What to Look for in Club Membership Software: Features That Matter

Running a club isn’t just about organising events or collecting fees — it’s about building a community, keeping members engaged, and staying on top of the small details that keep everything running smoothly. But when your tools are stuck in the past — paper forms, scattered spreadsheets, forgotten emails — things slip.

That’s where club membership software steps in. The right platform can save you hours each week, reduce admin errors, and help your club grow — but not all systems are created equal.

Here’s what to look for when choosing a membership platform that actually works for your club.

1. Simple Member Onboarding & Renewals

Let’s face it — filling out PDFs and emailing scanned forms isn’t fun for anyone. Your software should make signing up and staying active effortless.

Look for:

• Customisable online application forms
• Automated renewal reminders (no more chasing!)
• Integrated payments at signup

The smoother the experience, the more likely your members are to stick around — and the less admin time you’ll waste chasing people.

Read more on automated renewals and online application forms

2. A Smart, Centralised Member Database

If your member info lives across three spreadsheets and your inbox, it’s time for an upgrade.

A good platform should give you:

• A searchable database with full member profiles
• Filters for sorting by status, expiry, or type
• Export tools for reporting and compliance

Need to email only active pistol shooters who attended this month? Done in a click.

Read more on Squadspot's centralised member database

3. Reliable Attendance Tracking

Whether you’re running a shooting range, archery line, or training session, knowing who showed up (and when) is essential — for safety, insurance, and accountability.

Look for:

• Digital member and visitor check-in tools
• Attendance logs tied to individuals
• Exportable records for audits or grant reporting

See how Squadspot tracks member and visitor attendance

4. Integrated Online Payments

Tired of cross-referencing bank statements and following up “just checking if you paid”? You’re not alone.

The right software should:

• Let members pay online (card, PayID, whatever works)
• Link payments directly to member records
• Generate reports for treasurers — no extra spreadsheets

Less chasing. More reconciling. Happy treasurers.

Read more on secure online payments for memberships and events

5. Built-In Communication Tools

Your club announcements shouldn’t live in someone’s Gmail drafts.

You need:

• Group email and SMS from the same dashboard
• Filters for targeting specific members (e.g. overdue, new, attending)
• History logs so you know who got what, and when

The result? Fewer missed updates. Better engagement. More attendance at working bees.

See how you can send bulk emails and SMS updates to members

6. Tools Designed for Your Type of Club

Most “club software” is built for yoga studios or gyms. But you’re managing:

• Firearm licence expiry dates
• Attendance registers for compliance
• Scoring systems for competitions
• Visitor tracking for insurance

Generic platforms don’t cut it. Choose a system that understands sport-specific and safety-specific workflows — like Squadspot.

Read more one membership software built for shooting, archery, and motorsport clubs

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Final Thoughts

Good membership software isn’t just about digitising what you already do — it’s about making your club more efficient, more compliant, and more enjoyable to run.

So when you’re comparing platforms, go beyond the sales pitch. Look at the tools, the flexibility, and whether it’s actually built for clubs like yours.

Looking for the right club membership software? Here’s what to look for.

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