The Situation
Wakefield Athletics Club has 200 members, including juniors, seniors and social members, each paying different subscription rates. Membership records are in a spreadsheet maintained by the treasurer. Attendance at training sessions is recorded on a paper sign-in sheet. Coaching qualifications and DBS checks for volunteer coaches are tracked in a separate spreadsheet by the safeguarding officer. Payment reminders go out via WhatsApp.
The Problems
Membership renewals are chaotic every September — the treasurer spends 3 weekends chasing payments and updating the spreadsheet. Nobody knows exactly who has paid and who has not until the spreadsheet is manually reconciled with bank statements. The sign-in sheet gets lost or rained on. Three coaches had expired DBS checks that nobody noticed for 4 months.
The Solution
A custom membership management system. Every member has a profile with their membership type, payment status, emergency contacts and attendance history. The system sends automated renewal reminders and tracks payment status. Training session attendance is recorded digitally — members check in using a shared tablet at the clubhouse.
Coach qualifications and DBS checks are tracked with automatic alerts. The safeguarding officer gets an email any time a qualification is approaching expiry. Committee members can view reports showing membership numbers, attendance trends and financial summaries.
The Result
September renewal went from 3 chaotic weekends to a largely automatic process. Outstanding payments are visible instantly. The committee can see real-time membership numbers and attendance trends for the first time. No more expired DBS checks going unnoticed. The treasurer estimates saving 6-8 hours per month on administration.
Does Your Club Need This
Sports clubs, community groups and voluntary organisations all face similar admin challenges. A custom system can solve them affordably. Get in touch to discuss your club's requirements.
Got a Spreadsheet That's Driving You Mad?
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