Support from association software

From membership records to the organization of meetings and the association’s accounts: managing an association involves a great deal of administration. We explain how software can provide highly effective support with the tasks involved in running an association.

At a glance

Use association software to manage members and other contacts efficiently and to better coordinate appointments and events.
Automate accounting and payment transactions, including creating invoices and reconciling open items, to simplify financial administration.
Select software that is self-explanatory and available online to improve collaboration within your association board and to centrally manage association documents and an association website.

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Anyone who has not been involved in managing an association has no idea how much work it entails. Whether it’s the president, treasurer or manager of an association, lots of time-consuming and sometimes complex tasks are involved. On one hand, the management act as a point of contact for members and represent the association externally. On the other hand, many administrative tasks have to be performed and coordinated within the Board. Purely as an example, these tasks include managing members, collecting membership fees, keeping the association’s accounts and sending out invitations.

Which tasks have to be performed at your association?

But what can be done to save time and energy when managing an association? To answer this question, it helps to set out which administrative tasks have to be undertaken. A non-exhaustive list of tasks involved in running an association provides the following overview:

Administrative tasks

Membership administration	Record-keeping and administration of members and other contacts, such as sponsors and suppliers (including details of groups/teams, positions and other information)
Schedule coordination and communication	Planning and coordination of dates and events (including the sending of event invitations and publication of key dates on the website)
Collection of membership fees/billing	Creation of (mass) invoices Recording/importing payment receipts
Account-keeping	Entry of invoices and payment receipts in the financial accounts Managing income and expenditure
Accounts receivable management	Settlement of outstanding invoices Sending payment reminders
Payment transactions	Making/receiving payments via e-finance
Website	Creation and management of an association website
Procurement of services	Management and sales of fan items etc.
Storage of association documents	Storage of association documents
Association correspondence	Sending e-mails and letters and storage of correspondence

Working efficiently with intuitive association software

You’re bound to have considered using software for associations that provides efficient support with these tasks. When choosing a software package, make sure it meets your association’s current needs and that all requirements are covered in a single solution. Association software should be as intuitive as possible so that users can quickly get to grips with and enjoy using the solution without having to read up or attend courses on it. It is also important to ensure smooth collaboration among the different Board members – ideally with an online solution that everyone can access from home.

Software solutions with preferential conditions

As a PostFinance customer, you benefit from attractive special rates on two software solutions especially tailored to associations: they are called ClubDesk and CashCtrl. They all include modules for invoicing, automatic monitoring of accounts receivable and member and partner management as standard. If you would also like to manage schedules and account documents or create an association website, ClubDesk offers you everything in a single solution.

Basketball club BC Divac Zurich also went in search of an all-in-one solution for association management. In a testimonial, BC Divac’s Vice-President Željko Gligorević explains why ClubDesk is the ideal solution for their association.

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