The General Federation of Women's Clubs (GFWC) is a longstanding organization with a rich history spanning over 134 years. GFWC is an international women’s organization dedicated to community improvement by enhancing the lives of others through volunteer service.

With a complex structure that includes 60,000 members, 50 state federations and more than 2,300 clubs across the United States, GFWC is one of the largest organizations of its kind. The federation's primary revenue stream is derived from membership dues, which are collected in a multi-layered process involving individual clubs, state federations, and the national body.

Prior to 2024, GFWC had challenges with the platform it used to manage its membership and operational needs. And as the organization grew and evolved, it became clear that a more robust and flexible system was needed to streamline its operations, boost member engagement, and maintain steady membership levels.

The growing challenges of a complex organization

Prior to switching to ToucanTech, GFWC faced several operational challenges that made it difficult to navigate elements of its membership workflows.

Complex membership structure 

GFWC’s membership model is not straightforward. Members pay their dues to their local clubs, which then forward payments to the state federation, which in turn pays the national body. This multi-tiered system means it can often be difficult to track and manage membership data accurately.

Legacy systems and processes 

GFWC’s previous system was not equipped to handle its nuanced needs, leading to inefficiencies in data management, reporting, and communication. The organization found it could be challenging to maintain accurate records and often found duplicate entries in its database.

Engagement and retention

With a steady decline in membership from 2019 to 2021, GFWC knew it needed to find a new way to maintain and ideally increase membership numbers. The organization was also looking  to enhance engagement by providing more resources and better communication to its diverse members.

Tackling these challenges with ToucanTech

In April 2024, GFWC decided to implement ToucanTech to help address some of its challenges. The decision to switch was driven by the platform’s ability to accommodate GFWC’s unique membership structure and provide a more comprehensive, all-in-one platform to manage operations and engage with its community.

Here are some of the many ways that things are improving for GFWC.

Data clean-up and maintenance

ToucanTech’s data management tools have also played a significant role in cleaning up GFWC’s membership database. 

By identifying and removing duplicate entries, ToucanTech helps GFWC maintain a more accurate and reliable record of its members. And while this process is ongoing, with further data refinement planned, the benefits have already been monumental for the GFWC team. 

Improved member engagement  

Since implementing ToucanTech, GFWC has also seen a significant increase in member signups and engagement. The platform’s user-friendly interface and resource management tools have been well-received by members, with 2,800 sign ons in the first three months - more than the entire first year of the previous platform!

According to Membership Director Melanie Gisler, GFWC also saw a large spike in membership registrations following its annual convention. 

The organization is also now able to better highlight key initiatives, such as their National Day of Service (NDS), more effectively through ToucanTech’s extensive content and event capabilities, further boosting sign ups and engagement.

Saving time and improving efficiency

ToucanTech has significantly reduced the time and effort required to manage GFWC’s operations. Team members in finance, membership coordination, and communications have found ToucanTech’s system to be a significant improvement over previous tools. 

One example of huge time savings has been in the management of the GFWC’s annual National Day of Service event. Previously, each registrant emailed the membership director, who responded to each email individually, acknowledging the registration and providing any necessary information. 

All registration details, including club name, state federation, contact information, and project details, were manually entered into a spreadsheet - and with over 1,000 clubs registering, the process was time-consuming and labor-intensive.

This year, GFWC is using ToucanTech to manage its National Day of Service, which has dramatically transformed the registration process. Registrants now fill out an online form, which automatically populates in the organization's database, and generates automated emails that acknowledge receipt and confirm details.

The automation not only saves significant time but also reduces the potential for errors in data entry, plus all information is now easily accessible and can be used for further analysis. Members receive immediate confirmation of their registration, leading to increased satisfaction and engagement.

Another example is the ability to allow members to ask questions directly through the member portal. The GFWC team is now able to provide members with thorough and well-researched responses via the portal, without the stress of on-the-spot phone enquiries.

This efficiency gain has allowed staff to focus more on strategic initiatives rather than getting bogged down in manual tasks and processes.

A continued partnership with ToucanTech for future growth 

ToucanTech’s platform has already proven to be a valuable asset for the General Federation of Women's Clubs. 

ToucanTech has been a key factor in GFWC maintaining steady membership levels, enhancing member engagement, and streamlining its complex membership management processes. 

By working closely with the GFWC in onboarding through to today, ToucanTech has a clear understanding of the organization’s unique structure and needs. And as GFWC continues to grow and evolve, ToucanTech plans to play a critical role in supporting its mission to ensure long-term success.