.svg){kind=logo}
The Ecological Society of Australia (ESA) has spent more than 60 years championing the science of ecology. With more than 1,300 members, which include researchers, practitioners, academics, and students, ESA is Australia’s leading body for ecological science, bringing together people who are passionate about understanding and protecting our natural world.
In addition to a busy program of activities and events, ESA actively supports the professional development of ecologists through a range of initiatives. The Society hosts a popular annual conference, drawing over 1,400 attendees in 2024, and publishes two internationally recognised journals.
ESA plays a key role in promoting the value of ecological research, and offers diverse opportunities for connection, recognition, and career growth.
Committed to delivering value for its members
ESA’s membership includes a range of benefits designed to support, connect, and recognise ecological professionals across Australia, including:
- Access to ESA’s two major journals
- Weekly e-newsletters with events, jobs, grant opportunities, and news
- A "Feel Good Friday" digest that highlights uplifting ecological stories
- Reduced rates for the annual conference
- Eligibility for an expanding portfolio of prizes and grants
- Online services including discussion forums, document access, and more
ESA gives members multiple ways to engage, grow, and contribute to ecological science.
A thriving society with increasing demands
As ESA grows, so have the demands on its small (but mighty) team. Managing the membership base had become increasingly complex with the systems they previously had in place, which included a mix of spreadsheets, email tools, and a membership management system that lacked flexibility and functionality.
“We had different tools for doing different things, but it wasn’t a sustainable setup. We knew we needed a better way to manage everything in one place.”
ESA’s previous setup presented several challenges:
- No API integration with the website
- Manual reconciliation of membership payments
- No automated renewal reminders
- Limited ability to generate detailed reports
- Difficulty managing multiple membership types and benefits
Bringing everything together with ToucanTech
After a search for available options, ESA chose ToucanTech to consolidate its membership management and communication processes into one powerful and connected system.
“There was a bit of a learning curve at first, but the documentation and support team made a big difference. Once we got going, it made day-to-day tasks so much easier.”
Enhanced features for a better member experience
Today, ToucanTech underpins ESA’s digital operations, providing a single system to manage everything from memberships, payments, communications and more.
Some of the most useful features include:
- A member portal where users can view and update their own details, track their membership status, and manage renewals
- The ability to track member engagement through email opens, logins, and more
- Integrated email reminders and auto-renewals via Stripe, eliminating the need for time consuming manual follow-up
- Powerful querying tools for pulling up membership data quickly and accurately
- Streamlined communications, replacing the need for a third-party platform
- A consolidated view of member history for easier reporting and analysis
These improvements have saved time for staff, reduced human error, and ensured that members are kept informed.
Saving time and freeing up energy
With automated reminders, integrated payments, and a streamlined member experience, ESA has been able to reduce the manual effort required to run the society day to day. These efficiencies have meant the team can focus more on engaging with members and planning for the future.
“We used to send all our renewal emails manually. Now they just go out on their own — it’s saved us so much time.”
Advice for other associations
Having been through the journey of system change, ESA has some practical advice for other associations considering a similar move:
- Plan for the long term. Think about what you’ll need from your CRM in a few years’ time.
- Don’t rush. The ESA team recommends a minimum of 6–8 months to implement a new system properly.
- Support your internal team. Having internal champions who understand the platform is an essential part of making a switch.
- Use your supplier’s resources. ESA leaned heavily on ToucanTech’s documentation and support to get up to speed.
- Expect a learning curve. Any new system takes time to get used to — but with the right support, it’s both manageable and worth it
With a scalable platform and a strong sense of purpose, ESA is well placed to continue supporting Australia’s ecological scientists, from students to seasoned professionals, for decades to come.
