What MemberCrew does for the Scheme
MemberCrew keeps the member, vehicle and log book records a recognised club needs for the Conditional Registration Scheme, all in one place. From those records it shows which log books are current, expired or cancelled, lists lapsed members who still hold log books on a year-end compliance page, and produces the yearly reports for the Registrar and the Federation.
The club stays responsible for its Scheme duties. MemberCrew does not lodge anything with the Registrar or the Federation. It keeps the records straight, so the work at the end of the year is checking and sending reports, not rebuilding them.
Clubs that are not on the Scheme can switch the Scheme features off.
This page is general information, not legal advice. The official source is the Code of Practice for the Scheme, listed in the sources on this page.
What the Scheme asks of clubs, in brief
A recognised club has a list of responsibilities under the Code (the Code, clause 2.1). The ones that depend on good records are:
- making sure members with conditionally registered vehicles are financial members (clause 2.1b)
- keeping records of MR334 forms issued and of all financial members and their Scheme vehicles (clause 2.1g)
- issuing, managing and recording log books properly (clause 2.1l)
- reporting members with Scheme vehicles who are no longer financial (clauses 2.1j and 2.33)
- keeping Scheme records for five years (clause 2.39)
The full list, with recognition, authorised persons, MR334 forms and owners’ conditions of use, is in our guide to the Conditional Registration Scheme for club committees.
Log book status at a glance
Every log book recorded in MemberCrew has a status: current, expired or cancelled. The status sits on the vehicle, alongside the vehicle’s earlier log books. Expired means more than three years since issue: the member needs a new book, and nothing has been cancelled.
MemberCrew also guards the two rules that are easiest to break by accident. It refuses to issue a log book to a member who is not financial, and it refuses a second live log book on the same vehicle (the Code, clause 3.5g).
That lets the club registrar answer the everyday questions quickly. Does this car already have a current book? When was it issued? Was the last one cancelled when the previous owner resigned? The vehicles and log books page covers the register in detail, and the log book rules guide covers the Code’s rules on issuing and cancelling.
Lapsed members still holding log books
MemberCrew’s year-end compliance page lists the members who are no longer financial but still hold a log book. Under the Code, a member who stops being financial must not drive their Scheme vehicle until they are financial again (the Code, clause 3.11), and the club must report them to the Registrar each year (the Code, clause 2.33).
Without a system, finding these members means comparing the renewals list against the log book register by hand. In MemberCrew it is one list, drawn from live records: active members who are not financial, are not on a deemed-financial type such as life or honorary, and hold a log book. For each member it shows:
- contact details
- vehicles and their regos
- log book numbers
- the date they are paid through
The committee records its follow-up against each member on the same page, so anyone picking up the job can see who has been contacted and what was agreed. The page has print views and a CSV download. Because the list is live, the committee can work through it during the year, rather than finding a long list at report time.
When a member resigns, MemberCrew cancels their log book and records the date and reason. At year end, an admin can cancel log books in bulk, after a dry run that shows which books would be cancelled first.
How the club follows up each member is a matter of club policy and the Code. Our guide to lapsed members who still hold log books sets out a fair process.
The yearly reports
Three yearly returns fall due after the end of the club’s financial year. MemberCrew produces all three from the club’s records, and each report shows its due date for the selected year.
| Report | Sent to | Due | Code clause |
|---|---|---|---|
| Members with Scheme vehicles who are no longer financial | The Registrar | Within two months of the financial year end | 2.33 |
| Logbook Declaration | The Federation, as Issuing Body | Within two months of the financial year end | 2.30 |
| Report of log books issued to members | The Federation, as Issuing Body | Within three months of the financial year end | 2.32 |
For a club whose financial year ends on 30 June, the two-month returns are due by 31 August and the three-month return by 30 September.
The Logbook Declaration in MemberCrew reproduces the Federation’s form wording with the blanks, adds the year’s figures and attaches the list of books issued. The annual report to the Registrar lists the members who were not financial for the new club year and held a log book at the year end. Every report can be viewed on screen, printed or downloaded as CSV.
Two working reports help before the returns are due:
- log books with no issue date, so the registrar can chase the missing dates
- log book renewals due: books reaching three years by the coming 30 June, and books already expired
Each report is drawn from the same records the committee uses all year, so the figures match what the committee has been looking at. The guide to the yearly Scheme reports explains what each one contains and how to work out your dates.
What MemberCrew does not do
MemberCrew does not lodge, email or post anything to the Registrar or the Federation. The club checks each report and sends it the usual way. MemberCrew also does not complete MR334 forms or issue log books: the club’s authorised person and registrar still do that, and MemberCrew records the result.
Records kept for five years
The Code asks recognised clubs to keep certain records for five years from the date of each document (the Code, clause 2.39). These include all vehicles for which an MR334 was issued, duplicate MR334 copies, all log books issued to financial members, and other Scheme records such as membership records and minutes. The Department may audit club records and ask for copies (the Code, clause 2.40).
MemberCrew keeps member, vehicle and log book records together, with every change recorded in the activity log showing who did what and when. The club owns its data and can download a full export of all its records at any time.
MemberCrew does not track MR334 form numbers yet. That is coming later. MemberCrew also does not store the paper duplicate MR334 forms, which stay in the Registrar’s booklet, or the club’s minutes.
A year on the Scheme, with MemberCrew
| When | What happens | What MemberCrew shows |
|---|---|---|
| During the year | Members join, renew, buy and sell vehicles | Current members, vehicles and log books |
| Renewal season | Members renew, some lapse | Renewals outstanding, and log book renewals due |
| Year end | Lapsed members still hold log books | The year-end compliance page and its follow-up record |
| After year end | Yearly returns fall due | The yearly reports, each with its due date |
| Any time | The Department asks for records | A full export of the club’s records |
The Scheme compliance checklist lists the yearly and ongoing duties with clause references, and the registrar’s page covers the job of the committee member who usually runs this.
See it with your club in mind
A demo shows the log book statuses, the year-end compliance page and the yearly reports using the Demo Club’s sample records. Book a demo.