Build a membership system around your bye-laws, your committee and your members.
An association is run in the evenings, by volunteers with other jobs. The honorary secretary keeps the register, and the treasurer keeps a sheet.
When the committee changes, two years of records either move to a new laptop or do not move at all. The next secretary starts again from a WhatsApp group.
Software for such a body has to survive that handover. Members, subscriptions, receipts, minutes and payment history belong to the association and not to whoever held the post last.
Member bodies we can build for.
A trade association and a residents welfare body keep different registers, and the build follows the constitution you work under. If you are an alumni body, a registered NGO reporting on grants, or a place of worship counting donations, those three have pages of their own. This page is for the association that collects a subscription and answers to a general body.
- Trade and industry associations
- Professional bodies
- Chambers of commerce
- Residents welfare associations
- Apartment owners associations
- Community and regional associations
- Family and kinship associations
- Clubs and recreation clubs
- Sports clubs and academies
- Cultural and arts societies
- Cooperative societies
- Farmer and producer organisations
- Savings group federations
- Youth and welfare organisations
- Federations with local chapters
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
The membership register
- Member categories as your bye-laws define them
- Life members
- Annual members
- Patron and donor members
- Associate members
- Honorary members
- Institutional and corporate members
- Student members
- Membership numbers in your own series
- Active, lapsed and resigned
Member categories are set by your bye-laws, and not by the software. If your constitution has a class no other body has, a custom build is worth considering.
What a member record carries
- Name, photograph and membership number
- Date of joining
- Category and status
- Address and contact details
- Business or profession
- Firm and designation
- Family members where relevant
- Proposer and seconder
- Subscription history
- Positions held
- Events attended
- Documents
Joining
- Application
- Proposer and seconder
- Scrutiny
- Committee approval
- Fee payment
- Membership number
- Welcome and directory entry
Subscriptions
- Fee by member category
- Admission fee
- Annual and life subscription
- Due date
- Part payments
- Arrears carried forward
- Concessions approved by the committee
- Waivers and the resolution behind them
- Members in arrears by year
- Lapse rules from the bye-laws
Reminders that a volunteer does not have to send
- Subscription due notice
- Reminder before the due date
- Reminder after it
- Payment link with the notice
- Receipt on payment
- Arrears statement
- Lapse warning
- Re-joining offer
A circular to eight hundred members is not a chat message. Providers approve short templates, so the notice itself usually sits on a page and the message carries only the link.
Money in
- Online payment
- Cheque and bank transfer
- Cash at the office
- Mobile wallet or bank app
- Receipt with your own numbering
- Receipt sent by email or WhatsApp
- Payment against subscription, donation or event
- Daily collection summary
- Bank reconciliation
- Refunds
Donations and funds
- Donor record
- Donation purpose
- Corpus, general and specific funds
- Recurring donors
- Donation receipts
- In-kind contributions
- Fund-wise balance
- Utilisation against purpose
- Donor acknowledgements
- Annual donor statement
Tax treatment of donations, receipt wording and what your trust may accept from whom are matters for your auditor. The system records what you tell it to record.
The managing committee
- Office bearers and their terms
- Committee members
- Sub-committees
- Portfolio held by each
- Term start and end dates
- Past committees
- Handover checklist
- Signing authority
- Attendance at meetings
Meetings and minutes
- Meeting notice
- Agenda
- Attendance and quorum
- Minutes
- Resolutions passed
- Action points with owners
- Pending actions from the last meeting
- Circulation of minutes
- Confirmation at the next meeting
- Meeting archive by year
The minute book is where most associations lose continuity. Holding it in the system means the next secretary inherits it.
The general body
- Notice
- Agenda circulation
- Registration
- Quorum check
- Proceedings
- Resolutions
- Minutes
Elections
- Voters list from the register
- Eligibility by category and arrears
- Nominations
- Scrutiny and withdrawal
- Contesting candidates
- Ballot
- Counting and results
- Declaration
- Objections
- Record of past elections
Whether an online ballot is valid for your body depends on your bye-laws and the authority you are registered under. That decision rests with the committee and its advisers.
