Common questions

It keeps a motor vehicle club’s records in one place: members and renewals, invoices and payments, vehicles and log books, events, reports, and the SA Conditional Registration Scheme reports. Committee members each see what their role needs. More: Everything the committee looks after

One core plan, priced by your club’s number of current members: $150 a month for up to 100 members, rising in bands to $550 a month for up to 1,000. Clubs over 1,000 members get a quote. The band is set once a year at your renewal date, and paying yearly gets you one month free. All prices are in Australian dollars and include GST. More: One place to run your car or motorcycle club

It is built for South Australian clubs first, which is why it handles the SA Conditional Registration Scheme’s log books and yearly reports. Everything else, from renewals to events, works for any motor vehicle club, so clubs elsewhere are welcome to talk to us. More: One place to run your car or motorcycle club

Motor vehicle clubs: car and motorcycle clubs, marque and model clubs, historic vehicle clubs, street rod clubs, and clubs for left-hand drive and individually constructed vehicles. Anything with members, renewals and vehicles to keep track of. More: Clubs and committees

No. The Scheme features matter most to South Australian clubs whose members use conditional registration, but renewals, invoices, payments, vehicles, events and reports work for any motor vehicle club, including members whose vehicles are fully registered. More: Clubs and committees

Yes. Every core plan includes every core feature, whatever the size of the club. The only extras are the club website ($50 a month, including GST) and SMS (pay as you go), and both are coming soon. Online renewal payments and email to members will be part of the core plan when they arrive. More: Everything the committee looks after

Yes. A one-off setup fee covers moving your club’s existing records across: members, payments, vehicles and log books. It is quoted per club, including GST, because it depends on how many records you have and where they are kept today. More: Pricing by club size

Anyone whose membership hasn’t ended: that is, everyone on your books who has not resigned or died. The count is taken once a year, at your club’s renewal date. More: Pricing by club size

No. MemberCrew is priced by current members, not vehicles, starting at $150 a month for up to 100 members. A member with five cars counts once. More: MemberCrew for car clubs

Your band is set once a year, at your club’s renewal date, using the number of current members then. It does not change part-way through the year, so the committee knows the cost for the whole year. More: Pricing by club size

Yes. The smallest band is $150 a month for up to 100 current members, with every feature included. In a small club one or two people may do all the paperwork, and that is when one shared record helps most. More: Clubs and committees

Yes. Bands go up to 1,000 current members at $550 a month, and larger clubs are quoted. Roles let a bigger committee share the work, with each person seeing only what their job needs. More: Clubs and committees

Online renewal payments into the club’s own Stripe account and email to members (both part of the core plan), repeating events, a club website ($50 a month, including GST) and SMS to members (pay as you go). None of them has a release date yet. More: Everything the committee looks after

The club website will be an add-on at $50 a month, including GST, on top of the core plan. It will include pages, posts and news, a magazine archive, events, documents, a join form, Buy and Sell, and the club's own domain. More: Online payments, club website, email and SMS (coming soon)

We talk about how your club runs today, then show you MemberCrew with sample data: renewals, invoices, vehicles and log books, events and the Scheme reports. You can ask anything, and there is no obligation. More: Book a demo

No. A demo is free and there is nothing to sign. More: Book a demo

MemberCrew is built and run by ZenByte Australia Pty Ltd, an Adelaide managed IT services provider and web studio. Day to day, ZenByte looks after the IT, cyber security and Microsoft 365 of South Australian businesses, and builds websites. You deal directly with the people who build MemberCrew. More: About MemberCrew

Club paperwork falls on volunteers, and in South Australia the Conditional Registration Scheme adds log books and yearly reports on top of renewals and dues. General membership tools do not know what a log book is, so committees end up with spreadsheets beside them. MemberCrew puts it all in one place. More: About MemberCrew

To see MemberCrew, book a demo through the demo form. For anything else, including help if your club already uses MemberCrew, email support@membercrew.au. More: Contact us

In Australia, in Sydney. The club owns its data and can download a full export of all its records at any time. More: About MemberCrew

Your club does. Committees can download a full export of all the club’s records at any time. If a club leaves, it gets a complete export, and its data is deleted on request once the club confirms it has the export. More: One place to run your car or motorcycle club

