Bat Conservation Ireland – membership CRM

The challenge

Bat Conservation Ireland had outgrown its existing membership system, which relied on spreadsheets and a WooCommerce-based setup we had originally built years earlier. While functional at the time, it lacked automation and centralised reporting.

Staff found it time-consuming to manage members and track renewals, with one person spending hours each month manually emailing lapsed members. Reporting was fragmented, making it difficult to get a clear picture of membership trends and engagement.

A screenshot of Bat Conservation Ireland's CRM website

Our approach

We designed and built a new CRM tailored to Bat Conservation Ireland’s needs. The system includes:

  • A central dashboard where staff can view and manage member records.
  • Multiple membership levels, each with clear tracking and renewal workflows.
  • Integration with Stripe for secure online payments.
  • Email tools for both individual messages and bulk communications such as newsletters or training updates.
  • Automated reports to reduce admin time and improve oversight.

We also provided training for staff and managed the full migration process – exporting data from the old system and spreadsheets and importing it into the new CRM.

A screenshot of a real CRM dashboard

The outcome

The new CRM has significantly reduced the administrative burden on staff, saving several hours each month. Member data is now always up to date, with renewals processed automatically and communication tools built into the system.

Since launch, Bat Conservation Ireland has seen an average of 16 new or renewing members each month, supporting steady growth in membership. The team can now manage members more efficiently, send targeted updates, and generate reports without the headaches of the old system.

Most importantly, the new CRM gives the organisation a sustainable foundation to continue building its community of members and supporters.

What this shows

For organisations with members, relying on spreadsheets or outdated systems quickly leads to inefficiency and frustration. By introducing a custom CRM, Bat Conservation Ireland now saves valuable staff time, maintains accurate data, and supports steady membership growth. A well-designed CRM can transform how charities and non-profits manage their communities and build long-term sustainability.

Link to website