AI for your association: less admin, more time for your members. We build AI that takes admin off your board.
Membership applications, fees, registrations and waiting lists, questions about training and fees: this work usually falls to a few volunteers. AI Værk supports sports clubs, support associations and cultural societies from the first call to a solution in daily use. Member data stays under your control, on a dedicated server in Germany if you prefer.
AssociationsOverview Page 1 of 10
AI Værk is your 360° partner for AI in mid-sized companies.
Together we pin down where AI can take work off your hands, and then we implement it.
We know the day-to-day work in clubs and associations: membership applications with direct debit mandates, failed fee collections and questions from members. We also know what holds things up everywhere: re-keying data from one system into another, or waiting for the one person who knows the answer.
You can start wherever you are: with an early idea, a workflow that takes too long, or a finished plan for us to implement.
Justus August and Elias Arndt
About us-
01
Consulting and AI audit
In a free initial call of about 30 minutes, we listen. In the €500 AI audit, we review your workflows, data and software, then agree with you where to start.
Pricing and AI audit -
02
Workshops and training
Your team practises on real tasks from their own day-to-day work and learns to use AI tools safely and check the results.
Workshops -
03
AI assistants and chatbots
Your team or your customers ask, your company knowledge answers: with sources, and only with what the person asking is allowed to see.
Internal AI assistants -
04
Process automation
Recurring workflows run on their own from intake to result, connected to the software you already use.
Process automation -
05
Custom development
We build custom software where off-the-shelf products fall short, for example for a workflow that only exists at your company.
Custom development -
06
Operations and maintenance
We host, monitor and maintain the software and extend it when your workflows change.
Operations and monitoring
Topics for your association
Membership management
One current member list for the whole board instead of several Excel versions.
Learn more 02Fees and direct debits
See outstanding fees and check the direct debit file before collection.
Learn more 03Registration system
Courses, tournaments and camps online, with a waiting list.
Learn more 04Hall and pitch bookings
One shared booking schedule for halls, pitches and rooms.
Learn more 05AI assistant for member questions
Answers on fees, training and membership, at weekends too.
Learn moreWhere AI saves your association time
Process membership applications
The software reads membership forms sent by email, photo or scan and creates the member in your club software, with fee and SEPA mandate. The board confirms with one click.
Match fees and direct debits
The software compares the bank statement with the fee list, spots returned direct debits and drafts payment reminders. You see outstanding fees at a glance.
Answer member questions
An assistant answers questions about fees, training times and cancelling membership from your constitution, fee rules and training plan. Anything that needs a decision goes to the board.
From membership form to new member
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01
Capture the application
A father signs his daughter up for swimming by email, with the membership form attached as a photo. The software reads her name, date of birth, address and IBAN.
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02
Check and complete
It compares the details with your member list, recognises the sibling for the family rate and flags that the signature on the SEPA mandate is missing.
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03
Create and welcome
Once you confirm, the software creates the member and drafts a welcome with training times and a request for the signature. Your team sends it.
Member data stays where you decide.
Your association holds addresses, bank details and often information about children. So you decide where the software runs, and we set it up exactly that way.
- A data processing agreement under the GDPR, signed before the software sees real member data.
- Your data is never used to train AI models.
- Every access is logged. You see who opened what, and when.
- Access follows the role: after the board election, the old login ends.
Connected to your club software
Where your club software offers an interface or an import route, we pass members, fees and registrations straight to it. Otherwise your team moves them across from a work list with one click. You keep using what your software already does.
Product names mentioned are trademarks of their respective owners. Mentioning them implies no partnership with the vendors and no endorsement by them.
Working safely with AI: training for your board and office
Your team practises on member post as it arrives every week: what does the software take over, what does the AI see, and which question belongs with the coach? The switch shows how member data stays protected.
“Hello Ms Krüger, we have moved, our new address is Address 55124 Lindenweg, Kiel. Please collect the fee for Person 3308Mia from our new account from March. One more question: Can Person 3308Mia play in the tournament in May? Best wishes, Person 3307Jan Hoffmann”
- Your server inserts placeholders
- Sent encrypted
- Cloud AI processes it
- Your server puts the names back
Only your server knows which placeholder belongs to which person.
- Message arrives
- The AI on your server works with the full message
The message stays on your association’s server.
Find the right person
Link the new address to Mia and her family, even though her father is writing.
Update the fee
Log the new account as an open item and request the SEPA mandate for it.
Pass the question on
Pass the question about the tournament to the team’s coach. She replies directly.
Questions before getting started
Can we use AI with member data?
Yes, with a data processing agreement under the GDPR. In it we agree where the data is stored and who can see it. Your data is never used to train AI models.
Does it work with easyVerein, ClubDesk or SEWOBE?
Yes. Where your club software offers an interface or an import route, we pass the data straight to it, otherwise with one click from a work list. We check CiviCRM and FundraisingBox in the same way.
What does getting started cost?
The initial call is free. If the task is already clear, we move straight to a proposal. If a closer assessment is needed, the AI audit costs €500, fully credited towards implementation with AI Værk. Small software projects for associations start at €500, and depending on the project we can offer non-profit associations a discount. If we find no useful AI application, the audit fee is waived; previously agreed expenses remain payable. Our proposal lists setup, licences, hosting and support separately. For a funding application, we provide the project description and cost plan.
Is it worthwhile for a small association?
Often even more so, because a few volunteers carry a lot of admin. In the AI audit we do the maths with your own figures and tell you plainly when a feature of your club software is enough.
Where does your association lose the most time?
In the free initial call, tell us what holds your board up every week. We will show you where AI helps, what it costs and how it works with your club software.