Feature 04 of 16 · New
Membership administration
From a new applicant to a renewed member, with the paperwork kept where the committee can see it.
New members
- A public application form your band links from its own website. Applicants confirm their email address.
- The committee considers each application. Approving one raises the joining invoice and invites the applicant to join, with everything they entered already filled in.
Membership dues
- Fees by membership type: Adult, Concession, Student, Junior, Life member and more.
- Membership can run twelve months from payment, or to a fixed yearly date with monthly pro-rating.
- Renewal invoices are raised automatically before membership runs out.
- Overdue invoices are flagged, chased by email and reported to the committee, who can waive, extend or cancel.
- Payment methods (bank transfer, cash, cheque) are shown on every invoice, and members can say “I’ve paid”.
- Every member has a paid or unpaid status.
Working with children and vulnerable people checks
- Record the check’s number, type, state and expiry for each member.
- A “verified” tick that only managers can set. It clears whenever the details change.
- Your band can make a check mandatory for adults, or leave it optional.
- One list flags members whose check is missing, expired, unverified or expiring within 60 days.
Under-18s and guardians
- Record guardian details, and link a parent’s own account to their child.
- Contact details of under-18s are never shown to other members.
Member records
- Contact details, emergency contacts, member numbers, joined dates and private manager notes.
- Custom columns your band defines, such as locker number or school year.
- The directory shows only what each member chose to share. Opening a record is audit-logged.
- The band keeps one list of instruments. Members and applicants tick as many as they play, so the data stays clean.
Setting up your member list
- Upload your current member list from Excel or CSV. Columns are guessed, and extra columns are kept as custom columns.
- Then email everyone an invitation to set up their account. Their details from the spreadsheet are filled in when they join.
- Nothing is emailed until the secretary presses the button. Export back to Excel or CSV any time.
Coming later
- Online card payment of dues
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