SICMF – Italian Society of Maxillofacial Surgery

A scientific society needs more than a website: members and fees to keep track of, emails to prepare, minutes to write and content to open only to members in good standing. We designed and built the new portal. Much of this work goes through an AI assistant that the secretariat questions in Italian, inside the admin area. The portal is in preparation.

What we built

• An AI assistant for the secretariat and administration. It opens from any admin page and works on the portal’s data through tools we wrote: members by status and membership category, payment history, income for the year, events, facilities, documents, governing boards and sponsor campaigns. On request it also drafts the minutes of a board meeting or the general assembly.
• The day at a glance. When it opens, it summarises members in good standing and those due to renew, applications from newly qualified specialists to review and events in the next two months. Alongside are ready-made actions: chase overdue fees, open the applications, write the minutes.
• It proposes and waits for confirmation. It records a payment, prepares reminders or an email to a group of members, creates a governing board from a pasted list, opens a sponsor campaign or publishes news on the social network. Every change arrives as a proposal with a preview and only goes ahead once the operator confirms it. Emails can be refined in the communications composer, and confirmed actions are kept in a log.
• Members’ names stay on the server. Members reach the AI service as anonymous codes. The operator refers to them by typing @ and the name, and sees the real names again only in the reply they read. The service keys are encrypted and every tool checks the permissions of the person using it.
• A copilot for members too. A read-only version searches guidelines, informed consent forms, centres and events. Members in good standing have monthly credits included in their fee. For now it’s switched off by choice and can be turned on from a setting.
• Fees and access, linked. Members in good standing can open members-only content. The membership year follows the calendar year, with a grace period until 1 April. At launch the fee is paid by bank transfer, and the secretariat records it from the dashboard or in the assistant’s chat.
• A private social network. A single account for portal and social network, groups by surgical area and live streams. Clinical cases are published with prior moderation and mandatory consent, and metadata is stripped from images.
• Secure access and the move from the old site. Two-factor authentication with a code by email or through an app, and permission checks on internal requests too. Pages, news, events, facilities and documents have been rebuilt in the new portal, with redirects.

What we add

We kept members’ names out of the AI service: the service receives anonymous codes and the real names reappear only in the reply the operator reads. The society’s rules (fees, membership categories, grace period, cases to moderate) are written into a plugin of ours, designed for other scientific societies too.

When it makes sense. If you run an association with members, fees and recurring communications, you need a system that applies your rules and an assistant that handles the repetitive work while leaving the final say to you.