Your club’s data is stored in Australia, in Sydney. Each committee member only sees what their role allows: an events editor, for example, sees no money or contact details. Every change is recorded in an activity log showing who did what, and when. More: One place to run your car or motorcycle club

Yes. Admins can download all of the club's records at any time, as spreadsheet (CSV) files in one zip. The club owns its data, and if it ever leaves MemberCrew it gets a complete export. More: Reports and exports

Your club gets a complete export. Once the club confirms it has the export, its data is deleted on request. More: Security and privacy

Only committee members whose role allows it. Each person sees only what their role allows, so an events editor, for example, sees no money or contact details. More: Security and privacy

There are four roles: admin, registrar, treasurer and editor. Each sees only what the role needs. An editor, for example, looks after events and sees no money or contact details. More: Roles, access and the activity log

Yes. Each committee member only sees what their role allows. An editor sees no invoices, payments or amounts owing, and reports are limited to admins, registrars and treasurers. More: Roles, access and the activity log

Yes. Every change is recorded in the activity log, showing who did it, when, and which fields changed. Admins can filter the log by person, type, date and member, and each member's record has a History tab. More: Roles, access and the activity log

It depends on your club's annual turnover and on other factors. The OAIC says the Act applies to a not-for-profit with an annual turnover of more than $3 million, and to some smaller organisations in particular circumstances, such as providing a health service or trading in personal information. Check your own position with the OAIC or a lawyer. More: Keeping member data safe under Australian privacy law

Yes. The OAIC says small businesses and not-for-profits with an annual turnover of $3 million or less can opt in, provided they are not health service providers or trading in personal information. The club applies on the OAIC's form, must have a privacy policy, and pays no fee. More: Keeping member data safe under Australian privacy law

Act quickly to contain it: recover the information, change passwords, or ask the recipient to delete it. Then work out who is affected and how serious the harm could be. If the Privacy Act covers your club, the Notifiable Data Breaches scheme may require you to notify affected members and the OAIC. More: Keeping member data safe under Australian privacy law

Be very careful. Members gave you their details to belong to the club, and most will not expect them to be passed on. If your club is covered by the Privacy Act, there are rules about use, disclosure and direct marketing. Ask members first, and get advice if unsure. More: Keeping member data safe under Australian privacy law

Keep them only as long as you need them, unless another rule says otherwise. For Scheme clubs, the Code requires certain records, including membership records, to be kept for five years from the date of the document (the Code, clause 2.39). After that, review what you still need and securely delete the rest. More: Keeping member data safe under Australian privacy law

It is not always required, but it is good practice. A short policy tells members what you collect, why, who sees it and how to ask questions. If the club ever decides to opt in to the Act, the OAIC requires a privacy policy as part of the application. More: Keeping member data safe under Australian privacy law

You can keep using it during the changeover. We import its records, members, payments, vehicles and log books, into MemberCrew, and keep MemberCrew up to date from the old system until your club is ready to switch over. More: One place to run your car or motorcycle club

MemberCrew imports the club's existing members, memberships and their history, invoices and payments, vehicles and log books. Those are the records most clubs keep across spreadsheets, an old database and paper registers. If your club keeps something else you want brought across, raise it in the first chat. More: Moving from an old system

We move the records across. The committee's part is to send us what it has, answer questions about anything unclear, and check the result. After that, we show the committee around before the club goes live. More: Moving from an old system

It depends on the club's records: how many there are, how many places they are kept in, and how tidy they are. We will give you a realistic picture after the first chat, once we have seen what you have. There is no fixed timetable to fit into. More: Moving from an old system

No, but it helps. A little preparation, such as gathering every list in one place and deciding which one is right, makes the move quicker. We work through the rest with you. More: Moving from an old system

Most clubs have some, usually because different volunteers kept their own lists over the years. MemberCrew finds duplicate vehicle registration records for review, and an admin merges them. We work through duplicate members with you during the move. More: Moving from an old system

Not always. A small club with a stable committee and no Scheme members can run well on a careful spreadsheet. Software starts to earn its cost when several people need the same records, when renewals take a lot of chasing, or when the club has log books and yearly Scheme reports to manage. More: Choosing membership software for a motor vehicle club

