Membership management / MRM / CRM solutions

[idnorton]

I thought we had an issue for this but apparently not.

Customer Relationship Management (CRM) / Member Relationship Management (MRM) systems are diverse and contentious. Some spaces write their own whilst others try and adopt solutions to fit their needs.

This is a common need for all hackspaces so we should have a section for discussion of it.

[idnorton]

Extensive discussion has already happened on discourse for this over at UK Hackspace Foundation Forum

[unknowndomain]

Features:

• Member details
  • Avatar/gravatar
  • Full name
  • Email
  • Password / External Authentication?
  • 2FA?
  • Address
  • Emergency contact + phone number
  • RFID Tag
  • Transactions
  • Agreement to rules?
  • Request permissions?
  • Equalities information?
    • Gender (non-binary)
    • Age range / specific
    • Race
    • Country of origin
    • Sexual orientation
    • Employment status
• Permissions assigned to users
• Name
• Description
• Slug
• Start date
• Expiry date
• Log of events/activities
• Reports
• Link to Forum (Discourse)
• Link to Subscription/payment system (GoCardless)

[Axford]

In addition (stuff that the swindon system does):

• Link to other payment systems (e.g. OFX download from bank)
• Support for different subscription levels (e.g. full, concession, interhackspace, child) and ability to pay monthly or year in advance
• Support for multiple accessible things (e.g. doors, equipment) and associations to individual members
• Reports - member summary report, mailing list report (active email addresses)
• API endpoint for access devices (e.g. doors, machines) to send log info to, plus associated reporting

Future enhancements / nice to haves:

• Classify bank transactions and generate end of year reports for annual returns
• Manage/track pledges
• Track donations
• Basic asset register, inc insured value - to aid with insurance renewals
• Integrate with web CMS - to allow for writing articles, managing events
• Integrate with social chat platform (e.g. telegram) - for member levels, prompting payment reminders, etc
• support text message reminders - e.g. overdue payment

[amunizp]

Could we have links to the different solutions that exist onbdifferent hackspaces? We can later generate a table to compare requirements and TRL.

[idnorton]

Has anybody done the prep work for the legal side on this yet?

Given GDPR coming in next year, there's much greater compliance requirements than the existing DPA. Not sure if I should create a new thread for that discussion? Would like to be able to crib that if anyone has it as that's definitely the starting point for the then technical implementation discussion.

Currently working with someone to try and implement CiviCRM and associated documentation with some use cases but it's not going to happen as quickly as we'd like :/

Ian.

[unknowndomain]

I truly have no idea what the GDPR wants of us because it's so huge and overwhelming. Kind Regards Tom Lynch Sent from my iPhone

…

On 23 Aug 2017, at 09:32, Ian Norton ***@***.***> wrote: Has anybody done the prep work for the legal side on this yet? Given GDPR coming in next year, there's much greater compliance requirements than the existing DPA. Not sure if I should create a new thread for that discussion? Would like to be able to crib that if anyone has it as that's definitely the starting point for the then technical implementation discussion. Currently working with someone to try and implement CiviCRM and associated documentation with some use cases but it's not going to happen as quickly as we'd like :/ Ian. — You are receiving this because you commented. Reply to this email directly, view it on GitHub, or mute the thread.

[amunizp]

Currently working with someone to try and implement CiviCRM and associated documentation with some use cases but it's not going to happen as quickly as we'd like :/

Is this the person you are working with?

Git hub handle @michaelmcandrew Looks like the same person.

[michaelmcandrew]

hey there, i am @michaelmcandrew (as you may have guessed) but am not working with you guys on civicrm. would be happy to try and help though. I could certainly help with answering any civicrm questions you have and would be happy to help out people that want to implement civicrm at their hackspace (and/or evaluate if civicrm would be a good fit for them).

FWIW, here is some info on civicrm and GDPR http://itforcharities.co.uk/VedaNFPConsultingLTDGDPRV1.2.pdf

[gcarreno]

Hello all,

I'm the one that is working with @idnorton towards an easily (enough) solution to get a Drupal & CiviCRM (with containers, MAYBE...) Installation with defaults that are useful for the UK spaces context.

Like Ian said, still very early stages of getting ansible scripts ironed out and in some cases, assessing if even useful.

Ian sent me the link to this issue and I'm a member of the Lancaster and Morecambe Makers(LAMM) space.

Hope I'm not intruding too much by posting 😃

Cheers,
Gus

[amunizp]

Thank you @gcarreno not intruding at all thank you for coming. If the project is being hosted somewhere, could you link to it?

Thank you @michaelmcandrew for stopping by.

I guess we could focus this issue with a Minimum Viable Product (MVP) decided by user-centric design for our solution and selecting a number of Personae and doing a validation of their desires and empathies.