Events
- Annual day and general body
- Seminars and workshops
- Training programmes
- Sports and cultural events
- Health and blood donation camps
- Felicitations
- Trade fairs and exhibitions
- Picnics and family days
- Chapter-level events
- Event calendar for the year
Running an event
- Announcement
- Registration
- Payment
- Confirmation
- Passes
- Attendance at the gate
- Feedback
- Accounts
Event details worth keeping
- Delegate and guest registrations
- Member and non-member fees
- Family members attending
- Food and preference count
- Seating and tables
- Passes with a QR code
- Spot registration
- Attendance marked at the entrance
- Certificates of participation
- Photographs and the report
Sponsorship and the souvenir
- Sponsor categories
- Amount and entitlements
- Souvenir advertisement sizes
- Booking and artwork received
- Payment status
- Sponsor acknowledgement
- Stall allotment
- Sponsors from previous years
- Follow-up list
The member directory
- Search by name, business or locality
- Trade and profession listing
- Contact details the member allows to be shown
- Firm details
- Printed directory export
- Directory on a login
- Corrections submitted by members
- Version for each year
Members decide what appears against their name.
Chapters and units
- Chapter or branch record
- Members mapped to a chapter
- Chapter office bearers
- Local events
- Chapter collections
- Share due to the centre
- Chapter-wise membership growth
- Reporting to the head body
Where the association is a residential one
A residents body keeps a different register: flats rather than firms.
- Flat and block register
- Owners and tenants
- Maintenance charges by area or flat
- Corpus and sinking fund
- Dues and defaulters
- Vehicle stickers
- Visitor entries
- Complaints and their closure
- Common area bookings
- Vendor and staff records
Welfare and assistance
- Request from a member
- Category of assistance
- Supporting documents
- Sub-committee review
- Sanction and amount
- Disbursement record
- Follow-up
- Confidential handling
- Fund balance
Assistance records name people in difficulty. Access is restricted to the sub-committee.
Scholarships and grants
- Application form
- Eligibility rules
- Documents and marks
- Scrutiny
- Selection by the committee
- Amount sanctioned
- Disbursement
- Renewal in the next year
- Beneficiary records
- Donor reporting
Halls, grounds and facilities
- Facility list
- Availability calendar
- Member and non-member rates
- Booking request
- Advance and deposit
- Confirmation
- Cancellation rules
- Usage record
- Damage and deduction
- Revenue by facility
Communication
- Notices to all members
- Category-wise messages
- Chapter-wise messages
- Email newsletter
- WhatsApp and SMS
- Circulars with attachments
- Condolence and congratulation notices
- Message history against a member
- Members who opted out
- What was sent, and to whom
Volunteers
- Volunteer register
- Interest and skills
- Availability
- Assignment to an event
- Duty roster
- Hours contributed
- Recognition
- Volunteer coordinators
The member portal
- View and update own profile
- Pay subscription
- Download receipts
- Register for events
- See the directory
- Read circulars and minutes
- Book a facility
- Submit a suggestion
- Nominate for a committee post
- Membership card
Accounts and the audit
- Income by head
- Expenses by head
- Fund-wise accounts
- Vouchers and approvals
- Bank balances
- Receipts and payments statement
- Event-wise accounts
- Documents for the auditor
- Year-end closing
- Records for the annual return
The statutory accounts, the audit and the annual filing remain your auditor’s work. Your records simply come out in the form the auditor asks for.
What the secretary needs to see
- Members by category
- New members this year
- Members lapsed
- Subscription collected
- Arrears outstanding
- Event participation
- Donation received by fund
- Chapter performance
- Pending committee actions
- Facility usage
- Communication sent
- Directory corrections pending
Who sees what
- President
- Secretary
- Treasurer
- Committee member
- Sub-committee member
- Office staff
- Chapter coordinator
- Auditor
- Member
- Applicant
The public side
- About the association
- Office bearers
- Membership application online
- Event announcements
- Public event registration
- Notices and circulars
- Photo gallery
- Donation page
- Contact and enquiry form
What it connects to
- Payment gateways and bank apps
- WhatsApp and SMS providers
- Email newsletter tools
- Accounting software
- Bank statement uploads
- QR scanning at events
- Existing member lists in Excel
- The association website
Importing an old member list is usually the longest task. Two spellings of one name and several membership numbers for one family are common, and cleaning them takes real work.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Enquiry
- Application
- Proposer
- Approval
- Fee
- Membership number
- Directory
- Events
- Renewal notice
- Renewal
- Arrears
- Lapse and re-joining
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
The register and the money
Members, categories, subscriptions, receipts and arrears. This is the treasurer’s monthly work.