Common signs are: more than one version of the member list, a renewal season that takes weeks of chasing, log book records nobody fully trusts, and yearly reports rebuilt by hand every time. If two or more sound familiar, it is worth a look. More: MemberCrew vs spreadsheets

Copies. Once the file is emailed around, the club ends up with several versions and no one is sure which is right. The second risk is handover: when the person who built the spreadsheet steps down, the knowledge of how it works often goes with them. More: MemberCrew vs spreadsheets

Check that you can get all of your data out, at any time, in a form you can open without the provider. If you cannot export everything, the club depends on that provider for good. Ask to see an export during the demo. More: Choosing membership software for a motor vehicle club

Work out the full yearly cost for your club's size, including setup, add-ons and card fees. Check how the price is worked out, and what happens if your membership grows during the year. A price that is easy to predict helps the treasurer budget. More: Choosing membership software for a motor vehicle club

Usually only through custom fields or a separate list that someone sets up and maintains. That can work, but the software will not know that a log book runs for three years, that a vehicle should have only one current log book, or which lapsed members still hold one. Ask the provider to show you. More: MemberCrew vs general membership and association software

If the club has few or no vehicles on the Conditional Registration Scheme, needs integrations MemberCrew does not offer, or needs features MemberCrew does not have yet, a general tool may suit it better. Online renewal payments, email and SMS to members and a club website are coming soon in MemberCrew, not available today. More: MemberCrew vs general membership and association software

None today. Online renewal payments through Stripe are coming soon, with money going straight into the club's own Stripe account. We do not claim other integrations. If your club relies on connections to other software, a general tool may suit you better. More: MemberCrew vs general membership and association software

Not yet: online renewal payments are coming soon. Members will renew in the member portal and pay straight into the club’s own Stripe account, with MemberCrew taking no cut. Today the treasurer records payments made by bank transfer, cash or cheque, including part payments. More: One place to run your car or motorcycle club

No. Today members pay the club directly, by bank transfer, cash or cheque, and the treasurer records it. When online renewal payments arrive (coming soon), members will pay straight into your club’s own Stripe account, your club will pay Stripe’s standard card fees to Stripe, and MemberCrew will take no cut. More: Pricing by club size

No. Online card payments are coming soon, and when they arrive members will enter their card details with Stripe, which processes the payment into your club’s own Stripe account. Today the treasurer records payments made by bank transfer, cash or cheque. More: Security and privacy

Not today, because online payments are not available yet. When they arrive, the club will connect its own Stripe account so payments go straight to the club. Payments by bank transfer, cash or cheque will never need Stripe. More: Invoices and payments

Yes. You set up the membership types your club offers, such as Full, Pensioner, Life and Honorary, and give each type its own price. When a membership is approved or renewed, the dues come from the member's membership type. More: Memberships and renewals

Yes. Memberships can be renewed for 1, 2 or 3 years. A member who has paid ahead does not show as outstanding until their paid period runs out. More: Memberships and renewals

Life and honorary members are on perpetual membership types. They are deemed financial and do not renew. They do not appear among the renewals outstanding, and no dues are raised for them. More: Memberships and renewals

A new member who joins after 31 December pays for one year, plus the joining fee, and is covered until 30 June of the following year. For example, a member who joins in February 2027 is covered until 30 June 2028. Clubs can choose this rule, or part-year (pro rata) pricing for the first period instead. More: Memberships and renewals

Pending means a new member is waiting for approval by the club's registrar or admin. When they approve, they record the date the application was received, the number of years and whether the member takes the magazine. MemberCrew shows the cover and the dues before they confirm, and the dues invoice is raised as part of the approval. More: Memberships and renewals

Send the first notice before the new club year starts, so members can pay before their membership runs out. The exact timing is a committee decision. Whatever you choose, write it down so the next secretary or treasurer can follow the same plan. More: Running membership renewals for a motor vehicle club

The committee overview shows renewals for the current club year, paid and outstanding, with the dues still to collect. The report library also has lists of members due to renew and members who are lapsed or overdue. The figures are live counts from your records, so they change as payments are recorded. More: Memberships and renewals

