One membership register your committee can use. Membership administration without conflicting spreadsheets.
Who is currently a member? The answer should not depend on whether the volunteer with the latest spreadsheet is available. We help you bring applications, changes and departures into a shared, reviewable register.
Why membership lists become hard to maintain
Applications arrive on paper, by email and during training. Address changes reach the office, while resignations go to the treasurer. By the time everything is typed in, several lists disagree.
Passing files containing addresses, dates of birth and bank details between personal inboxes also makes access hard to control. Committee changes expose the gaps. A shared register gives authorised people one place to work; AI can propose fields from unstructured documents.
What changes for membership administration
Today
Competing versions
The committee reconciles several spreadsheets before every meeting.
Manual transcription
A volunteer retypes paper forms and email applications.
Knowledge tied to one person
The person holding the file is away or has left the committee.
With a shared workflow
A shared register
Committee members, the treasurer and section leaders use the relevant current records.
Checked applications
Online forms supply structured fields; extracted paper records wait for confirmation.
A documented handover
New officeholders receive personal accounts and outgoing access is removed.
What the system can do
Read applications
AI proposes fields from scans and emails, flags missing information and keeps the original visible. A responsible person checks duplicates and confirms admission before the record is created.
Let members update details
Members can change contact details through authenticated access. Bank-account changes can require additional confirmation, and the change history remains visible.
Give each role the access it needs
Section leaders see their group; financial access is limited to the people who need it. Committee access is defined by responsibility rather than automatically exposing every record.
Build around the real handover
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01
Review the current records
We examine spreadsheets, forms, inboxes and the way changes reach the treasurer.
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02
Choose the first scope
We compare membership work with fees and registrations, then select the task with worthwhile benefit.
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03
Import, check and introduce
We reconcile duplicates and totals with you before launch. Training, storage, access, updates and ongoing support are agreed explicitly.
Connect the register to fees and registrations
Fees, direct debits and registrations often use the same membership information. Start with reliable records and extend only where a demonstrated need makes it worthwhile.
If funding is relevant, eligibility must be checked for your location and project. We can help prepare a project description; no grant is assumed.
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Questions about membership management
Can we bring our existing spreadsheet?
Yes. We inspect the export, resolve duplicates with you and reconcile records before switching. Unclear memberships are checked rather than silently merged.
Would an existing membership product be enough?
It may be. We first assess suitable existing software and build only where your sections, rules or workflows leave a real gap.
Where will members’ data be stored?
Before implementation, we agree the storage location, access roles, retention and permitted provider use. This includes checking the contractual terms on using your data for model training. Hosting alone does not settle every data protection requirement.
What will it cost?
The first call is free. The quote depends on data quality, imports, access roles and required connections. Ongoing costs are shown separately.
Show us how membership changes reach you.
Describe the process using an anonymised example. We can discuss whether better use of an existing tool or a separate application would help.