Looking for a solution for team members to track membership expiries and CPD points

Question

Hello,

I'm looking for a solution within Microsoft 365 E3 subscription that will allow our team members to track multiple membership expiries and their CPD points.

For the membership expiries

A team member can have multiple membership types that expiry every 12 months. The solution will allow them to enter in all these dates, automatically send them reminders before the expiry & reminders after the expiry if they haven't updated it. The team members need to submit the updated membership certificate as well.

For CPD points

A team member needs to track professional develop activities. The solution will allow them to enter in the activity name, type, date complete & points value.

Team members will need to access their own data, but not see anyone else's (unless they are a manager with direct reports). Some admin users will need to see all of the data entered. There's also a need to send expiry reminders to admin users & allow them to pull reports.

We currently use Zoho CRM to achieve the above but ideally would like to move to Microsoft. I'm happy to use a paid solution that's off the shelf, I'm just struggling to find one that works with Microsoft!

Answer 1

Hi @Brett Caratti ,

For both, information can be filled into two SharePoint lists respectively.

For the list of the membership expiries, add columns as needed, and then you can use power automate to create a flow to realize automatic expiration reminders.

For the list of CPD points, add a column as needed, then click the gear in the upper right corner to select List Settings-->Advanced settings, and then in the Item-level Permission section, select as shown below. In this way, users can only see and edit their own data, and admin can see all user information.

Regarding automatic sending of expiration reminders, it is still recommended that you use flow, which is a very convenient tool.

But about flow, because Q&A does not support Power Automate currently, and I am not very good at it, I can only provide some related posts for your reference.

https://powerusers.microsoft.com/t5/Building-Flows/FLOW-TO-SEND-EMAIL-WHEN-DATE-APPROACHES/td-p/60407

https://powerusers.microsoft.com/t5/Building-Flows/Alerting-a-user-via-email-when-an-expiry-date-is-coming-up/td-p/882494

If you want more professional help about Power Automate, I suggest you go to the Power Automate Community to create a new discussion.

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