That is a club policy decision, and many constitutions already say something about it. Whatever the rule is, apply it to everyone and tell members what it is in your notices. For Scheme members, remember that anyone who is not financial must not drive their Scheme vehicle until they are financial again. More: Running membership renewals for a motor vehicle club

Record each payment against the member's invoice or renewal as soon as it is identified, with the date and method. Ask members to use their name or member number as the bank reference. This keeps the list of who has renewed accurate for the rest of the committee. More: Running membership renewals for a motor vehicle club

Yes. If a member pays some of what they owe, the treasurer records that amount and the invoice shows as Part paid until the rest arrives. MemberCrew refuses a payment that is more than the amount owing, so an invoice cannot be overpaid by mistake. More: Invoices and payments

Yes. An invoice raised in error can be marked Void, and MemberCrew asks for a reason. A paid invoice cannot be voided. A voided invoice stays on record, and the activity log shows who voided it and when. More: Invoices and payments

Yes. Every member has a status: Pending, Active, Resigned, Expelled or Deceased. Changing a status keeps the person's history on record, and the change is recorded in the activity log with who made it and when. More: Memberships and renewals

No. The club issues log books, which it gets from the Federation as the Issuing Body. MemberCrew records which book was issued to which vehicle and tracks its status from then on. It refuses to record a book for a member who is not financial, or a second live book on the same vehicle. More: Vehicles and log books

Yes. Each vehicle is linked to its owner, and a member can have as many vehicles on record as they own. Each vehicle keeps its own details and its own log book history. More: Vehicles and log books

Yes. The register is for all of your members' vehicles, not only those on conditional registration. Many clubs have members whose cars are on standard registration or are off the road, and they can be recorded just the same. More: Vehicles and log books

You can record the make, model, year, registration, colour, engine number and capacity, body type and VIN. You can also record whether the vehicle is on historic registration, its historic register page reference, its status (active, sold, written off or inactive) and notes. Each vehicle also carries its log book history. More: Vehicles and log books

Under the Code, a log book covers a vehicle's journeys for up to three years from when it was first issued (the Code, clause 2.28). After that the owner applies to the club for a new one. In MemberCrew, expired means more than three years since issue: the member needs a new book, and nothing has been cancelled. More: Vehicles and log books

Run MemberCrew's Log book renewals due report. It lists every book that reaches three years by the coming 30 June, plus books already expired, because a book lasts up to three years from first issue (the Code, clause 2.28). The registrar can then contact members before their book runs out. More: MemberCrew for historic vehicle clubs

No. The Code ties each log book to a vehicle: the owner must not have more than one current log book for any conditionally registered vehicle (clause 3.5g), and the club checks the applicant owns an eligible vehicle before issuing (clause 2.27). A member with three Scheme vehicles holds three log books. More: Log book rules for club registrars

Four categories: historic vehicles, left-hand drive vehicles (both at least 25 years old), street rods, and individually constructed vehicles. Each has its own eligibility rules in Part One of the Code. More: Glossary

A vehicle is historic once 25 years have passed since 1 January of the year it was made, provided it can legally be driven in its current configuration and its steering is not left of centre (the Code, clauses 1.2 and 1.3). The category includes motorcycles and trailers. More: MemberCrew for historic vehicle clubs

It can, if it is legally drivable in its current configuration, with a section 163AA exemption where one is required (the Code, clause 1.3). Modified vehicles have been allowed since the 2017 changes to the Scheme. More: MemberCrew for car clubs

It is once 25 years have passed since 1 January of the year it was made, and it holds a Left-Hand Drive Exemption under section 163AA (the Code, clauses 1.4 and 1.5). A car built in 2000, for example, became eligible on 1 January 2025. More: MemberCrew for left-hand drive and individually constructed vehicle clubs

Yes. The Code says a street rod must be right-hand drive (clause 1.6). An imported rod over 25 years old with left-hand steering may instead be registered in the left-hand drive category if it meets that category's rules (clause 1.7). More: MemberCrew for street rod clubs

It can, but it does not have to be. The Code says an ICV may be, but is not required to be, a kit car or a replica of a historic production vehicle (clause 1.12). What matters is that it is a new one-off vehicle with a new body, chassis and VIN. More: MemberCrew for left-hand drive and individually constructed vehicle clubs

