CUSTOMERS
Goodbye manual spreadsheets, hello automation!
How sheepCRM helped Ethical Tea Partnership move from
labour intensive spreadsheets to streamlined operations.
Who are the Ethical Tea Partnership
For the Ethical Tea Partnership (ETP), membership is more than just a list of companies — it's a global movement working to drive long-term, systemic change in the tea industry.
With a mission to address poverty, gender-based violence and human rights violations, deforestation, and access to essential services, ETP collaborates with its corporate members, external funders, civil society organisations, and additional third-party implementers and producers globally.
However, as the organisation grew, its membership management systems weren't keeping pace. “We're a global membership organisation working with corporate members and other stakeholders globally. But, we were handling everything manually using spreadsheets, Mailchimp, and email - it was labour-intensive and resource-heavy.” said Alexis Fromageot, Head of Communications & Membership.
“We’re a global membership organisation working with corporate members and other stakeholders globally. But, we were handling everything manually using spreadsheets, Mailchimp, and email - it was labour-intensive and resource-heavy.”
A patchwork of systems and manual processes
Before partnering with sheepCRM, ETP relied on a patchwork of systems - spreadsheets, Microsoft Office tools, and Mailchimp - to manage memberships. With no centralised system in place, the team had to handle everything manually, from membership renewals to processing sensitive data. “We were over-relying on email, which wasn’t ideal”, Alexis said.
Every January, ETP runs its annual membership renewal process, which requires members to submit information about their business operations and practices. This process quickly became resource heavy for the team.
With membership growing and administrative demands increasing, ETP knew they needed a smarter way of working. This growing challenge led ETP to look for a more scalable solution — one that could enhance the experience for members while also freeing up valuable time for ETP's team. That's when they found sheepCRM.
“We would send members template documents to populate, and they would often have to circulate these internally before sending back to us. Since multiple people were involved in their organisations, we often received information in stages.”
Finding the right solution with sheepCRM
After exploring different CRM options, ETP chose sheepCRM for its specialist focus on membership organisations.
"We looked at other systems, but sheepCRM stood out because it was built specifically for membership organisations" Alexis says.
"One of our team members had worked with sheepCRM before and recommended you, and we were also really impressed by the case studies from similar organisations. That gave us confidence it would work for us."
With over a decade of experience and having helped 100+ membership organisations navigate their membership challenges, sheepCRM provided more than just software - it provided a structured, best-practice approach to streamlining membership operations.
The implementation process was smooth and well-structured, with sheepCRM's in-house onboarding team guiding ETP through data migration, setup, and training. This marked the first stage of ETP's digital transformation journey — building a strong foundation for efficiency and security.
"We had a clear project plan from the start, with regular check-ins to keep things on track." Alexis says. "The transition was really well supported, and once we went live, it was an improvement."
“One of our team members had worked with sheepCRM before and recommended you, and we were also really impressed by the case studies from similar organisations. That gave us confidence it would work for us.”
A game changer for digital membership management
With sheepCRM now in place, ETP's membership operations have been transformed. The renewal process is now fully digital and streamlined.
“Instead of relying on back-and-forth with emails, members now log in and can see exactly what they need to do. They can save their progress, log in and out as needed, and submit everything in one place. It's a completely different experience” Alexis explained.
Not only has this improved efficiency, but it has also given ETP greater visibility over member engagement.
“Before, we had no idea how far along members were in the process - if they were working on it or had forgotten about it. Now, we can track progress in real time, which makes such a difference.”
Beyond renewals, ETP has seen wider benefits across its membership operations, further advancing their digital transformation journey by leveraging better data insights and improved workflows.
“Before, we had no idea how far along members were in the process - if they were working on it or had forgotten about it. Now, we can track progress in real time, which makes such a difference.”
Key membership enhancements
A new members' area: Members no longer have to sift through old emails to find important documents. Everything from event details to resources and other membership benefits are now centralised in one place.
Automated forms for key processes: "Before, if a member wanted to make use of our marketing benefits, we'd have to handle any approvals via email. Now, it's all managed through an online form, making it so much easier for everyone involved" Alexis says.
Improved event management: Previously, events were managed through a mix of emails and Eventbrite, making it difficult for members to keep track. Now all events are listed in the members' area, where they can register and manage attendance seamlessly.
The improvements have not gone unnoticed by ETP's members: “I was just on a call with an ETP member and they were saying how much easier everything is now.” Alexis added.
“Before, if a member wanted to make use of our marketing benefits, we’d have to handle any approvals via email. Now, it’s all managed through an online form, making it so much easier for everyone involved”
"The biggest takeaway from working with sheepCRM is their willingness to listen and problem-solve," he says. "Instead of saying, ‘No, the system doesn’t do that,’ they ask, ‘What are you trying to achieve?’ and work with us to find a solution. That’s all you can ask for in a partner.”
Alexis Fromageot, Head of Communications & Membership.
Ongoing support & guidance that makes the difference
Beyond the initial setup, sheepCRM's support team has continued to be a valuable resource for ETP. “Your live chat is fantastic. Even when the response isn't instant, it always feels more personal and tailored than just waiting for an email reply. It's reassuring to know that help is always there when we need it.” Alexis says.
As ETP moves forward, they are now exploring additional automation features to improve new member onboarding and engagement processes.
“We now feel in a position to build this out even more - especially when it comes to welcoming and integrating new members.” Alexis adds.
“Your live chat is fantastic. Even when the response isn’t instant, it always feels more personal and tailored than just waiting for an email reply. It’s reassuring to know that help is always there when we need it”
A partner that listens and adapts
For Alexis, one of the most valuable aspects of working with sheepCRM has been their collaborative approach.
“The biggest takeaway from working with sheepCRM is their willingness to listen and problem-solve," he says. "Instead of saying, ‘No, the system doesn’t do that,’ they ask, ‘What are your trying to achieve?’ and work with us to find a solution. That’s all you can ask for in a partner.”
But the journey doesn't end here. ETP continues to benefit from sheepCRM's ongoing support, strategic guidance, and continuous improvements. With sheepCRM's successful community of membership organisations, ETP gains insights from industry best practices, innovative tools, and scalable solutions - ensuring they stay ahead of evolving challenges.
By reducing administrative burden and creating a more seamless experience for members, sheepCRM has allowed ETP to focus on what truly matters - driving meaningful change in the global tea industry.
Are you ready to transform your membership management?
If your organisation is struggling with manual processes, disconnected systems, or poor member engagement, sheepCRM can help.
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