What this part of MemberCrew does
MemberCrew holds one record for every member, with their member number, membership type, status and renewal history. The committee no longer has to cross-check a spreadsheet, a bank statement and a box of application forms to answer the question “who is financial?”.
Each member’s record sits alongside their vehicles, invoices and payments. When the registrar approves a new member or the treasurer records a renewal payment, everyone on the committee who needs to see it sees the same, current information. Member numbers appear on every list and report, so members with the same name are never confused.
Membership types and prices
You set up the membership types your club offers and give each one its price. Clubs commonly use types such as Full, Pensioner, Life and Honorary, but the list is yours.
| Membership type (example) | Renews each year? | Financial member? |
|---|---|---|
| Full | Yes | Yes, once paid for the club year |
| Pensioner | Yes | Yes, once paid for the club year |
| Life | No | Yes, deemed financial |
| Honorary | No | Yes, deemed financial |
When a membership is approved or renewed, MemberCrew uses the price of the member’s type, so nobody has to look up the fee schedule.
Life and honorary members
Life and honorary members are on perpetual membership types. They are deemed financial, they do not renew, and they never appear as outstanding.
This matters for clubs on the Conditional Registration Scheme. The Code defines a financial member as someone who pays membership fees or is deemed financial under the club’s constitution. If your constitution deems life members financial, MemberCrew treats them that way too. The financial members guide explains the definition in more detail.
Member statuses
Every member has one status, and the status tells the committee where they stand.
| Status | What it means |
|---|---|
| Pending | A new member waiting for approval by the club’s registrar or admin |
| Active | A current member of the club |
| Resigned | The member has left the club |
| Expelled | The club has removed the member |
| Deceased | The member has passed away |
Resigned, expelled and deceased members stay on record with their history. That keeps the club’s membership records complete, which the Code asks recognised clubs to do (the Code, clause 2.39 covers records kept for five years).
Approving new members
A new member starts as Pending until the club’s registrar or admin approves them. Approving a member records:
- the date the application was received
- how many years they are joining for (1, 2 or 3)
- whether they take the magazine
Before the approval is confirmed, MemberCrew shows the period the membership will cover and the dues. On approval, the member becomes Active and the dues invoice is raised, so nobody has to remember to send it later.
The club year and renewals
Renewals are tracked per club year. For example, a club whose year runs to 30 June would track the 2026 to 2027 year, with renewals paid through 30 June 2027.
The committee overview answers the renewal questions at a glance:
- who has renewed for this club year
- who is still outstanding
- how much is still to collect in dues
Every figure is a live count from the club’s records. When the treasurer records a payment, the overview changes straight away. There is no separate tally to keep in step.
The grace period after the renewal date is a club setting, so the club decides how long members have before they are treated as overdue. The dues invoice is raised as part of each renewal, and the invoices and payments page covers invoice statuses and how payments are recorded.
Paying for renewals
Today, members pay the club by bank transfer, cash or cheque, and the treasurer records the payment against their invoice, including part payments.
Online renewal is coming soon. When it arrives, members will renew in the member portal, choose how many years to pay for, and pay through Stripe Checkout straight into the club’s own Stripe account. Members can already see their membership, when it ends and their renewal status in the portal.
Renewing for more than one year
Memberships can be renewed for 1, 2 or 3 years. A member who pays for several years is shown as financial for each year they have paid, and only comes up as outstanding when that period ends.
This suits members who would rather pay once and not think about it, and it means fewer reminders for the committee to send.
Members who join after 31 December
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.
What the committee sees
The committee overview shows live figures drawn from the club’s records: members on record, current members, members financial this year, renewals for the club year and the dues still to collect, members by membership type, and members joined by year. Each committee member sees what their role allows. An editor, for example, does not see money or contact details. The roles and activity log page explains how that works.
Every change to a member’s record, such as a status change or a payment, is recorded in the activity log with who made it and when. If a question comes up at the AGM about when someone was marked as resigned, the answer is on record.
Renewal season
Most clubs do the bulk of their renewals in a few weeks around the start of the club year. MemberCrew does not replace your club’s renewal process. It keeps the records behind it in one place so the work is easier to share among the committee.
For a step-by-step plan, see the renewal season checklist and the guide to running membership renewals.
See it with your club in mind
A demo walks through membership types, renewals and the overview using the Demo Club’s sample members. Book a demo and bring your questions about how your club handles renewals now.