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GSRMA — Bespoke Operational Management System

GSRMA is a membership organisation that manages more than 6,500 active members through a branch and province structure that covers Ireland. iWorks has been GSRMA’s development partner for more than a decade, delivering two full platform builds as the organisation’s needs have changed and the surrounding technology has evolved.

The Background

The current system handles the day-to-day running of a large membership organisation spread across Ireland, all through a single administrative interface used by the central office.

Member Records

The platform manages more than 6,500 active member records, along with an archive of around 800 widow records that are kept separately but can still be accessed within the system. Each record includes personal details, membership status, subscription history, links to branches and provinces, and any relevant correspondence. The data structure reflects the way the organisation works: members belong to branches, and branches sit within provinces.

Province and Branch Structure

The provinces reflect the main geographic regions of Ireland: Leinster, Munster, Connacht, and Ulster. Branches represent local groupings within those regions. A branch such as Raphoe sits within its province alongside other local branches. The office team can view and manage information at every level of the structure, whether that is an individual member, a branch, a province, or the full national membership. This mirrors how the organisation operates in practice.

Subscription Management

Subscriptions are tracked at the individual member level, with full visibility across branches and provinces. The system shows who has paid, who is still outstanding, and the overall position of subscription income across the membership. Payment records, outstanding balances, and subscription reports are all generated within the platform, so there is no need for manual collation.

SMS Communications

The platform includes a fully integrated SMS facility. From within the system, the office team can send messages to an individual member, all members of a branch, all members of a province, or the full national membership. All messages are logged against the relevant sending event and recipient group.

This was built into the platform because SMS remains one of the most effective ways to reach a geographically spread membership, especially for time-sensitive communication such as event notifications, branch announcements, and subscription reminders. Being able to send a targeted message without exporting data to a third-party tool gives a small central office a real practical advantage.

Data Security

The 2023 rebuild introduced full encryption of sensitive member data at rest. Hosting on AWS provides the level of managed infrastructure security expected for a platform holding the personal data of more than 6,500 individuals. Access is controlled through secure login, and there is no external member portal. The system is used only by the central office team.

Outcome

The platform has supported GSRMA’s operations continuously since 2014, through two major technology transitions, without data loss or significant disruption. The 2023 rebuild on CI4 and AWS removed the infrastructure risk of the earlier on premises XAMPP environment and delivered a stable, maintainable foundation for the organisation’s future.

The fact that GSRMA returned to iWorks for the 2023 rebuild, almost a decade after the original engagement, reflects the working relationship built during the first project and the support that followed.

Technical Summary

  • Legacy system: Microsoft Access (2014) → Perl-based web application on XAMPP, built by iWorks → CodeIgniter 4 on AWS (2023).
  • Framework (current): CodeIgniter 4 (PHP).
  • Hosting (current): Amazon Web Services (AWS).
  • Hosting (2014): Local XAMPP stack (Apache, MySQL, PHP), on premises.
  • Database: MySQL, reflecting the province, branch, and member hierarchy throughout.
  • SMS: Managed SMS gateway integrated directly into the platform.
  • Encryption: Full encryption of sensitive member data at rest.
  • Scale: 6,500+ active members, around 800 widow archive records, with a province and branch structure across Ireland.

If your organisation is still relying on ageing database technology and needs a clear path forward, iWorks would be happy to have an initial conversation. Contact us here or call 01 969 2014.