Connect daily operations and control the member fee lifecycle
Manage Technical Secretariat operations, membership fees and subscriptions, recurring fee notices, collections and returns, SEPA direct-debit files, bank reconciliation and the information required by administration, accounting advisers and management from a single cross-functional layer.
M09 is not simply a dashboard or a generic ERP. It is the operational layer that connects processes across the Platform and, critically, automates one of the most recurring economic processes in a membership-based organization.
The Secretariat needs to know what is happening and be able to act
Training, events, projects, groups, members, publications and services generate requests, statuses, documents, collections, issues and tasks. M09 provides the operational layer to coordinate them without turning each area into an isolated administration function.
Control membership fees and collections
Know what each member owes, which fee notices have been issued, what has been collected, what has been returned and what remains outstanding.
Connect banks and ERP
Generate SEPA direct-debit files, import bank transactions, reconcile operations and reuse financial information without duplicating it.
Coordinate operations
Manage statuses, cases, tasks, owners, documents, enquiries and issues that span multiple modules.
Monitor and decide
Turn activity and statuses into indicators, analysis and drill-down views for the Technical Secretariat, management and governing bodies.
From membership fee to collection and reconciliation, without losing sight of member status
Recurring membership fee collection is a structural process in membership-based organizations. The goal is not to add a generic ERP, but to connect the member relationship with fee administration, banks and back-office operations so the organization always knows each member’s financial status.
The membership fee lifecycle starts with the member relationship and continues through banking, accounting and advisers
M09 extends the Platform’s established administration capabilities into a particularly critical area: membership fees, fee notices, SEPA direct debits, collections, returns, reconciliation, auxiliary accounting and integration with accounting advisers.
Automate the recurring member fee process
Membership and category rules can drive periodic or annual fees, subscriptions and renewals, avoiding the need to rebuild information manually whenever a new fee-notice cycle begins.
- Periodic and annual membership fees.
- Subscriptions and renewals.
- Recurring fee-notice generation.
- Fee notices associated with registrations and other services where applicable.
- Membership fee evolution and history.
Connect bank files with the actual status of membership fees
The direct-debit file should not be the end of the process. M09 should generate the information required by the bank and bring the outcome back into the Platform, distinguishing successful collections, returns and unpaid fees while keeping each member’s financial status up to date.
- SEPA direct-debit files.
- Collections and returns.
- Bank statement imports.
- Reconciliation processes.
- Tracking outstanding and unpaid fees.
Reuse financial information instead of entering it again
Information generated by members, fee administration and collections can feed auxiliary accounting and be prepared for exchange with the organization’s accounting advisers.
- Configurable chart of accounts based on the Spanish General Accounting Plan (PGC).
- Automatic journal-entry generation from subledgers.
- Pre-closing processes.
- Export of chart of accounts, third parties and journal entries to A3.
- Traceability and documentary evidence.
M09 coordinates processes without owning them
The PDE Master Process Catalogue models Secretariat & Administration as a cross-functional operation. Its role is to maintain continuity across processes, people, owners, providers and systems.
Coordinate daily operations
Organize and supervise the actions required to keep services and processes running.
Coordinate stakeholders
Connect the Secretariat, process owners, committees, reviewers, PCOs, providers and other stakeholders.
Manage exceptions
Classify, assign, resolve and close enquiries, issues and cases that require intervention.
Monitor activity
Turn activity and statuses into indicators, analysis and actionable management information.
The established administration layer already demonstrates M09’s cross-functional role
The existing solution allows the Technical Secretariat to move from a global view to member and service-line detail, manage statuses and automations, and explore operational and management indicators.
From the member to each service-line detail
Administration combines two perspectives: all interactions by service line and a 360° view of each member or professional.
- Overall member status.
- Activity by service line.
- Drill-down navigation.
- Information shared with other modules.
Control participants, statuses, activities and tasks from the Secretariat
Administration provides continuity for activity initiated in training, groups, conferences and other modules, allowing intervention whenever the process requires it.
- Statuses and participants.
- Video conferences, meetings, calls and tasks.
- Activity tracking.
- Technical Secretariat intervention.
Automate repetitive administrative tasks without losing control
Backend workflows can execute actions when defined conditions are met, for example when generating certificates and handling other administrative processes.
- Rules and conditions.
- Document generation.
- Alerts and tasks.
- Configurable processes.
M09 spans the entire Platform
It is not an isolated module at the end of the architecture. Secretariat & Administration receives, coordinates, completes and supervises processes originating across virtually every area.
From administering tasks to managing exceptions and anticipating situations
M09 concentrates processes with particularly high automation potential: reconciliation, checks, issue classification, document generation, alerts and coordination between stakeholders.
Intelligent evolution should reduce manual work and make exceptions visible, while keeping financial, accounting and administrative rules under the control of the organization and its responsible teams.
Essenzial does not replace accounting advisers: it connects and prepares the information
The Platform covers administrative and financial operations arising from the organization’s real processes. That information can be reused for accounting, compliance and adviser workflows, reducing duplication and improving traceability.
The key difference is that the membership fee does not live separately from the member: it forms part of the same digital relationship connecting services, activity, the Member Portal, the Secretariat and financial administration.
Secretariat & Administration
The original video shows the Platform’s administration and dashboard capabilities. The new M09 retains those capabilities and extends its scope with financial administration and the membership fee lifecycle.
Can you immediately tell which members have paid their fees and which require action?
We can assess your current membership fee lifecycle — rules, fee notices, SEPA, banking, returns, reconciliation and follow-up — and identify how to integrate it with the member relationship and the rest of your operations.
