How do you connect an extranet to your membership management system?
An extranet becomes even more useful when it works seamlessly with your membership management system. Connecting the two allows data to be exchanged automatically, reducing manual updates for members and staff.
In this article, we explain why this integration is useful, what information you can exchange and how it works technically.
If you’re wondering what an extranet actually is, take a look at our article explaining the basics.
Why connect an extranet to your membership management system?
An extranet becomes particularly useful when members can do more than view information. They can update their contact details, check their membership or sign up for an activity. But if someone then needs to update the membership management system manually, you’re simply shifting the work elsewhere.
Connecting the extranet to your membership management system allows information to flow automatically between them. Changes made by a member can be saved directly in the right place. The extranet can also retrieve the logged-in member’s details, including their membership type and the branch or group they belong to.
This avoids duplicate work, reduces the risk of errors and helps keep information up to date across both systems. For communities with lots of members or complex administrative processes, an integration can save significant time.
What information can you exchange between the two systems?
The information you exchange depends on what members need to do in the extranet. It often includes basic details such as their name, address, email address, membership number, membership type and local branch or region.
You can also exchange information about membership fees, activity registrations, roles within the community or membership status. This helps the extranet display the right information to each user.
You don’t need to store every piece of information in both systems. Often, one system acts as the main source, while the other retrieves only what it needs. Deciding where each type of information belongs helps avoid unnecessary duplication and keeps the integration manageable.
How does the integration work technically?
An integration usually works through an API. This is an interface that allows two systems to exchange data (Read more about how APIs work). For example, the extranet can use the membership management system’s API to retrieve the logged-in member’s details, membership type or branch.
Data can flow in one direction or both. If a member updates their address in the extranet, that change can automatically be sent to the membership management system. Similarly, a change in the membership management system can be reflected in the extranet.
Some integrations also use webhooks alongside an API. These allow a system to send a notification as soon as something changes, such as someone joining or cancelling their membership. The best approach depends on what both systems support and how quickly updates need to appear.
Can every membership management system be connected?
Many membership management systems can connect to an extranet, but their capabilities vary. Some offer a comprehensive API that lets you retrieve and update data directly. Others support webhooks, data exports or imports.
How straightforward an integration will be depends largely on the technical capabilities of your membership management system. If its integration options are limited, custom development may be needed, or certain types of automated data exchange may not be possible.
What should you consider when planning an integration?
Before building an integration, decide which information will be exchanged and which system will be the main source for that information. This helps prevent conflicting updates and duplicate records. You should also consider how quickly changes need to be processed.
Privacy and security are essential: you’re handling members’ personal data. Exchange only the information you need, use encrypted connections and restrict access to authorised people and systems. Build these protections in from the start.
The processing of personal data must also comply with the GDPR. This includes having a valid legal basis, clearly explaining to members how their data is used and keeping it no longer than necessary. Document who is responsible for what, and put data processing agreements in place with relevant service providers where required.
Need help connecting your community’s membership management system?
Do you need help connecting your membership management system to an extranet, or want to understand what’s technically possible with your current system? We’ll help you find a solution that fits your community.
Feel free to send a message to victor@superinteractive.com.