Our intelligent software automates your membership administration

With ClubCollect's member administration system, everything is taken care of from A to Z. This starts with the registration form for new members, which is linked to the member administration system. This registration form can be fully customized. There are standard fields you can choose from, but there is also the option to add your own fields. Members can also select their desired subscription directly. Additionally, you can opt to link a payment method to the registration form, allowing the member to pay the costs of their subscription, a prorated amount, or for example, registration fees, right away.

Each registration is immediately recorded in the member administration system, and you will receive an automatic notification of this new registration. You can then approve this new registration in the member administration system, so the member is added to the member overview. Upon approval, an automatic confirmation email can be sent.

In the member administration system, you want to keep everything as organized as possible. By using labels, you can easily group members. These labels can be automatically assigned via the registration form or manually assigned to (multiple) members through the member overview. You can use the extensive filter options in the member administration system to easily highlight the group you want. You can then send an email, assign subscriptions, or add new labels to these subgroups.

In ClubCollect's member administration system, you can also create families. This links both communications and invoices, so each family receives a consolidated invoice. This makes it much easier for members. Additionally, members can update their personal information by logging into their personal page. If something is incorrect, they can change it, which is then automatically updated in the member administration system. This keeps all data up-to-date and simplifies communication significantly.

You can also collaborate with multiple users within your own environment in the member administration system. You can add users yourself and also give them (restricted) rights. You can choose between Super User, Standard User, Treasurer, Membership Administrator, and Communication Manager. You can also give users access to a specific group in the member database, based on labels. The membership administration software is cloud-based, which means you have access to this software from anywhere in the world. This makes it much easier to manage your membership administration with multiple users.

From the member administration system, you can easily send emails to all members, a limited group, or an individual member. The messages sent are saved for each person in the system, allowing you to review what you've sent anytime. You can also create and send newsletters through this email function, using an HTML template to ensure your newsletter reflects your design, colours, and logo. Prefer MailChimp? You can easily export data to MailChimp, allowing you to start your newsletter campaigns right away.

Easily manage membership fee collections with the system. First, set your preferences for fee collection, such as offering installments, automatic reminders, and selecting payment methods (direct debit, iDEAL, etc.). Offering multiple payment options boosts your overall collection rate. With our recurring subscriptions, you can bill on a rolling, monthly, or annual basis.

Any adjustments to invoices, such as applying increases or discounts, can be made easily. If you’re using the family function, all family invoices are combined into a single invoice, making it simpler for members to pay all outstanding amounts at once.

Our member administration software undergoes continuous security checks and uses an encrypted connection. Along with ongoing security monitoring, the system is protected by multiple security certificates. These European certificates ensure the system is fully GDPR-compliant. In simple terms: with ClubCollect’s member administration system, your data is safe!