Switch without losing a single record.
Moving off spreadsheets or an old system is the scary part, so we handle it step by step. We review your member list line by line and import it into your union's own private system, then build in your contract's deadlines and test them. Nothing goes live until a long pre-launch checklist passes.
Five steps from start to go-live.
Every union follows the same proven plan, usually two to three weeks. Your office keeps working in its current system the whole time.
Discovery and setup workshop
We sit down with your collective agreement and org chart, then shape the product around your union. We use your words (Branches, Locals, or Units; Executives or Stewards), confirm your branch structure and member groupings, and set your member statuses. Roles and permissions are tuned in fine detail, so each person sees exactly what their job needs and nothing more.
Your own private system
We set up a private system that belongs to your union alone: your own database, your own web address, and your own verified mass email sending address. To sign in, you get a one-time code we email you. No password. There is no shared database, so no other union can ever reach your data.
Member-list import
We load your employer's list through the same tool your staff will use from then on. Every line is sorted: a new member, someone who left, a fired member kept on file, or a change. We save a full copy first, then apply everything at once and log it for each member.
Your contract, built in
We turn your grievance deadlines into automatic due dates, using the real day counts from your contract. We add your holidays, so a due date never lands on a day the office is closed. Your contract's article list feeds the grievance form, and your words show up on every screen, export, and email.
Training and the go-live check
We train your admins and hand over with a tour of roles and email routing. Before your first real user signs in, we run a 184-point pre-launch checklist on the live system: one login per role, a check that people only see what they should, a test grievance whose deadline lands on a holiday to prove the math, and many more checks on data security and that everything works.
What you provide. What we handle.
Your office sends four things. We do the rest.
You provide
- Your employer's member list: the file your payroll or HR team already makes, messy column names and all.
- Your contract. The PDF is enough; we pull the deadline day counts and the article list from it.
- Your branch and executive list: who runs each branch, where members work, and who needs which access.
- Your logo and colours, so your team signs in to something that looks like yours from day one.
We handle
- Setting up your private system: database, web address, mass email address.
- Adapting the import tool to your employer's exact column names.
- Building in your contract's deadlines and your holiday calendar.
- Renaming the product to use your words, everywhere.
- Setting up roles and access to match how you run things.
- Loading members, branch executives, and seniority numbers.
- Training your team and running the long pre-launch checklist.
No employer file? No problem. We load your spreadsheets directly, with careful checks for branches with no members, odd status values, and missing seniority dates.
The import tool that makes switching safe.
The tool that loads your list on day one is the same one that checks every employer list after. It follows one rule: a value your officers fixed by hand is never quietly overwritten.
Four kinds of change
Every line in your employer's file goes into exactly one group, with a full preview before anything is saved. We check both files for hidden changes and apply everything at once, so it can't get stuck half done.
- New members: in the file, not yet in your database
- Members who left: saved to your archive before removal
- Fired members: kept on file, with the reason and date
- Changes: shown field by field, all logged
You decide, field by field
When payroll disagrees with a value your staff fixed by hand, we call it a conflict. You decide on each one, and nothing applies until you have. There is no "accept everything" button, on purpose.
- Accept: use the employer's value
- Reject: keep your hand-fixed value
- Exclude: lock the field so the employer can never change it
- Coloured dots show where each field's value came from
A tool that handles messy files
Real employer files are messy, and the tool is built for it. Anything it can't sort out goes into a list you can send straight back to payroll to fix.
- Only 3 columns needed: employee ID, first name, last name
- Smart column names: Emp ID, Member No., or Surname all just work
- It reads accented names like Sébastien correctly, even from older spreadsheets
- It matches IDs even when extra zeros are added: 012345 equals 12345
Your data is yours, leaving is easy too.
We plan your exit as carefully as your arrival. The steps are in our agreement, and they always start with you getting everything.
Export first
You get a full copy of your database, every stored file, and plain spreadsheet files anyone can open. We hand it all over, and you sign to confirm you have it.
Revoke second
We shut off access only after you confirm you have everything, so you keep working right up to the handover.
Delete last
We delete your system on a date we agree on in writing. Because it's yours alone, deleting it wipes your data fully. There is no shared database to untangle.
Switching questions, answered.
Usually two to three weeks from start to go-live: the setup workshop, your private system, the member-list import, your contract, training, and the final pre-launch check. Your office keeps working in its current system until the day you switch.
Nothing. The move is always free, on every plan. Adapting the import tool to your employer's file, loading your data, building in your contract, and training your team are all part of setup.
Yes, everything renames. Branches can become Locals or Units, Executives can become Stewards, and the change follows through menus, page titles, exports, and emails. Even the built-in help assistant answers in your union's words.
We build them from your contract's actual day counts, not an estimate, and those counts become automatic due dates. Weekends and your holidays push a due date to the next workday. A deadline you agree to extend always beats the auto date, and we log it. At go-live, we test the math on a deadline that lands on a holiday.
Yes. You work in your current system until the day you switch, and the switch itself is a careful, staged move-over. Your team reviews the finished setup, we run the long pre-launch checklist on the live system, and only then does your office move over. Nothing goes live before you approve it.
Never. Every union runs on its own private system: its own database, web address, and email address. There is no shared database, so the separation between unions is structural, enforced by the architecture itself.
Spreadsheet files from your employer's payroll or HR system are the main path, and only three columns are needed. Messy column names, odd accents, and extra zeros in IDs are all sorted out for you. No employer file? We load your member spreadsheets directly and run careful checks afterward.
Less than you'd think. We give your admins a live tour of roles and email routing, and day-to-day help is built into the product. A help assistant inside the app knows the full manual, speaks your words, and knows what each user is allowed to see.
Bring us your messiest spreadsheet.
Book a call and we'll show you exactly how your union's move would run, using your employer's real file.