The Registrar of Motor Vehicles makes the final decision when the manufacture date or category is unclear or disputed (the Code, clause 1.14). The Registrar may require a Department inspection at the owner's expense. More: MemberCrew for left-hand drive and individually constructed vehicle clubs

The two periods are separate. Registration can be renewed for one, two or three years (clause 4.8), while a log book covers up to three years from its first issue (clause 2.28), whatever the registration dates. After each renewal the owner enters the new registration period in the log book (clause 4.7). More: Log book rules for club registrars

The Code makes the club responsible for the custody and issue of log books (clause 4.3) but does not say which officer does it. Giving the job to the club registrar or an authorised person keeps it with someone who already handles Scheme paperwork. Whoever does it should be able to check financial status and keep the register up to date. More: Log book rules for club registrars

The Code does not set out a process for a log book lost by an owner. Because an owner must not hold more than one current log book for a vehicle (clause 3.5g), the club should record the old one as cancelled, with the reason and date, before issuing a replacement. If you are unsure, ask the Federation or the Registrar's Number Plates and Historic Vehicles team. More: Log book rules for club registrars

Record the log book as cancelled in the register, with the date and the reason, and keep a note of each attempt to recover it. The Code puts the duty to return it on the owner (clause 3.5j). The register then shows the club acted, even without the physical book. More: Lapsed members who still hold log books

If the log book has been cancelled, it cannot become current again; the club issues a new one after the usual checks (clause 2.27). If the member cancelled their registration under clause 3.5j, getting back on the Scheme follows the entry procedure in clause 3.1. If neither has happened and the member has simply paid late, check the position with the Registrar's Number Plates and Historic Vehicles team. More: Lapsed members who still hold log books

Not while that one is still current. The club must, as far as practicable, not issue a log book if the owner holds one from another club for the same vehicle, unless the other club has cancelled it (the Code, clause 2.31). More: MemberCrew for club registrars

The Code makes the owner responsible for making sure each journey is recorded before it starts (clause 3.6). It does not say the owner must write the entry personally. If someone else drives the vehicle, the owner is still accountable for the log book being right. More: Log book rules for club registrars

Often through their association. The Federation issues bulk log books to the Australian Street Rod Federation and the South Australian Hot Rod Association for distribution to their associated member clubs (the Code, clause 4.14). Your club still issues each book to the member and keeps the record. More: MemberCrew for street rod clubs

Someone who pays membership fees to a recognised club, or who is deemed financial under the club’s constitution. Only financial members can register vehicles on the Scheme, and a member who stops being financial must not drive their conditionally registered vehicle. More: Glossary

No. The Scheme is optional for owners, and many clubs have members whose vehicles are on standard registration or are not registered at all. The Code's duties apply to members who own conditionally registered vehicles and to the club's handling of Scheme paperwork. More: The SA Conditional Registration Scheme: a guide for club committees

The Scheme application form. The owner and the club’s authorised person complete it, confirming the owner is a financial member and recording the vehicle’s details, and the owner lodges it at Service SA with the MR1. More: Glossary

The Registrar of Motor Vehicles is the South Australian official who runs the Conditional Registration Scheme. A club registrar is the committee member who keeps the club’s Scheme records, such as MR334 forms and log books. The club registrar may also be one of the club’s authorised persons, but the Registrar of Motor Vehicles and the club registrar are different roles. More: Glossary

The report to the Registrar and the Logbook Declaration are due within two months of the end of the club's financial year (the Code, clauses 2.33 and 2.30). The report of log books issued is due within three months (the Code, clause 2.32). For a club whose financial year ends on 30 June, that means 31 August and 30 September. More: The Conditional Registration Scheme

MemberCrew produces all three yearly returns from the club's own records: the annual report to the Registrar, the log books issued report and the Logbook Declaration. It also lists log books with no issue date and log book renewals due. Each report shows its due date for the selected year and can be viewed, printed or downloaded as CSV. More: The Conditional Registration Scheme

No. MemberCrew helps the club keep its records and produces the yearly reports in one click, and the club sends them. Members still take their own forms to Service SA. More: Running a recognised motor vehicle club in South Australia

