Modernizing Member Management and Ensuring Compliance Case Study
Modernizing Member Management and Ensuring Compliance Case Study
How Member365 Helped CA PA|PG|PC Transform Continuing Education Tracking for 1,500 Members
For the California Association of Public Administrators, Public Guardians, and Public Conservators (CA PA|PG|PC), managing a membership of 1,500 professionals across 58 counties was no small feat. Their members play a critical role in protecting the rights and well-being of vulnerable individuals, but behind the scenes, CA PA|PG|PC was struggling with an outdated, manual system that made membership management and compliance tracking overwhelming.
As Deborah Hunt, a consultant for CA PA|PG|PC, recalls, “Without an efficient system, keeping up with membership dues was difficult, leading to delays and missed payments, and continuing education credits weren’t being tracked properly. It was clear something had to change.”
By implementing Member365’s Association Management System (AMS) and Continuing Education (CE) Tracker, CA PA|PG|PC streamlined its operations, cut down administrative hours, and created a more seamless, transparent experience for its members.
100%
COMPLIANCE TRACKING
The Challenge: An Overwhelmed Team, Disorganized Tracking, and Compliance Risks
Before Member365, CA PA|PG|PC used a hobbled-together system designed to track client assets and supplemented with paper to keep member and certification records updated. With only three staff members, keeping up with the workload was nearly impossible.
- Manual credit tracking led to missing or inaccurate records.
- Paper invoices and checks delayed payments and renewals.
- Certification compliance became a logistical nightmare.
- Time-consuming processes left little room for member engagement or advocacy work.
“Tracking education credits could take months, and counties were left in the dark about the status of their members,” Deborah explains. “The Association needed a system that could do the heavy lifting for us.”
“A county with 50 members used to spend 100 hours tracking credits manually, now, administrators can pull up real-time reports in seconds.”
The Solution: A Smarter, Automated Approach
After evaluating several platforms, CA PA|PG|PC chose Member365 for its seamless integration of an Association Management System (AMS) and Learning Management System (LMS)–a perfect fit for their needs.
1. Compliance Made Easy with the CE Tracker
CA PA|PG|PC members are legally required to earn 40 continuing education credits every four years, but without a proper system, compliance was inconsistent. The CE Tracker changed everything:
- Automated credit tracking–no more chasing paperwork.
- Built-in compliance enforcement–members are notified if they fall behind.
- Faster processing–conference-earned credits now update in three weeks instead of six months.
“A county with 50 members used to spend 100 hours tracking credits manually,” Deborah notes. “Now, administrators can pull up real-time reports in seconds.”
2. Simplifying Membership Management
Instead of processing 1,500 individual renewals, Member365 introduced two key administrative roles:
- Membership Managers—handle group renewals and oversee certifications for county staff.
- Billing Contacts—manage single invoices for entire groups instead of processing thousands of payments separately.
This innovation reduced 1,500 individual renewals down to just 92 program-wide renewals each year. The result? More efficiency, fewer errors, and hundreds of administrative hours saved.
3. A Flexible Learning Management System (LMS)
Training is essential for CA PA|PG|PC members, but their unpredictable schedules made fixed training sessions impractical. With Member365’s LMS, members can now:
- Complete training on their own time.
- Access learning materials from anywhere.
- Avoid scheduling conflicts with their demanding roles.
“Instead of a rigid training schedule, members can now learn at their own pace,” says Deborah. “It’s been a game-changer.”
Hundreds Of Hours Saved
Transparent Certification Status
100%
Compliance Tracking
The Impact: More Time, Better Compliance, and Stronger Advocacy
With Member365, CA PA|PG|PC has completely transformed its operations:
- Hundreds of administrative hours saved each year.
- 100% compliance tracking–ensuring members meet legal requirements.
- Transparent certification status–members and county administrators can now view their progress instantly.
Most importantly, this freed up CA PA|PG|PC to focus on bigger-picture goals–engaging members, strengthening partnerships, and increasing awareness of their work.
“Before, the California legislature barely knew what the Association did,” Deborah explains. “Now that CA PA|PG|PC has professionalized their operations, they have built relationships and advocated for members in ways they never could before.”
Stronger Organizations Start with Smarter Systems
Could your organization benefit from a smarter, more efficient membership management system? Let’s talk. Contact us today for a free demo.
