Retiring a decades-old Access database for a volunteer-run organisation
Camps and trips run by volunteers, on one system they can manage
Key results
- One system for registrations, payments and logistics
- 10 users volunteers running it without an IT department
- Live since summer 2025, team satisfied
The client
A youth organisation in Belgium, run by volunteers. It organises camps and trips for young people.
The challenge
Everything about participants lived in a very old Access database. Registrations, payments, event organisation, transport and accommodation, medical follow-up: all of it.
The database had reached the end of its life and had to be replaced. Whatever came next had to work for volunteers, without an IT department behind them.
What we did
The participant model, moved to Salesforce. We migrated the participant model from Access onto Salesforce.
One system for the whole season. Registrations, payments, logistics and follow-up are structured in one place, built for volunteer users.
Medical information, tracked. We added a way to track medical information and medication for participants.
The result
The organisation runs registrations, payments and logistics in one system. It has been live since summer 2025, and the team is satisfied. 10 users, all volunteers, run it without an IT department.