Yes. The year-end compliance page lists active members who are not financial, are not on a deemed-financial type, and hold a log book, with their contact details, vehicles, regos, book numbers and paid-through dates. The committee records its follow-up for each member on the same page, which under the Code may end in cancelling the log book and reporting the member to the Registrar. More: The Conditional Registration Scheme

Under the Code, a member who stops being financial must not drive the Scheme vehicle or let anyone else drive it. The club also reports Scheme members who are no longer financial to the Registrar within two months of the end of its financial year. A resignation means the club cancels the member's log book. More: Running membership renewals for a motor vehicle club

The penalties for breaching a condition of registration fall on the vehicle owner (clauses 3.12 to 3.14). The club's duties are to ensure, so far as is reasonably practical, that members follow the Code (clause 2.1c), to notify the Registrar of vehicles that do not comply (clause 2.1d), and to make the yearly report (clause 2.33). A club that does those things and records them is meeting its obligations. More: Lapsed members who still hold log books

The club cannot permit a non-financial member to drive; clause 3.11 is a condition of registration. What the club can decide is when a member stops being financial, through its constitution. If the constitution says members remain financial for a set period after the renewal date, they are financial during that period. More: Lapsed members who still hold log books

The Code requires the yearly report within two months of the financial year end (clause 2.33). It also requires the club to notify the Registrar of vehicles that do not comply with the Code (clause 2.1d), without setting a timeframe. If the club knows a lapsed member is still driving, telling the Registrar promptly is the safer course. More: Lapsed members who still hold log books

They can be. The Code counts someone as financial if they pay fees or are deemed financial under the club's constitution (Definitions). If your constitution deems life members financial, they are, even though they pay nothing each year. More: Who counts as a financial member

The Code does not deal with part payments. Whether a part-paid member is financial depends on what your constitution says about when fees are due and when membership lapses. If the constitution is silent, the committee should agree a rule, record it in the minutes, and apply it the same way to everyone. More: Who counts as a financial member

A member can belong to as many clubs as they like, but each Scheme vehicle has one current log book (clause 3.5g), issued by the club that approved it. Moving the vehicle to another club means returning the log book for cancellation and getting a new MR334 and log book from the new club (clause 3.9). More: Who counts as a financial member

The Introduction describes the limit as 90 days per year, and the owners' conditions put it as no more than 90 days in each period of 12 months registration (clause 3.5b). Owners should count against their registration period. If a member is unsure how a particular situation is counted, they should ask Service SA or the Registrar. More: The SA Conditional Registration Scheme: a guide for club committees

No. A new log book does not reset the owner's days. The limit is 90 days in each period of 12 months registration (clause 3.5b), and an owner who changes clubs keeps counting from the original start unless they buy a new registration period (clause 3.10). More: Log book rules for club registrars

Yes. A journey can be one trip or several on the same day, and any use on a road or road related area needs a log book entry made beforehand (clauses 3.5c, 3.7). The only exception in the Code is moving the vehicle within 500 metres on a property, and only where the Registrar has endorsed that on the registration certificate (clause 3.8). More: Log book rules for club registrars

No. The Code does not require a club to physically inspect a vehicle for initial Scheme registration (clause 3.1). A club may keep an inspection requirement in its constitution if it wants one, and the Registrar can direct that a vehicle be inspected at any time. More: The SA Conditional Registration Scheme: a guide for club committees

No. An authorised person cannot certify their own financial membership or approve their own vehicle (the Code, clause 2.11). Clubs where the authorised person owns a Scheme vehicle need a second authorised person, which the club can nominate at any time (the Code, clause 2.15). More: MemberCrew for historic vehicle clubs

No. Conditional registration cannot be transferred, even if the buyer is also eligible (clause 4.9). The registration is cancelled on the change of ownership and the issuing club cancels the log book; the new owner applies in their own right through their own club. More: The SA Conditional Registration Scheme: a guide for club committees

Conditional registration cannot pass to a new owner; it is cancelled on a change of ownership and the issuing club cancels the log book (the Code, clause 4.9). In MemberCrew the member's status can be set to Deceased, and their log books show in the register for the registrar to cancel. More: MemberCrew for historic vehicle clubs

