One record per member for grades, CPD, exams, subscriptions and the public register.
Run a professional body from a single member record. Applications are assessed and a grade is confirmed by committee. CPD declarations, exam entries and results, subscriptions and branch membership attach to the same record. The public register is drawn from members in good standing, and the registrar sees a private conduct file only when the permissions allow it.
- Grade ladder, CPD categories and fee table entered as your charter sets them
- Member list, grade history and unpaid dues migrated from your files
- Edits to grades and exam papers made by GullySystem staff when asked
Institutes, councils and chartered associations use this system, and GullySystem builds it around their grades and bylaws. Membership staff, assessors, the exams team, the registrar and branch secretaries share one member record. It holds grade history, CPD hours, exam results, dues and standing. Its register of members is read from that record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Application
The applicant submits qualifications, referee details and a record of experience. Missing items are listed back to them from the checklist.
- 2
Assessment and grade
An assessor reviews the file and recommends a grade. The committee confirms or queries it, and the decision is stored with the minute.
- 3
Admission
A member number is issued, the first subscription is invoiced by grade, and the member is added to a branch and to the register once paid.
- 4
Annual cycle
Subscriptions are invoiced and CPD declarations opened. Members who do not pay or declare are moved through reminders to lapse.
- 5
Examinations
A sitting is opened for entries. Venues and invigilators are assigned, marks are entered, and the board releases results to candidates.
- 6
Register and conduct
The register is updated from standing. A complaint opens a restricted file with dates, correspondence and the panel’s decision.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Workflow and Approvals
A grade recommended by an assessor waits for the committee, and the confirmed grade, minute reference and conditions are stored with the original recommendation.
- Document Management
Certificates, referee letters and experience statements are filed on the applicant’s record, so the assessor sees which grade requirements are still unmet.
- Training & Development
Members declare hours by category with evidence, and the body sees each person’s year so far against the target set for their grade.
- Subscription Billing
Yearly dues are invoiced by grade and branch, and unpaid members move through reminder and lapse until a payment reinstates them.
- Resource and Room Booking
Halls and invigilators are held against each sitting, so a venue is never promised to two papers on the same morning.
- WhatsApp, SMS and Email Notifications
Candidates receive results by email on the day the board releases them, and resit dates are sent with the entry deadline.
- Roles and Permissions
A complaint file is visible only to the people named on it, and each time someone opens it the view is recorded for the registrar.
- Audit Trail
Every addition or removal on the register is stamped with the person, the date and the decision behind it, so a change can be explained later.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
Registrar
See applications waiting, committee decisions, register changes and open conduct files from one screen.
Assessors and committee members
Read the applicant’s file, add notes against the grade criteria, and see the papers for the next sitting.
Exams team
Open sittings, take entries, assign venues and invigilators, and enter and release marks.
Membership and finance staff
Admit members, invoice dues by grade, post payments and chase the lapse list.
Branch secretaries
Read the local member list, plan talks and record who attended each event.
The numbers the owner asks for.
- Members by grade, branch and standing
- Applications waiting by stage and assessor
- CPD declared against requirement, with audit outcomes
- Exam entries, pass rates by paper and resits booked
- Subscriptions invoiced, paid and lapsed by grade
- Register changes made in the period
- Conference places sold and journal subscribers
Who this is built for.
- Bodies for engineers, accountants, surveyors or other chartered professions
- Institutes that award a grade after assessment and examination
- Societies with branches and special interest groups
- Bodies that run annual conferences and a journal
- Registers kept by a professional council of members in good standing
When it is not the right choice.
- A small society with a few dozen members and no exams can keep a shared spreadsheet.
- An institute that only publishes standards and has no members to admit or bill will not use most modules.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- Payment gateway
- Accounting export
- Learning platform
- Exam venue booking sheet
- Website member search
Questions owners ask before a demo.
Is it for an association of firms or of individuals?
Individuals. Each person has a grade, CPD record and exam history. A body whose members are firms needs a system built around company membership instead.
Does the system award the grade?
No. Your assessors and committee award it. The system keeps the evidence, the recommendation and the decision, then sets the grade on the record.
Can members log CPD themselves?
Yes. Members declare hours in a category, attach evidence and see their year so far. Staff review a sample selected under your audit rules.
How are exams handled?
A sitting is opened by paper. Entries, venues, invigilators and marks are held, and results go out on the date the board agrees.
What happens when a member stops paying?
Reminders go out, then the member moves to lapsed, and the register is updated. Reinstatement follows the rules your body sets for back dues.
Can the public check whether someone is a member?
Yes. A search page can list members in good standing with the details you choose, and it is read from the live record.
Who sees conduct files?
Only the people named on the file. Permissions are set when a case is opened, and each view is logged for the registrar.
Can our records be exported?
Yes. Member lists, grade history, CPD hours and exam results come out as spreadsheets, in a layout the registrar signs off before anything is built.
What is the cost?
Membership numbers, branches, staff with logins, and whether the payment gateway, learning platform or website member search is linked drive the figure. Member files moved from spreadsheets add effort. Screens on your own grades and subscriptions appear before the quotation, which then lists modules individually.
Is it worth it for a young society?
Not always. A society without exams, grades or a register can use a spreadsheet for a while. Send us your membership count and the exams or grades on your calendar, and an honest answer comes back on whether the register has outgrown the sheet.
How long until the registrar can work members through it?
Applicant files, the member record and grade history, subscriptions by grade and the public register make the probable opening, as the secretariat handles them daily. CPD, exams and conduct files follow. The membership year and exam calendar fix the dates.
What should the secretariat assemble?
Your member list with grades, the subscription schedule by grade, applicant checklists and a CPD declaration form. Add an exam results sheet and a branch list. The registrar, an examinations officer and the finance person should sit in on layout reviews. Gateway details are needed only if payments connect.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
See Professional Body Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements