Modernising Membership Management with Dynamics 365 & Power Platform

Modernising Membership Management
with Dynamics 365 & Power Platform

Centralised Membership CRM

Automated Renewals & Upgrades

Self-Service Member
Portal

Overview

Membership organisations thrive on strong relationships, yet this UK professional association was being held back by outdated systems. Scattered spreadsheets and legacy tools meant teams were battling duplicate records, missed renewals, and disconnected communications. With events and stakeholder engagement becoming harder to manage, the association recognised the need for a modern, integrated approach. New Scaler stepped in to design and deliver a Dynamics 365 and Power Platform solution that redefined how the organisation connects with its members.

Challenge

The association’s membership management processes were built on fragmented spreadsheets and outdated databases.

This created:

Duplicate records that made it difficult to track accurate member data.
Missed renewals due to manual processes and inconsistent reminders.
Disjointed communications with members, leading to reduced engagement.
Limited integration with Microsoft 365 tools, making event coordination and stakeholder engagement inefficient.

These issues not only increased administrative overhead but also risked member satisfaction and long-term retention.

Solution

New Scaler delivered a Dynamics 365 Sales and Power Platform solution tailored specifically for membership management.

The implementation provided:

A centralised CRM in Dynamics 365 to unify member and organisation records, renewal cycles, and relationships.
Power Automate flows to streamline onboarding, renewal reminders, and membership tier upgrades.
A secure Power Pages portal enabling members to self-manage profiles, renewals, and event registrations.
Integrated collaboration tools through Microsoft Outlook, Teams, and SharePoint for seamless stakeholder engagement.

This modernised system empowered the association to move away from manual administration and towards a scalable, digital-first model that enhanced member experience and improved retention rates.

End-to-End Journey

Discovery – Workshops with the membership and events teams identified critical pain points in renewals and communication.
Design – A membership data model was defined in Dataverse, including roles, tiers, and renewal cycles.
Build – Dynamics 365 Sales was configured for membership entities, with custom workflows for renewals and upgrades.
Integration – Outlook and Teams were integrated for calendar invites, while SharePoint stored contracts and event resources.
Portal – Members gained access to a Power Pages portal for profile updates, resource downloads, and event registrations.

Analytics – Power BI dashboards visualised renewal rates, event attendance, and stakeholder engagement metrics.

Results

The new Dynamics 365 and Power Platform solution transformed how the association manages and engages its members:

360° Member View – All records are now consolidated in one CRM, eliminating duplication and ensuring data accuracy.
Retention Growth – Automated renewal reminders and streamlined upgrade processes have boosted renewal rates while reducing admin burden.
Enhanced Member Experience – A secure self-service portal allows members to update details, renew online, and register for events with ease.
Operational Efficiency – Staff can now focus on value-driven engagement rather than manual data entry and chasing renewals.
Actionable Insights – Power BI dashboards provide real-time reporting on membership growth, renewal trends, and event participation.
Future-Ready Platform – With seamless Microsoft 365 integration and scalable architecture, the association now has a digital foundation to support long-term growth and deeper stakeholder engagement.

Conclusion

This transformation went beyond fixing processes, it redefined how the association connects with its members. With Dynamics 365 and Power Platform, the organisation now delivers a seamless digital experience, backed by automation, data-driven insights, and Microsoft 365 integration.

Members enjoy greater convenience and engagement, while staff benefit from reduced manual workloads and better decision-making tools.

Positioned on a scalable, future-ready platform, the association is now equipped to strengthen relationships, grow its community, and achieve long-term success.

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