The registered owner is primarily responsible for lawful modifications and roadworthiness, not the club (the Code's Introduction). The club's role is to ensure, so far as is reasonably practical, that members follow the Code (clause 2.1c) and to notify the Registrar of vehicles that do not comply (clause 2.1d). More: The SA Conditional Registration Scheme: a guide for club committees

The Code cites a maximum penalty of $750 under section 41(2a) of the Motor Vehicles Act 1959 (clause 3.12). A court may also order the owner to pay the difference between the reduced fees and the full registration fee (clause 3.14). These penalties fall on the vehicle owner. More: The SA Conditional Registration Scheme: a guide for club committees

Yes, if the vehicle is garaged in South Australia, is in the other state or territory temporarily, and all Scheme conditions are followed (clause 4.4). The driver must check the rules of the place they are travelling to before the trip (clause 4.5). More: The SA Conditional Registration Scheme: a guide for club committees

MR334 booklets come only from the Registrar, requested in writing to DIT.PlateEnquiries@sa.gov.au (clause 4.1). Log books come from the Issuing Body, the Federation of Historic Motoring Clubs SA, which charges a fee for printing and postage (clause 4.2). More: The SA Conditional Registration Scheme: a guide for club committees

The Code asks recognised clubs to keep Scheme records for five years from the date of each document (the Code, clause 2.39). That covers vehicles with an MR334, duplicate MR334 copies, log books issued, and other records such as membership records and minutes. The club owns its data in MemberCrew, and admins can download a full export at any time. More: The Conditional Registration Scheme

Yes. The Department may audit a recognised club's records and ask for copies, and inadequate records can lead to the Registrar withdrawing recognition (the Code, clause 2.40). More: MemberCrew for club presidents

The Code does not set a specific penalty for a late report. The non-financial members report is one of the conditions in clause 2.1 for keeping recognition, and the Registrar may withdraw recognition if Gazette conditions are breached or there is reasonable cause (clause 2.7). If you are going to be late, contact the recipient before the due date rather than after. More: The yearly Scheme reports and their due dates

At least 12 months in South Australia (the Code, clause 2.2). The Registrar can grant an exception only in exceptional circumstances. More: Running a recognised motor vehicle club in South Australia

The current Code is operative from 30 June 2026 and replaces earlier versions. Clubs and authorised persons recognised under earlier versions keep their recognition but must operate under the legislation and Code in force as of 10 July 2026 (Transitional Provisions). More: The SA Conditional Registration Scheme: a guide for club committees

No. They are general information, not legal advice, based on the Department for Infrastructure and Transport’s Code of Practice for the Conditional Registration Scheme (July 2026). Each guide cites the Code’s clause numbers and links the official document, which is the authority. More: Guides for club committees

Yes. Members RSVP in the member portal: going, maybe or not going. They can add guests and see how many places are left. Visitors who are not members can see a public event but cannot RSVP; they are asked to log in. More: Events and RSVPs

Yes, if the club makes the event public. A published public event has a page anyone can see without logging in. Events can also be set to members only, for things like committee working bees. More: Events and RSVPs

Yes. The committee sees the going, maybe and not going counts, and the list of who is coming with their guests. That helps with catering numbers, parking and booking a venue. More: Events and RSVPs

Yes. Each event can have a capacity. Members see how many places are left, and MemberCrew stops RSVPs once the event is full. More: Events and RSVPs

Not yet. Event payments and ticketing are coming later. Until then, collect event fees the way your club does now. More: Events and RSVPs

Not yet. Repeating events are coming soon. For now, each event is set up on its own. More: Events and RSVPs

Not yet. Email to members is coming soon. Until then, the secretary can download the contact list (email and phone) as a CSV file and send notices the way the club does now. More: MemberCrew for club secretaries

Members see their membership, their membership type and when it ends, and their renewal status. They also see their vehicles and log books, their invoices, and upcoming events. That answers most of the questions members would otherwise ring the secretary about. More: Member portal

Members sign in to the portal to see their own details, so one member cannot see another's information. Members who would rather not go online do not have to. They can keep dealing with the committee as they do now. More: Member portal