The types of Personae I propose are:

• people with jobs/studies/hobbies away from the space (need more online relation) because most of their life occurs outside.
• people with jobs/studies/hobbies that take place inside the space
• people who are organizers of space.

[proffalken]

Since 2017, there has also been the emergence of https://github.com/membermatters/MemberMatters providing billing via stripe, integration with SpaceAPI.io, physical/tool access via maglogs and RFID readers, and a few other things.

This is still a hot topic of conversation on the Telegram group and could probably do with a clear-steer from UKHSF, even if that's "We have a list of prefered ones, but feel free to write your own"

[proffalken]

@idnorton / @gcarreno / @amunizp - did the CiviCRM stuff go anywhere? Is it worth using, or should we just be saying "here's a list of things people are already using, pick one and see how you get on?"

[gcarreno]

Hey Matthew (@proffalken),

The CiviCRM did go somewhere. But it's been quite a while since I've been involved with the project, or even gone to my hackspace, that I completely forget the details.

Maybe Ian (@idnorton) is the better person to answer this since he was a lot more invested into it.

Cheers,
Gus

[proffalken]

Thanks @gcarreno , appreciate your time to answer this!

[gcarreno]

Hey Matthew(@proffalken),

More than welcome!!

Cheers,
Gus

[amunizp]

I guess it might be worth adding a bit of a checklist of the systems that currently exist that meet certain standards/criteria?

For example:

• It is safe.
• Ideally easy to implement
• It is cheap
• It is compatible with more systems or part of a full membership package.
• ...

[proffalken]

@amunizp - great idea! Is that something you might be able to look at, or shall we ask on the organisers' telegram chat?

[amunizp]

I think we should bikeshed this in the owners manual chat. I'll start with a proposal and look for consensus.

Proposal:

Simplify what was mentioned in #43 (comment) and in #43 (comment) as much as possible.

For a CRM to be listed by Hackspace Foundation it should have as many of following features:

This table will contain a list of proposed systems that you can use at your own risk.

Features

• Be off the shelf or well supported by community or other hackspaces. For example: Hackspace X have it hosted on gitlab and it passes buildtests. Issue tracker and code changes have happened in the last 6 months. A good code of conduct inviting contributions. It is proven, it works.
• Be compliant with data privacy requirements. For example: data is processed or stored by a separate established data handler that has not had a reported data breach in the last year or only certain admins who are competent data handlers have access to personal identifiable data.
• It is open source as defined by OSI. For example: AGPL, Apache
• Easy to use. For example someone who does not know how to ssh could do it.
• It is free or low cost. For example: Less than a subscription to two TV streaming services.
• Expandable. For example, cannot do mailing but can be used to zapier (API) with newsletter service.
• Movable. If we don't like it can we export the data to another service?
• Connected with access to space. For example Users have a fob that grants the access to the space depending on their membership.
• Connected with access to equipment. For example: depending on if you have been signed off or not you will have access to certain machines.
• Handles payments. For example, connected to a payment system that informs if you are up to date with payments according to membership tier and alerts admin.

Clarifying questions:

• Does it have to tick all the boxes to be listed?

No. That would be an ideal scenario.

• how will this look like in the manual?

Like a classic Wikipedia comparison table. https://en.m.wikipedia.org/wiki/Comparison_of_CRM_systems

• will this be a single recommendation or list of choices.

List of choices.

• Will selecting something that is not my list affect out ability to become part of the UKHSF?

Owner Manual is always just a recommendation. Evidently if admins of a certain space purposely use a system that harms anybody in any way it will be a clear indicator that their intentions are not within the spirit of UKHSF.

• If we use one of the recommended systems and we encounter some problems will you be liable?

This should not be seen any more binding than opening a travel magazine that states "Top 5 beaches in Cornwall".

Objections & Counter proposals

• We should find the one system that all hackspaces contribute to and recommend that.

We should present different options with the details and possible pros and cons for people to make their own informed decisions. Specific uses should be in case studies for people to see how those panned out for individual organisations.

Even if you do believe there should be one recommended option only, this can be a way to find out.

[proffalken]

Love it! Especially the last comment 🤣

[idnorton]

We should find the one system that all hackspaces contribute to and recommend that.

I strongly disagree with this. We should present different options with the details and possible pros and cons for people to make their own informed decisions. Specific uses should be in case studies for people to see how those panned out for individual organisations.

[chris18890]

Re features & bikeshedding, this may be of use as a starting point - https://wiki.hackerspaces.org/Hackerspace_Software

[amunizp]

Proposal was consented by several members of the telegram chat (5).

We agreed to upload to drive.

https://docs.google.com/document/d/1sgf3-2HtiPM7vMdyNAZbP0YhzgYRfBE_mIoxtXSimE4/edit?usp=drivesdk

3. book of formalisation.