Member records

Membership Database Software

Keep club member profiles, statuses, categories, custom fields and contact details together, with CSV import and reporting.

A useful membership database is more than a contact list: it gives the committee a current person record that relates to membership, invoices and participation. Member Link provides organisation member profiles, statuses, categories, photos, custom fields and CSV import workflows, with reporting and exports available for administration.

Start a trial Talk to our support team

Keep a person-level record

Member profiles hold contact and membership details, status, category, photographs and organisation-defined custom fields. Use fields for relevant club information, not as an invitation to collect sensitive information without a clear purpose and appropriate access controls.

Choose consistent values for status and category before importing.
Separate each person's identity from a shared household payer.
Use staff permissions to control access to member-management tasks.

Bring data in carefully

CSV import supports mapping source columns to member fields and custom fields. Review the preview and resolve ambiguous columns before confirming an import; check email quality, duplicates and the resulting membership status afterward. Data import does not automatically clean the source spreadsheet or determine which record is authoritative.

Worked example: map a source column called “Joined on” to the date field and “Volunteer interest” to a custom field. Test a small, reviewed file first, then reconcile imported row counts and sample profiles before retiring the spreadsheet.

Find and report on records

Staff can search and maintain member records, and the custom report builder can create tabular reports across members, invoices and events with chosen columns, filters, sorting and export. Build a report around a clear operational question—for example, active members whose renewal date falls in the coming month.

Membership renewals

Plan for data stewardship

Agree who maintains fields, when records are reviewed and which committee roles may export data. Keep a separate backup and migration checklist during a system change. Member Link's role-based access is not a substitute for your organisation's own retention, consent and privacy decisions.

Small-club workflows Membership management

Good to know

Common questions

Can I import a spreadsheet of members?

CSV import supports field mapping, including custom fields. Check the preview, mapping, duplicate handling and data quality before applying an import; keep a source backup until you have verified the resulting records.

Can a household have separate member records?

Yes. Household memberships associate individual member records with a household and can support a separate primary contact and payer. The household feature must be enabled and configured by the organisation.

Can I export member information?

Member Link includes report exports, and the custom report builder supports member-based tabular reports. Decide which fields are appropriate to export and restrict files to authorised staff.

Ready when you are

Bring the club admin into one clear place.

Member records, renewals and household access—plus practical guidance when you need it.

Get started