Membership management

One roster through every season

From the October start to the March finish, your club needs a roster people believe. Member details, subscriptions, emergency contacts, qualifications and committee roles should agree wherever they appear. Keeping them on one record helps an incorporated society run sessions and renewals without passing several private spreadsheets between volunteers.

See your sport Pricing

What it has to do

A complete view of each member

Joining details, payments, contacts, credentials and committee work connect to one person. Coaches and officers stop asking which list is correct.

People update simple changes

Members alter their own phone number and emergency contact. The administrator handles genuine membership decisions instead of routine data entry.

Renewals become a managed list

Dates, notices and lapsed status are tracked together. The club can see outstanding cases without building another roster for follow-up.

Categories reflect your own rules

Senior, junior, family, student, social and life memberships can use the prices the society sets. Special groups do not require manual calculations.

Vetting information remains accessible

Police vetting and other relevant credentials can be recorded against the member. The club still makes and documents its own suitability decisions.

Handover protects club knowledge

The incorporated society retains its membership history after an officer moves on. New volunteers get controlled access to an established process.

What it looks like in the live apps

These screens are from RowHQ and SailHQ, the two HQ apps already running real clubs. KanuHQ and GlideHQ are being built on the same patterns.

SailHQ member fields screen where a club chooses which details to collect, including phone number, date of birth, address and emergency contact — The club decides what the record holds

SailHQ club directory listing members by name with junior, family and volunteer tags — The directory members actually use

Select any screen to see it full size.

The same job in four sports

This is the bit a general platform cannot do. Same feature, shaped by what the sport actually needs.

RowHQ Swim competence, capsize drill and permission to steer sit on the member record. They decide who is allowed in which boat. SailHQ Powerboat tickets, first aid and race officer training sit on the member. The duty roster refuses anyone without them. KanuHQ Coaching awards sit on the member, along with the water they are signed off for. Those decide who can be on a session. GlideHQ Currency, annual checks and type conversions sit on the member. They decide who can fly solo today.

Questions

What belongs on a New Zealand club roster?

Keep the contact and emergency details the club uses, plus membership category, subscription position, responsibilities and relevant qualifications. Police vetting information may support safety decisions, but the vetting service does not decide whether somebody is suitable. That judgement remains with the club.

How do members help maintain their records?

Each member can correct personal contact and emergency information through their account. Officers manage club decisions such as status, category and credentials. The roster therefore improves throughout the year without giving every field to the member.

Does the information stay during handover?

Yes. Records remain available to authorised officers of the incorporated society. An incoming administrator can review current members, past changes and unresolved renewals without relying on a predecessor to explain several spreadsheets or forward old messages.

On most committees this job belongs to the membership secretary. If that is you, or about to be, our guide to the whole role covers the parts software cannot do for you.