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The challenge: fragmented systems, scattered data
With members spanning 39 counties and roles from commissioners to public health officers, WSAC needed a flexible yet robust system to manage communications, events, and relationships.
Previously:
- Staff used spreadsheets, fragmented software, and manual processes to manage contact data
- Tracking member activity and comms was time-consuming, manual and iinconsistent
- Member records were siloed, with no easy way to segment by county, role, or affiliation
One platform to manage people, processes, and programs
WSAC selected ToucanTech to consolidate its workflows and bring greater clarity to membership operations. Key features included:
- An integrated email system connected to real-time member data
- Smart filters and segments to group members by job title, county, or interest
- Customizable forms for membership applications and renewals
- An event hub with instant registration and automated follow-ups
“ We no longer need to update multiple databases, do large exports and imports, or worry about having multiple pages on our website that need to be updated with the same information. Now, we can update in a single centralized tool. It’s saving us time and allowing us to have a streamlined approach to managing and communicating with our membership.”
Faster insights, stronger engagement
Since launching in 2024, WSAC has transformed how it tracks and builds engagement:
- Advanced Filters and the Reporting Wizard helped create targeted newsletters to specific member groups
- Integrated email statistics including open rates, click-throughs, and contact history all in one place
- Event attendance is easier to manage, with registrations feeding directly into the CRM
- A Membership Module that allows businesses to apply and pay for partnership status directly, simplifying both the application and fee collection process
Designed for sustainability and ease of use
WSAC’s goal wasn’t just to switch systems-it was to simplify community building in the long-term. With its new system, staff can:
- Track member changes, activity and event metrics without extra admin
- Send tailored emails and automate workflows with minimal training
- Ensure members can access resources, update profiles, and stay connected year-round
- Reduce manual, duplicate work - freeing up time for strategic programs