Yes. Members can update their own contact details in the portal. The committee can still update any member's record, and every change is recorded in the activity log. More: Member portal

No. The portal shows a member their own membership, vehicles, log books, invoices and the club's upcoming events. Other members' details stay with the committee members whose role allows them. More: Member portal

The report library covers members (such as the full roster, current financial members, members due to renew, and lapsed and overdue members), contacts, long-service awards, voting eligibility, vehicles and log books, and money. It also has the Scheme reports for the Registrar and the Federation. Reports are part of the core plan, not an extra. More: Reports and exports

Yes. Every figure on the committee overview is a live count from the club's records. When the treasurer records a payment or the registrar approves a new member, the figures change straight away. More: Reports and exports

Yes. Every report in the library has a screen view with filters and sorting, a print view, and a CSV download. CSV files open in any spreadsheet program. More: Reports and exports

Yes. The figures most AGMs ask for, such as membership numbers, renewals and money still to collect, come from the club's live records. Because every figure is drawn from the same records, the numbers in the treasurer's report and the secretary's report will agree. More: Reports and exports

Reports are available to admins, registrars and treasurers. An editor, who looks after events, does not see reports, money or contact details. More: Reports and exports

The secretary, the registrar and the treasurer do most of the work in it, and the president can keep an eye on the club’s numbers. Other helpers, such as an events editor, can be given a role that shows only what they need. More: Clubs and committees

Start with the Scheme guide for club committees, then the log book rules and the yearly reports guide. The glossary explains the terms, and the Scheme compliance checklist turns the duties into a list. More: Guides for club committees

The president or secretary, elected to that position by a vote of the club's financial members. The Code reserves some notices to the Registrar for elected officials, such as nominating authorised persons and reporting when one leaves. More: MemberCrew for club presidents

No. An authorised person is appointed in writing by the Registrar of Motor Vehicles after the club nominates them, and receives a certificate of authorisation (the Code, clauses 2.9 and 2.10). Many club registrars are authorised persons, but the club title alone does not make them one. More: MemberCrew for club registrars

An elected official nominates them to the Registrar in writing. The nomination includes the club's full name, the nominee's full name, address and SA client or licence number, and the name and position of the person making it (clauses 2.9 and 2.15). The new person can act once the Registrar approves them and issues a certificate of authorisation. More: Committee handover at the AGM: a guide and checklist

An elected official notifies the Registrar in writing at DIT.PlateEnquiries@sa.gov.au within 14 days (the Code, clause 2.13). The club also returns their certificate of authorisation to the Registrar within 14 days (clause 2.14). More: MemberCrew for club presidents

Not by itself. Under the Code, an authorised person's appointment lasts while they remain a member of the club, and it ends if they leave the club or resign as authorised person (clauses 2.12 and 2.17). If they are leaving the role, an elected official must tell the Registrar in writing within 14 days (clause 2.13). More: Committee handover at the AGM: a guide and checklist

Not directly. The club first asks the person to give up the role voluntarily (the Code, clause 2.18). If they decline, the elected officials apply in writing to the Registrar with reasons, and the Registrar decides after giving the person a chance to respond (clauses 2.19 to 2.21). More: MemberCrew for club presidents

The club's records stay in MemberCrew, so nothing leaves with the outgoing secretary or treasurer. New committee members are given the role their job needs, and the activity log keeps the history of what earlier committees did. A roles screen for granting roles is coming soon. More: Roles, access and the activity log

Start before the AGM and finish at the first meeting of the new committee. The outgoing committee gathers the records and writes up anything in progress. The new committee confirms it has everything and sends any notices to the Registrar inside the 14 days. More: Committee handover at the AGM: a guide and checklist

Make a list of every account the club uses, who can get into it and how access will change. Bank signatories usually follow the bank's own process, so start early. Change shared passwords once the outgoing person no longer needs them, and avoid one login shared by everyone. More: Committee handover at the AGM: a guide and checklist

All unused log books and other Scheme administration documents must be returned to the Issuing Body (clause 2.35). Members must then join another recognised club and receive a new MR334 and a new log book, or take their vehicles off the Scheme (clause 2.38). More: Log book rules for club registrars