Club management

Membership software

1 to 20 of 22 messages
08/04/2013 at 09:09

Are there any other club membership secs out there? I'm interested to know what software you're using. EA's Club Secretary's Portal now has a club membership section, but it's not (yet) very well developed, but it would save admin on affiliations.

What are you using?

08/04/2013 at 13:52

I'm using a Filemaker database to record member details, and the the portal to put our competing members on.

What else would I need?

08/04/2013 at 14:19

I use an excel spreadsheet and the portal for those that wish to affiliate. 

08/04/2013 at 20:49

Hmm - I've got 5 different systems I record member data in. Full member info including renewal payments etc into a (PC based) database, EA for affiliations, our website forum, and an email distribution list. I have also been adding people into Google contacts so that I can access basic info when away from the PC - club nights for example.

There's bound to be a better way to do it - I was hoping someone had already done the leg-work for me.


08/04/2013 at 20:50

Sounds quite complicated  How many members do you have? 

08/04/2013 at 21:11

We've around 120 at the mo. Most people do renew each year, and to be fair that's not too much work, it's people joining and leaving that take up most time.

The new EA club management portal would at least combine (club) membership payments, renwals etc with the affiliation process and payments. That would save one lot of data entry. Plus it's on-line so could be accessed by other club officers, and is, obviously, available for on-line viewing.

Edited: 08/04/2013 at 21:13
08/04/2013 at 21:45

Cmon guys ......... the 20th century called and it wants its old methods back.

There is no reason why everything cant be online. Anything that needs to be secure is easily encrypted these days, and by storing things in the 'The Cloud', you would have access to it anywhere in the world, and would mean the information wouldnt be 'lost' (so long as youve got an internet connection obviously!)


08/04/2013 at 22:18

Easy enough said, but it's still worth thinking about the best way to do it. "The Cloud" sounds great, but it doesn't actually do anything itself.

08/04/2013 at 22:42

There are free scripts out there, which would only require minor modification and you could have the whole set up online, including payment processing (paypal in particular make it dead easy).

So am I right in thinking basically what  youve got is:

120 member details - name, address, email etc (ie bog standard details, is there anything there is out of the ordinary I need to know about?)

You have some form or payment processing? Do you have a merchant account for this, or do you through paypal or some other payment processor?

How do people currently go about either signing up or leaving your club? Online or are they just emailing you and youre manually adding them somewhere?



08/04/2013 at 22:54

I think you're being a bit hi-tech about this, David - in my club you join by filling in a membership form using a pen, and then you post it with a cheque to the membership secretary. I think people mostly leave by not getting round to renewing their subscription using the same method the following January.

08/04/2013 at 23:20
Same here literatin
08/04/2013 at 23:26

you say hi tech but when was the last time you entered any race without entering online. every single race ive enteref ive done online. so why shouldnt club management be the same?  the thing is if you wanted a bog standard track some details in a database and be able to add / remove / edit members online there are free scripts out there already. it would  take all of a morning to set up the basics and have a working version. cmon people its the 21st century. pen.paper.cheques. wtf?

08/04/2013 at 23:32

November or December last year, I think.

08/04/2013 at 23:37

Cheques are a bit modern - we use cash round here. Half the members renew in cash at the AGM or a training run. The other half send a cheque when they remember.

As for entering on line, only for big, expensive races on the whole. Sent a cheque off for a race this morning, entered my last one (Good Friday) on the day (£6, I think). Had to enter Reading and Bristol on line, though. Rather annoyed as it means paying a "booking fee" on top of the expensive entry.

08/04/2013 at 23:58

...and then you post it to the membership secretary - that's all there is to it, d'yer reckon. After that it's just PFM - the membership sec doesn't actually ahve to do anything does he?

But, yes, David by far the vast majority of people pay by cheque or cash - and that's not what I'm looking for a solution to. It's all the faffing about once people have paid that consumes my time

09/04/2013 at 08:07

What's the faff after they have paid 

09/04/2013 at 09:38

Cinders - it's entering the same, or v. similar, info into multiple systems.
For example:-

Name, address, date of birth into EA portal to get URN
Full contact & personal info into membership database (I'm using RaceMaster98 - trust me it works OK)
Emergency contact or known health issues into GoogleContacts - so I can have it when I need it
Email addres into mail distribution list
Name & email to set up Forum access on our website.

None of which is really a BIG deal, except that I have to keep doing all of it separately. None of those sytems interact. Some of it is unavoidable, but some of it must be able to be combined - email distribution list & membership database would be the obvious 1st step.

It seems pretty likely that there must be better schemes out there. I think I have a plan to reduce the keybashing I have to do, but thought I'd ask if anyone had already thought of a better solution.

09/04/2013 at 09:51
literatin wrote (see)

I think you're being a bit hi-tech about this, David - in my club you join by filling in a membership form using a pen, and then you post it with a cheque to the membership secretary. I think people mostly leave by not getting round to renewing their subscription using the same method the following January.

Same for me.  We also accept cash.

I put all members onto a Filemaker db, then I put competing members only onto the EA portal.

It takes very little time.  The membership doesn't change much.  New people join occasionally, it takes about one minute to add them.

Why would we pay someone to set up an eletronic system that would save about an hour a year?  

Or are you offering to do it for us for free? 

Some races I enter are on line, but not all, by any means.

09/04/2013 at 11:25

My club uses They don't take cash for many things and discourage cheques, but will take them if necessary. Everything is online and automated - apparently. Seems to work.

10/04/2013 at 11:09

Not a running club but my football team uses

Not sure how sure about how it would be applied in the world of running clubs, dont think it costs anything, seems pretty simple.

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