What this part of MemberCrew does
MemberCrew gives each committee member access to what their role needs, and no more. It also records every change in an activity log, showing who did what and when.
Together, these answer two questions every volunteer committee faces. Who should be able to see members’ personal details and the club’s money? And when something changes, how do we find out who changed it?
Roles: each person sees what their role allows
MemberCrew has four roles: admin, registrar, treasurer and editor. Each committee member only sees what their role needs.
| Role | Examples of what the role covers |
|---|---|
| Admin | Approving new members, merging duplicate registration records, cancelling log books in bulk at year end, reports, the activity log and the full data export |
| Registrar | Approving new members, reviewing duplicate registration records, and reports |
| Treasurer | Recording payments, and reports |
| Editor | Events, with no money or contact details |
An editor, for example, sees no money or contact details. They can do their job without the club sharing personal information it does not need to share.
A roles screen, where an admin grants committee members their roles, is coming soon.
Why roles matter for volunteer committees
Club committees change every year or two, and volunteers come and go. Without roles, a club tends to fall into one of two habits. Either everyone shares one login with access to everything, or one person holds all the records and becomes the only one who can answer anything.
Roles avoid both. The club can bring in a helper for a single job, such as running the events calendar, without handing over the whole membership list. And no single volunteer has to carry everything.
Limiting access by role is also good privacy practice. Members trust the club with their addresses, phone numbers and payment history. The guide to keeping member data safe under Australian privacy law explains why limiting access is one of the simplest things a club can do.
The activity log: who did what, and when
Every change in MemberCrew is recorded in the activity log, showing who did it, when, and which fields changed. If a member’s status changes from Active to Resigned, the log shows who made the change and when. The same goes for recording a payment, voiding an invoice or cancelling a log book.
| Change | What the activity log shows |
|---|---|
| A member marked as resigned | Who changed the status, and when |
| A payment recorded | Who recorded it, and when |
| An invoice voided | Who voided it, and when |
| A log book cancelled | Who cancelled it, and when |
| A vehicle’s details updated | Who made the change, when, and which fields changed |
The activity log is for admins only. Admins can filter it by person, type of change, date and member, and download the current view as a CSV file.
A member’s History tab
Each member’s record has a History tab. It brings together everything that has happened to that member and their records, such as status changes, invoices, payments, vehicles and log books, in one place.
When a member rings with a question about their own record, the History tab is usually the quickest place to find the answer.
What the activity log helps with
When a figure looks wrong, the log shows what changed and who changed it. The committee can ask the right person rather than guessing.
If a member says they paid and the records say otherwise, the log shows whether a payment was recorded and by whom.
At handover, a new treasurer or secretary can see what their predecessor did, and when, without relying on memory or a handover note.
For the Scheme, the Code says recognised clubs must keep Scheme records for five years (the Code, clause 2.39), and the Department may audit them (the Code, clause 2.40). A log of changes alongside the records makes it easier to show how they were kept. The club remains responsible for meeting the Code.
Handover at the AGM
Committee changes are where club records most often go missing. A spreadsheet stays on the old secretary’s laptop, or the log book folder sits in someone’s garage.
With MemberCrew, the records stay with the club. At handover, the new committee member is given the role their job needs, and the activity log carries the history forward. The committee handover checklist lists everything else to hand over, including Scheme duties such as notifying the Registrar within 14 days when an authorised person leaves (the Code, clause 2.13).
The president’s page covers the president’s part in committee changes.
Where this fits with security
Roles and the activity log are two of the ways MemberCrew looks after club data. Club data is stored in Australia (Sydney), the club owns it, and admins can download a full export at any time. The security and privacy page covers all of this in one place.
See it with your club in mind
A demo shows how roles change what each committee member sees, and what the activity log records, using the Demo Club’s sample data. Book a demo.