- 2
Committee and communication
Office bearers, meetings, minutes, resolutions, circulars and the message history against each member.
- 3
Events
The calendar, registration, payments, passes, attendance at the gate, sponsorship and the event account.
- 4
Portal and reporting
The member login, the directory, facility bookings, chapter reporting and the records your auditor asks for.
How a build actually runs.
- 01
Read the bye-laws
Member classes, voting rights, quorum and lapse rules come from your constitution, and they differ between bodies.
- 02
Map
Members, categories, chapters, office bearers, funds, events and who is allowed to approve what.
- 03
Design
Screens simple enough for an honorary treasurer who uses them twice a month.
- 04
Build
The register and subscriptions first. Everything else in an association hangs off those two.
- 05
Bring the old list in
Existing members are imported and duplicates resolved, usually with a committee member working alongside.
- 06
Deploy
Go-live is planned before a subscription cycle and not in the middle of one, with the office staff trained first.
- 07
Hand over
The system is set up so a new committee inherits it, including who holds the master login.
What you bring, and when.
The build moves at the speed of the answers. These are the things we ask for, in the order we ask.
- 01
Member lists and receipt books
Hand over the member register, the subscription ledger and receipt books, even if they sit in notebooks. The last annual accounts help. Design follows how names and money are kept now.
- 02
Office bearers for each area
The secretary, the treasurer and a committee member each take a part. They view screens as they appear. Where the bye-laws read ambiguously, the committee rules.
- 03
Fee slabs, categories and message wording
Membership categories, fee slabs, late-fee rules and reminder wording need decisions while the build runs. Event and fund heads follow. Every module gets a committee look before the next begins.
- 04
Old members and bank details
Current members and their dues are brought in before launch. The treasurer arranges the payment gateway and bank details. The president or secretary approves the switch.
Systems we can put together for you.
- Membership management systems
- Subscription and renewal software
- Association management platforms
- Event registration systems
- Committee and meeting record systems
- Member directories
- Member portals and applications
- Donation and fund management software
- Residents association software
- Club management systems
- Facility booking systems
- Chapter and federation platforms
- Communication and circular tools
- Association websites
Questions owners ask before starting.
What does association management software actually cover?
Members and their categories, subscriptions and arrears, receipts, committee records, minutes, events, communication and a member login. The bye-laws decide the rules inside each of those.
Our members are not comfortable with apps. Is this worth it?
Often the office gains more than the members do. Even if every subscription is paid by cheque, the register, the receipts and the arrears list stop being one person’s sheet.
Can members pay subscriptions online?
Yes, with a payment link in the reminder and a receipt issued on payment. Cheques and cash are recorded the same way, so the register stays complete.
Are elections possible through it?
A ballot can be built. Whether an online vote is valid for your body depends on your bye-laws and your registering authority, and that is a decision for your committee.
What happens when the committee changes?
Roles and logins move to the new office bearers, and the records stay with the association. The master login is handed over as part of the build.
Can each chapter manage its own members?
Yes. A chapter coordinator sees their own members, collections and events, while the head body sees the federation.
Can we run event registration and passes?
Yes. Registration, payment, a pass with a QR code and attendance marked at the gate, including spot registrations on the day.
Is this suitable for an apartment association?
Yes, though the register is flats rather than firms. Maintenance dues, defaulters, complaints, vehicle stickers and common area bookings replace most of the trade modules.
Can it handle donations and issue receipts?
Yes, by fund and purpose, with your own receipt numbering. Tax treatment and the wording on the receipt stay with your auditor.
Is the member directory private?
It can be. Each member controls what is shown against their name, and the directory can be restricted to members who have logged in.
What will it not do?
It will not collect a subscription from a member who does not pay, and it will not write your minutes. It does keep a record of every notice sent.
Build a system the next committee can inherit.
An association outlives its office bearers. Its records should too.
Whether you need a membership register, an events platform, a member portal or a federation system across chapters, tell us how your association works today. The subscription year is usually where it starts, because nothing can be counted until that is settled.
Tell us how your associations and communities runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements