Digital onboarding of organisation members with a multi-stage approval workflow
From paper forms and weeks of waiting to a fully digital process. The system guides the candidate through an online form, automatically verifies documents, routes the application to the board, and generates a membership certificate — reducing onboarding from weeks to days. Every stage is tracked, and stakeholders receive real-time notifications.
Paper-based onboarding with manual routing and weeks-long waiting times
An organisation bringing together professionals admitted new members through a process based on paper forms, email correspondence, and manual document routing. The candidate completed a PDF form, attached copies of identity and qualification documents, and sent everything by email or post. An operations employee checked completeness, often requesting missing items in a follow-up email. With 50+ applications per year and seasonal peaks, the queue kept growing, and candidates waited weeks without any status updates.
After operational verification, the application had to go to the organisation’s board — three people who physically signed the approval document. Routing took place by email or by handing over a paper folder. The lack of a central system meant that nobody knew who currently had the application or why it was delayed. There were cases where an application sat on one board member’s desk for two weeks — during that time, the candidate lost patience and withdrew.
Once approved by the board, the operations employee manually verified the membership fee payment, prepared the membership certificate in a word processor, assigned sectors and competencies in a spreadsheet, and sent welcome documents by email. Sensitive documents — ID copies, PESEL numbers — were stored in folders on a drive without any retention policy. The entire process from application to full membership took on average 3-4 weeks, and during peak periods even 6 weeks.
Fully digital onboarding with automatic routing and document generation
The online application form guides the candidate step by step through the registration process. Fields are configured by membership type — an individual sees different requirements from an organisation. Document upload takes place directly in the form, with real-time completeness validation — the system does not allow the user to proceed without the required files. The candidate can see the current application status at every stage in their dashboard.
Once the application is submitted, the system automatically launches a multi-stage workflow: operational verification → board approval → payment confirmation → membership activation. At each stage, the relevant person receives an email notification with a review link. The board can see a list of applications awaiting signature in their dashboard — with complete documentation and the operator’s recommendation. The system tracks time at each stage and escalates when an application is waiting too long.
After approval and payment confirmation, the system automatically generates a membership certificate in PDF, assigns selected sectors and competencies, and sends a welcome pack by email. Sensitive identity documents are automatically deleted after successful verification — in line with the data minimisation policy. The operator dashboard shows the onboarding pipeline: how many applications are at each stage, the average process time, and where the bottlenecks are. The entire process is reduced from weeks to 3-5 working days.
Before and after implementation
Concrete automation results
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Book a free consultationThe process of admitting a new member used to take 3-4 weeks — a paper form, manual document verification, routing to three board members for signature, waiting for payment, and manual certificate preparation. Now the candidate completes an online form, the system guides the application through all stages, and the certificate is generated automatically once payment is approved.
Industry organisation, 200+ members, 5-person operations team
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