Membership Database Redesign
Redesigned a membership database for a craft guild, improving data structure and enabling self-service member management through a simple web interface.
Client
Yorkshire Craft Guild
Role
Database Designer
Duration
5 weeks
Tools
PostgreSQL, Airtable, Zapier, Stripe
Overview
Yorkshire Craft Guild managed their 400+ members through a combination of spreadsheets and email. Renewals were tracked manually, member directories were always out of date, and the administrator spent hours each week on tasks that should have been automated.
Constraints
Time
Five weeks to implement before annual renewal season
Budget
Volunteer-run organisation with minimal budget
Team
One part-time administrator managing all member relations
Platform
Needed to integrate with existing Stripe for payment processing
Approach
Designed a PostgreSQL database to properly structure member data—contact details, membership types, renewal dates, and activity history.
Built an Airtable interface layer for the administrator—familiar spreadsheet-like interface but with proper data validation.
Created Zapier workflows for automatic renewal reminders, welcome sequences, and member directory updates.
Integrated Stripe payments so renewals could be processed automatically with minimal manual intervention.
Outcome
- Admin time reduced from 15 hours to 4 hours per week
- Renewal rate improved from 72% to 85%
- Member directory now always current
- Self-service payments reduced manual processing by 80%
The redesign gave the administrator their time back and improved the member experience. A well-designed database with the right interfaces can transform a struggling organisation.
Reflection
What worked
- Airtable's familiar interface meant no learning curve for the administrator
- Stripe integration made payment processing nearly automatic
- Automated reminders dramatically improved renewal rates
What didn't
- Some members needed phone support to use online renewal—hadn't anticipated this
- Historical membership data had gaps that required manual investigation
What I would do differently
Would have included a simple phone script for helping less tech-savvy members with online renewals. Not everyone is comfortable with self-service.