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The challenge: managing a federated membership model
GFWC’s multi‑tiered dues structure - individual → club → state → national - was difficult to track, often leading to lost payments, manual spreadsheets, and inconsistent member data. Legacy systems didn’t support the organization’s size or structure, while duplicate records and inefficient workflows ate into staff time.
A unified platform to streamline operations
In April 2024, GFWC adopted ToucanTech for its flexibility and ability to mirror their exact membership structure. Core solutions included:
- Data cleanup tools to eliminate duplicate records and reconcile payments
- Automated dues tracking and invoicing at club, state, and national levels
- One-click event and campaign tools - such as the National Day of Service form and workflows
Faster engagement, sustained activity
Within months, GFWC saw high levels of participation and member engagement:
- 2,800+ portal logins in the first quarter on the new system - more than the previous full year
- Conventions and campaigns, including the National Day of Service, saw seamless sign-ups - saving staff from manually emailing and entering 1,000+ registrations
- Members now ask questions via the portal, eliminating phone calls and improving response tracking
“All registration details and payments are captured automatically, and attendees get an immediate confirmation - massively saving time and effort of team members in finance, membership coordination and communications.””
Empowering community value and retention
Beyond admin, GFWC used ToucanTech to reinforce their core mission:
- Resource libraries (toolkits, event guides, volunteer FAQs) are actively used by members
- State and national news, advocacy updates, and campaign materials are shared directly in-app
- Key engagement initiatives like training events, webinars, and local club meetings are all promoted dynamically across clubs
These utilities are helping GFWC achieve its goal of retaining membership by creating consistent and meaningful engagement.
Time reclaimed for strategic work
Pre-2024, finance and communications teams spent countless hours manually sending event confirmations, cleaning member lists, and reconciling payments. Now:
- Registration forms feed directly into the CRM
- Leadership can run on-demand reports on membership lapses or event attendance
- Staff focus has shifted from countless admin tasks to strategic focus on engagement - amplifying impact and value for all members
