Agoria expressed several strategic needs, both in terms of external and internal management.  

On the one hand, Agoria aimed to professionalize and centralize the management of its member relations. It was essential for the organization to effectively leverage contact data in order to distribute targeted content, send relevant event invitations, and monitor the quality of services provided. Another key objective was to reduce the volume of emails by centralizing communications and maintaining a comprehensive history of interactions within a single tool. 

On the other hand, internally, Agoria required a system to track working time by department, area of expertise, type of consulting, and by member. A more detailed budget management process was also expected, along with centralized accounting for twelve separate entities. 

The organization of numerous events, with 1,270 held in 2024 alone, required a solution capable of managing the entire process, from planning and website registrations to logistics. Finally, the management of meeting room rentals, now exclusively reserved for members, also needed to be streamlined.  

A broader challenge lay in simplifying and ensuring the interoperability of the tools previously used. The federation relied on multiple heterogeneous and inefficient software solutions. The key objective was therefore to refocus the entire information system around a single, reliable, and scalable platform.  

As a result, Agoria currently uses a few external software solutions, notably for their website, but Odoo remains at the core, storing all their data.

Idealis Consulting supported Agoria in its digital transformation by implementing a comprehensive and customized solution based on the Odoo ERP. The approach was built on a close co-creation of processes with the federation’s internal teams.  

The solution was deployed using standard Odoo modules, enhanced with custom developments. In total, approximately 165 modules and sub-modules were integrated. Notably, this includes the Briolab module, dedicated to standards management, and Survey, used for conducting internal surveys. 

A custom membership application was developed, separate from Smart Membership, enabling advanced member management: tracking actions performed for each company, automatic notifications (e.g., one month before a deadline), editorial management of blog articles categorized by themes (artificial intelligence, human resources, data and analytics, etc.), as well as associating events, articles, and experts with specific topics. 

Other implemented features include event management, annual statistics tracking, meeting room administration, the standard tracking tool, and a comprehensive helpdesk. Timesheet management was also optimized with a new intuitive grid view. 

In 2021, a migration to Odoo V15 was completed. Continuous improvement is ensured by a dedicated team that works weekly to maintain and enhance the solution. Odoo is now the central repository for all data used by Agoria.

Centralizing data in Odoo has enabled Agoria to significantly improve its productivity and team efficiency. Time savings are particularly notable due to smoother processes and a reduction in the number of tools used.  

The quality of monitoring has been significantly enhanced, both in internal activities and member interactions. This resulted in more precise budget management, rigorous tracking of contacts and services offered, and an increase in perceived value by the members.  

Thanks to this transformation, the companies managed by Agoria can now be operated within a single accounting and financial environment, representing a significant advancement in multi-entity management. 

With over 200,000 active contacts, the implemented tool enables optimal data utilization. Members now benefit from better-targeted content, more relevant services, and improved support. This entire digital transformation strengthens Agoria’s core mission: to be a leading player in supporting technological innovation in Belgium.