Nautil Hub
order in your membership organisation
Membership organisations have grown. The tools they work with often have not. Nautil Hub brings order to the daily work of chambers and associations: members, documents, membership fees and communication in one place.
An end to the work that eats up the office's day
Most chambers and associations run membership the same way: an inbox, an Excel sheet, paper declarations and scans of signed documents. It works — it just costs a great deal of time and leads to mistakes nobody planned for.
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Hunting for documents in e-mail
A resolution from two years ago sits in the mailbox of someone who no longer works at the office.
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Several versions of the same file
The member list lives in three spreadsheets and nobody knows which one is current.
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Chasing membership fees by hand
Deadlines kept in someone's head or private calendar, reminders written from scratch every time.
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A member database spread across spreadsheets
Changing a company address means edits in several places — and in the website footer too.
Everything in one place
One database used by the office, the board and the members themselves. You change the data once and it updates everywhere, including the public member register on the chamber's website.
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Members
A record for every company: contact details, management, authorised people, addresses for invoices and announcements. Search by name, tax number or e-mail.
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Documents
Resolutions, certificates, invoices and correspondence attached to a specific member. Shared documents are uploaded once for everyone.
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Membership fees
The fee note is produced together with the welcome pack, and reminders about deadlines go out to selected companies straight from the panel.
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Communication
Announcements and invitations are sent from the panel to the addresses members have given, using blind copy. The database never leaves the chamber's system.
Modules — take as much as you need
The member database is the foundation. You add the rest when it makes sense — all at once or in stages. E-mail notifications about the status of a case are part of every module, not a separate item.
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E-office — the member database
A single source of truth about member companies: the company record, files, statuses and an archive of former members. We import your existing spreadsheet during the rollout.
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Digital recruitment and documents
The applicant fills in the form on your website and attaches the scans. The office moves the application through each stage, and once it is approved the system produces the set of PDF letters and sends them to the new member.
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Member panel
An account for every member company: self-service editing of their details, individual and shared documents, announcements from the board — available around the clock, without phoning the office.
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Announcements to members
Messages and invitations sent from the panel using blind copy, to the addresses members have given. The full history of mailings stays in the system.
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Integration with the chamber's website
A public member register on the website, fed directly from the database. A change in the panel updates the website — no ticket to the IT provider.
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Applications, competitions and surveys
Forms beyond membership itself: patronage applications, competition entries, industry surveys. Each with its own workflow and feedback for the applicant.
Running at the Polish International Freight Forwarders Association
PISiL uses the panel in production: it handles members, recruitment of new companies, industry surveys and the Forwarder of the Year and Young Forwarder of the Year competitions.
- 192 member companies in the database
- 17+ membership applications handled in the panel
- 4 types of public form
- 4 letters generated automatically on admission
3 seconds instead of 3 hours of work.
From contract to launch — 3 to 5 weeks
Below is the course for the full scope. A smaller scope means a shorter rollout. The first 60 days after launch are a care period — configuration fixes and questions from your team carry no extra charge.
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Analysis and configuration
A kick-off meeting, agreeing the colours and the structure of the forms, and setting up the instance.
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Data import
Moving the member database across, checking it is complete, setting up the statuses.
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Forms and the panel
Launching the public forms, the document generators and the member panel.
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Testing and training
Acceptance testing and online training for the office — included in the rollout.
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Launch
Pointing the domain, the official start and 60 days of post-rollout care.
<strong>60 days of care</strong><br>at no extra charge
What the rollout covers
- Setting up a panel instance for your organisation.
- Colours and logo matched to the chamber's visual identity.
- Putting GDPR rules and consent procedures in place.
- Importing your existing member database from an Excel or CSV file.
- Setting up the domain or subdomain and the SSL certificate.
- Online training for the office.
- 60 days of free fixes after launch.
What the yearly care covers
- Hosting, monitoring and daily backups.
- Ongoing system updates and security patches.
- E-mail and telephone support for the office.
- Minor configuration adjustments.
- A licence to use the panel for the care period.
We agree the scope and the price after a conversation — they depend on the number of members and the modules you choose. We send the full price list in an individual offer.
See how it works
The simplest way to judge Nautil Hub is a short online consultation. We will show you the working panel live and work out together which modules make sense for your organisation.
