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Challenges in Referral Systems for Associations

Associations often struggle to engage and retain members while ensuring that members' expertise reaches those who need it through referrals.

Many associations rely on slow, manual systems, making it difficult to match clients with the right professionals.

This was the challenge that D.C. Bar, the largest unified bar in the U.S., sought to solve for its 10,000+ members.

The Need for an AI-Based Referral System

D.C. Bar did not initially have a Lawyer Referral Service (LRS). Recognizing the need to streamline connections between attorneys and clients, D.C. Bar partnered with Aptaria to create a cutting-edge AI referral system that exceeds the existing offerings of other bar associations.

The goals were:

Streamline Access to Justice: Use AI to match clients with suitable attorneys.

Ensure Data Security: Protect client confidentiality.

Ease of Use: Design a system that is easy to maintain without requiring extensive technical support.

Aptaria's Solution: AI Referral and Matching (ARM) System

Aptaria developed a custom-built AI Referral and Matching (ARM) system for D.C. Bar, making it the first bar association to offer an AI-driven LRS. Key features include:

NLP-Powered Matching: The system uses natural language processing (NLP) to compare client requests with attorney profiles, ensuring accurate matches.

Vector Database: Provides a match percentage score, allowing attorneys to enhance their profiles for better matching.

Data-Driven Architecture: Simplifies future updates and cuts down on development time.

Client Security: Clients can submit requests without logging in, protected by CAPTCHA and other measures.

Technical Innovations in the ARM System

Salesforce Experience Cloud: The system leverages Lightning Web Runtime architecture, ensuring scalability, speed, and security.

AI-Driven Matches: Uses semantic similarity through NLP to accurately match clients with attorneys.

Attorney Profile Management: Attorneys can update profiles through Salesforce licenses and single sign-on (SSO), enhancing the user experience.

Impact of the AI-Led Referral System

With Aptaria's system, D.C. Bar now offers faster and more accurate client-attorney matches, benefiting both clients and attorneys:

Enhanced Access to Justice: Clients can find attorneys securely without creating profiles.

Empowered Attorneys: Attorneys receive more visibility and better matching opportunities.

Improved Legal System: Faster client-attorney connections, enhancing the legal system's efficiency.

Conclusion

Aptaria's AI-powered referral system has positioned D.C. Bar at the forefront of legal technology, with its launch anticipated in 2025. This innovation marks a significant advancement in how legal services are delivered, ensuring that members are more easily connected with those who need their expertise.

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Association Management Software vs. CRM: A Quick Guide

As your member-based association grows, managing member information, events, and communication can become increasingly complex.

Association Management Software (AMS) offers a solution tailored to these unique challenges.

What is Association Management Software?

AMS is a specialized tool designed to meet the diverse needs of associations, going beyond what traditional Customer Relationship Management (CRM) systems offer.

It centralizes and streamlines tasks such as membership management, event coordination, financial operations, marketing, and communications, making it easier for your team to manage daily operations while providing an enhanced experience for members.

How Can AMS Benefit Your Organization?

Organized Member Data: AMS keeps member information up-to-date, automates renewals, and maintains high engagement levels. Event Management: Simplifies event planning, from registration to feedback collection, all within a single platform.

Financial Management: Handles dues collection, invoicing, and reporting, and integrates with accounting software.

Enhanced Communication: Centralizes email campaigns, newsletters, and social media efforts to keep members informed.

Personalized Member Experience: Offers features like personalized communication and pre-populated forms to enhance member interactions.

Website Management: Simplifies website maintenance, keeping your online presence professional and functional.

Reporting and Analytics: Provide insights into membership trends and event performance, enabling data-driven decisions.

AMS vs. CRM: Why Not Both?

While CRMs excel in marketing, sales, and customer service, they may lack the specific member management capabilities needed by associations.

AMS, on the other hand, is designed for this purpose.

The ideal solution is a platform that combines the strengths of both, like Salesforce.

It can be customized to serve as both a CRM and AMS, offering:

Flexibility and Customization: Tailor the platform to your association's unique needs.

Scalability: Grow with your organization, accommodating increased complexity.

Integration Capabilities: Seamlessly connect with other tools, such as accounting software and email marketing platforms.

Advanced Analytics: Gain deep insights into member behavior and association performance.

Familiarity: Many users may already be comfortable with CRM systems, easing the transition.

Conclusion

AMS has become essential for modern associations, providing a comprehensive solution that streamlines operations, enhances member experiences, and supports growth.

As you explore AMS options, consider solutions like Salesforce, which offer customizable features and the ability to scale with your organization.

Aptaria's expertise in Salesforce implementation can help you find the right AMS to transform your association's operations.

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At Aptaria, we don't just implement solutions – we transform possibilities into reality.

"At Aptaria, we don't just implement solutions – we transform possibilities into reality." — Andrew Lawlor, CEO and Chief Architect of Aptaria.

Back in 2002, we started Aptaria right here in the Washington DC area with a simple mission: to deliver cost-effective, high-impact Salesforce solutions for associations, not-for-profits, and small to medium-sized businesses.

Since then, we’ve rolled out thousands of successful projects using Salesforce Nonprofit Cloud, Sales Cloud, Service Cloud, Community Experience Cloud, Marketing Cloud Account Engagement (formerly Pardot), the Einstein 1 AI platform, and more.

We help clients migrate from legacy AMS solutions like iMIS, Personify, NetForum, Fonteva, and Nimble to modern, agile Salesforce systems. What sets us apart is our team of Salesforce-certified pros who become your trusted advisors and success managers.

We’re here to make your goals achievable – with solutions that work for you and deliver value to your members and clients.

Visit our website to learn more.