A member database that actually works
No more spreadsheets passed between committee members on USB sticks. One place for every member, every detail, every update.
The spreadsheet is always out of date
Every club we talk to has the same story. A membership spreadsheet lives on somebody's laptop. Three people have different versions. Nobody knows who has actually paid.
Multiple versions
The treasurer has one spreadsheet. The secretary has another. The membership secretary has a third. Nobody agrees on the numbers, and nobody is sure which one is current.
Manual updates
Every new member means typing out another row. Every address change means an email chain. Every lapsed member means remembering to update the status column.
GDPR risk
Personal data on unencrypted laptops, shared via email, stored in personal Dropbox folders. If the ICO came knocking, most clubs would struggle.
Everything about every member, in one place
ClubPlaces gives you a proper member database without the complexity of enterprise software. Every member gets a profile with their contact details, membership category, payment history, event attendance, and any custom fields your club needs.
- Custom fields — add medical info, emergency contacts, DBS numbers, kit sizes, or anything else your club tracks
- Membership categories — senior, junior, family, social, honorary, life member. Define as many as you need
- Status tracking — active, expired, pending, suspended. See at a glance who is current and who has lapsed
- Family accounts — link parents and children together so families can manage everything in one place
- Notes and history — add internal notes to any member record and see a full timeline of their activity
Let members sign themselves up
Stop typing out member details from paper forms. With ClubPlaces, new members can join your club online, fill in their own details, agree to your club's terms, and pay their membership fee — all before they walk through the door.
Existing members get a self-service portal where they can update their own contact details, view their payment history, check upcoming events, and renew their membership. That means fewer emails for your committee and more accurate data for your club.
- Shareable join link — put it on your website, social media, or print it as a QR code on a poster
- Self-service portal — members update their own details, so your database stays current
- Approval workflow — automatically accept new joiners or require admin approval first
- Welcome emails — new members receive an automatic welcome email with your club's details
Membership renewals that chase themselves
Every year, the same scramble. Who has renewed? Who has not? Who owes what? With ClubPlaces, membership renewal reminders are sent automatically. Members get a link, they pay online, and their status updates instantly. No chasing. No awkward conversations at training.
- Automated reminders — email reminders sent before, on, and after the renewal date
- One-click renewal — members click a link and pay online. Status updates automatically
- Grace periods — give members time after their expiry date before marking them as lapsed
- Renewal dashboard — see how many members have renewed and who still needs a nudge
Bring your existing members with you
Already have a spreadsheet of members? Good. Upload your CSV and ClubPlaces will map the columns for you. Most clubs are fully migrated in under ten minutes. And you can export everything back out whenever you need to.
CSV import
Upload a spreadsheet and map your columns to ClubPlaces fields. We handle duplicate detection, so you will not end up with two records for the same person.
CSV export
Export your full member list — or a filtered subset — to CSV at any time. Your data is yours. We never lock you in.
Smart filtering
Filter members by category, status, join date, payment status, or any custom field. Then export just the results you need for committee reports or NGB submissions.
Member data, handled properly
Clubs hold sensitive personal data — names, addresses, phone numbers, medical information, details about children. That data deserves proper protection, not a password-free spreadsheet on somebody's personal laptop.
ClubPlaces stores your data securely in UK data centres with TLS encryption, hashed passwords, and encrypted backups. Role-based access means only the right people see the right data. And because members can manage their own details through the self-service portal, you are giving them the control that GDPR requires.
- UK data centres — your data stays in the United Kingdom
- Role-based access — admins, committee members, and members each see only what they should
- Consent management — track communication preferences and consent records
- Data export & deletion — respond to subject access requests with a few clicks
Member management is just the start
Your member database connects to everything else in ClubPlaces. Collect payments, manage events, and communicate with your members — all from the same platform.
Online Payments
Collect membership fees, event payments, and ad-hoc charges online. Powered by Stripe. Stripe's processing fees plus a 1.5% ClubPlaces platform fee apply.
Events & Registration
Create events with online registration, capacity limits, waiting lists, and optional payment. Members register themselves.
Communications
Send targeted emails to specific membership categories, teams, or statuses. Automated reminders do the chasing for you.
Ready to ditch the spreadsheet?
ClubPlaces is just £10/month with a 30-day free trial. Set up your club in minutes and start managing your members properly.