The EUROCAE Hub, a Digital Membership Platform for the Aviation Standards Community

A scalable digital portal with built-in case management and workflow automation

EUROCAE, a globally recognised organisation that sets aviation standards, required a future-ready digital platform to manage its growing network of members, streamline operations, and foster collaboration across diverse stakeholder groups.

The objective was clear: create an intuitive platform to enhance collaboration, content access, and process transparency for thousands of users across the aviation ecosystem. Beyond improving the member experience, EUROCAE also needed a scalable solution, one that could evolve alongside the organisation’s future needs.

The result is the EUROCAE Hub, a unified, member-centric portal developed by AMO. Designed using Nintex K2 5.7, enhanced with Power Automate, and integrated with SharePoint and Zoho, the solution supports more than than 5000 members and nearly 500 organisations in the aviation sector worldwide.

The challenge: disjointed workflows and fragmented member experience

Before the EUROCAE Hub, member interactions and internal workflows were scattered across multiple tools and channels:

• Registration forms and approvals lacked visibility, tracking, and follow-up, making it difficult to monitor progress or identify bottlenecks.
• There was a general lack of transparency across key processes. Members and EUROCAE employees had limited insight into status updates, responsibilities, or outcomes.
• The lack of a consistent access experience made the platform difficult to navigate, reducing usability and member engagement.
• Core governance activities such as voting and member consultations were conducted manually through spreadsheets and email chains, with no central coordination.
• SharePoint access rights were updated manually, increasing administrative burden and risk of errors.
• There was no centralised location for members to collaborate, access updates, or participate in working groups.

These inefficiencies created a disjointed experience for members and placed a heavy operational load on EUROCAE employees.

The solution: A centralised digital member platform

The EUROCAE Hub consolidates all member-facing and administrative operations into a single digital hub. Built with an emphasis on user experience, automation, and governance, the platform empowers members to manage their engagements while giving EUROCAE employees full operational visibility.

The platform is built on a scalable architecture, ensuring that future growth and feature enhancements can be delivered without disrupting core operations. Its clean and intuitive interface allows users to engage with the platform immediately, without training, making it accessible to a broad international audience.

What the platform delivers

The EUROCAE Hub provides a robust, end-to-end digital solution designed to simplify membership management, improve collaboration, and automate key governance processes.

A unified member workspace

A single, centralised digital workspace where members can access documents, participate in working groups, schedule and attend meetings, and engage with consultations.

Automated membership approvals

Structured approval workflows for individual and organisational membership, with full audit trails and automated notifications.

Seamless invoicing integration

Connected to EUROCAE’s invoicing platform, ZOHO, to trigger invoicing automatically upon membership registration. Thus eliminating manual intervention and improving financial processing.

Membership-based access control

Dynamic permission management based on membership type and group involvement. SharePoint access rights are automatically adjusted to ensure secure, personalised user experiences.

Built-in voting engine for standards approval

A flexible voting module supports multiple voting models tailored to each approval type. The system:

• Automatically calculates eligible voters based on business rules
• Manages timelines, sends reminders, and records each vote
• Allows participants to change votes within the voting window
• Calculates outcomes dynamically and generates a final PDF voting report
• Validates results against predefined thresholds
• Shares outcomes with stakeholders and archives them in SharePoint for compliance

Structured consultation management

Module that enables efficient collaboration within working groups, allowing members to review documents, submit comments individually or in bulk via Excel uploads, and view consolidated feedback in one place. Comments are automatically linked to their respective meetings or consultations, and visibility is managed to ensure that participants only access feedback relevant to their organisation. The system records every input, maintains a clear audit trail of all commentary activity, and supports iterative collaboration throughout the lifecycle of document development or review.

Meeting & event management

Smart scheduling tools with automated notifications tailored to each working group’s activities and timelines.

Rule-driven access to functional modules

Access to specific modules within the EUROCAE Hub is controlled by a set of business rules tied to each member’s status, role, and organisational affiliation.Once a membership is activated, the system automatically unlocks the appropriate features and modules. This ensures that users only interact with content and tools relevant to their role. This enhances the user experience and reinforces data security and process compliance.

Scalable, integrated architecture

Built on a scalable framework with seamless integration into SharePoint and Power Automate. Supports expansion, additional process layers, and system enhancements without disrupting core operations.

Operational dashboards & reporting – management portal

Real-time dashboards for EUROCAE staff to:

• Monitor engagement levels
• Track pending tasks
• Analyse performance metrics (KPIs)
• Export tailored reports, including custom Excel outputs such as member or organisation lists

Global usability & instant adoption

A user-friendly, intuitive interface that requires no training, allowing for smooth adoption across a global member base.

Powerful search function

A unified data structure and search function that provides instant access to information across all modules.

Scalability & future proofing

Scalable framework that can expand to accommodate new processes, users, and integrations over time.

Automated onboarding via eShop integration

Integrated with the eShop, enabling a fully automated membership onboarding process. When a new member registers and completes payment through the website’s eShop, the system automatically triggers the creation or update of member records within the EUROCAE Hub. This ensures real-time synchronisation between payment confirmation and access provisioning, reducing manual work and providing a smooth experience for both users and administrators.

Custom data export capabilities

The portal allows users to export data into excel from dashboards in a flexible, user-driven format.

Automated access rights management

Access permissions within the EUROCAE Hub are dynamically governed by membership type and organisational affiliation. For example, when an individual leaves their organisation, designated administrators within that organisation can directly revoke the user’s access and update relevant details — without involving EUROCAE staff.

This self-service approach reduces administrative overhead, enhances security, and frees up EUROCAE’s internal teams to focus on higher-value tasks.

Seamless change management & system transition

The migration from EUROCAE’s legacy setup to the new digital Hub was designed as a smooth and structured change management process.

Existing data, user access, and workflows were transitioned with minimal disruption, thanks to thoughtful planning, user-friendly interfaces, and built-in automation. The result: rapid adoption, reduced resistance to change, and immediate operational benefits from day one.

The results: measurable impact and long-term value

• Improved member engagement and collaboration across all working groups and consultations
• Reduced administrative effort through intelligent workflow automation and system-triggered notifications
• Full visibility into platform activity, with dashboards that help both members and EUROCAE teams stay on top of tasks
• Secure and personalised user experiences, with dynamic membership type permissions and member-specific content
• Future-proof foundation that supports EUROCAE’s ongoing digital transformation and evolving governance model

Built for aviation. Designed for growth. Ready for the future.

The EUROCAE Hub is a digital foundation for an evolving, global aviation standards community. Its scalable design, intuitive experience, and embedded governance make it ideal for organisations looking to modernise how they engage members, manage collaboration, and deliver high-quality services in a secure and transparent way.

While the EUROCAE Hub was purpose-built for the aviation sector, the platform’s architecture and capabilities are equally suited to other membership-driven environments. From professional associations and industry consortia to standards bodies, research communities, and non-profit alliances, any organisation that manages structured collaboration, content sharing, and tiered membership models with payment processing can benefit from the same framework.

The solution supports use cases like member onboarding, access management, event participation, consultation workflows, and invoicing or benefit entitlement based on membership tier, all within a unified, extensible portal.