association management software to download

If you have finally decided to opt for a solution to manage your online business.

You should know that there are a lot of them.

We have previously presented the advantages and disadvantages.

Here is a small recap:

• They can be accessed from anywhere (with a connection) and on multiple devices
• They allow several members of the board to participate in the management
• Updates are included
• The features are more advanced and adapted to the collection of donations and management of members online
• The cost is not that high considering the time they save (and some are even free at least for small associations)

Features of a good management software for associations

The fast, simplified and coordinated management of an association project is a guarantee of efficiency and performance for an association. This is true regardless of the type of association under the 1901 law, whether declared or not.

For those who are still hesitating about the software we have just mentioned, we will talk in a little more detail in this part about the main criterion for choosing one software (over another): the features.

Essential features to better manage your association

If you are a member of the board of one (or more) association(s), you are not taught anything: managing your association can be tedious. So make sure that the software you choose has the most important features (regardless of the nature of your association): management of memberships, members, and donations.

1. Membership management

The first thing you look for in association management software is undoubtedly the membership management functionality.

Memberships are the key to entry into your association, and managing memberships takes time for most associations (sports, charities, clubs, etc.).

Thanks to a management software, managing associations is easy, this feature allows you (in most of the online software we mention) to carry out the following actions:

• Create a custom form that lists the most representative data about your organization. These can then be transmitted to your website automatically.
• Configure membership rates, possible discounts, etc.
• Collect payments (with multiple payment methods) and provide invoices to members
• Confirm the start and end dates of membership so that nothing escapes you.

As you can see, the use of management software will be the key to fast and efficient processing of all your members’ data, and therefore a significant time saver.

2 – Membership management

As with membership management, managing your membership base can quickly become time-consuming and complex to deal with for associations (especially the largest ones).

A good management software is a real tool for managing the members of your association.

This will allow you to quickly and easily:

• Carry out a simple and efficient update of your members by adding, deleting or modifying the file of each member (while limiting the loss of data or the risk of error)
• Obtain a comfort of follow-up for all your members in the good progress of the collaborative projects implemented.
• Integrate any new information at any time such as the type of payment or the status of each member’s membership fee.
• Password secure your data to manage privacy

3- Donation management

Managing memberships and members is important, but you will also have to count on obtaining donations that can ensure you a comfortable financial buff in the conduct of your projects.

A good management software should allow the following actions:

• Create a donation campaign in just a few minutes
• Graphically personalise your campaign in the colours of your association by carrying out a real communication campaign (possibility of adding text, images and even videos).
• Get your campaign online to make people want to participate, whether it’s on your site or on others.
• Integrating donations into accounting

In addition to these advantages, we appreciate the more advanced features, such as being able to easily set up and send tax receipts, which are necessary for donors!

These 3 features (management of memberships, members and donations) seem to us to be the most important to expect from a good software to manage your association.