What this part of MemberCrew does
MemberCrew turns the club’s records into figures the committee can use. The committee overview shows live counts. The report library answers the questions that come up at committee meetings, the AGM and Scheme reporting time. A full export lets the club take all of its records out whenever it wants.
Because every figure comes from the same records the committee works in each day, there is no separate tally to keep in step. The membership numbers in the secretary’s report and the money figures in the treasurer’s report come from one source.
The committee overview
The committee overview brings the club’s key numbers together on one screen. Every figure on it is a live count from the club’s records, so it is never out of date.
| Area | What the overview shows |
|---|---|
| Members | Members on record, current members, members financial this year |
| Renewals | Renewals for this club year, paid and outstanding, and dues still to collect |
| Money | Invoices owing |
| Vehicles | Vehicles on record, and how many are on historic registration |
| Log books | Log books on record, and how many are current |
| Breakdowns | Members by membership type, and members joined by year |
| To do | Vehicle records to review, and recent activity |
Each committee member sees what their role allows, so an editor who looks after events will not see money or contact details.
The report library
Every report in the library can be viewed on screen with filters and sorting, printed, or downloaded as a CSV file to open in a spreadsheet. Member numbers appear on every list.
| Group | Reports |
|---|---|
| Membership | Full roster, current financial members, members due to renew, lapsed and overdue, new members, members by membership type |
| Contacts | Magazine list, email list by group, contact list (email and phone), members we cannot contact |
| Recognition and meetings | Long-service awards (10, 20, 30 and 40 years), voting-eligible members |
| Vehicles and log books | Historic vehicle register, members holding a current log book, non-financial members holding a current log book |
| Money | Outstanding and overdue invoices (aged), payments received, dues collected by membership type |
The “members we cannot contact” report is a practical one to run before renewal season. It shows whose details need chasing before notices go out.
Reports for committee meetings and the AGM
Most committee meetings and every AGM ask the same questions: how many members do we have, who has not renewed, and how much is still owed. MemberCrew answers these from live records.
| Question | Where the answer comes from |
|---|---|
| How many current members do we have? | The committee overview, or the current financial members report |
| Who has not renewed this year? | Members due to renew, and lapsed and overdue |
| How much is still to collect? | The committee overview, and outstanding and overdue invoices |
| What came in this year? | Payments received, and dues collected by membership type |
| Who is eligible to vote? | Voting-eligible members |
| Who is due a long-service award? | Long-service awards |
Because the treasurer and the secretary draw from the same records, their figures agree. That avoids a familiar AGM moment where two reports give two different membership counts.
The treasurer and president pages cover how those roles use these figures.
Preparing for the AGM
A few weeks before the AGM, the secretary and treasurer can agree a date to draw their figures. Because both draw from the same live records on the same day, their reports will line up. If the committee wants a record of the numbers as they stood on that day, print the reports or download them as CSV files and keep them with the AGM papers. That gives the club a fixed copy to refer back to after the figures have moved on.
The Scheme reports
For clubs on the Conditional Registration Scheme, the library includes the Scheme reports, built from the same member, vehicle and log book records as everything else. Each one shows its due date for the selected year, and can be viewed, printed or downloaded as CSV.
- the annual report to the Registrar: members not financial for the new club year who held a log book at the year end
- the log books issued report: every book issued in the financial year
- the Logbook Declaration, with the Federation’s form wording, the year’s figures and the list of books issued attached
- log books with no issue date, to chase
- log book renewals due: books reaching three years by the coming 30 June, and expired books
MemberCrew produces these reports. The club checks them and sends them itself; MemberCrew does not lodge anything with the Registrar or the Federation. The Conditional Registration Scheme feature explains which reports fall due, when, and under which clause of the Code, as well as the year-end compliance page.
Exports
The club owns its data. Admins can download all of the club’s records at any time, as spreadsheet (CSV) files in one zip, without asking us.
Clubs use exports for all sorts of reasons:
- keeping their own copy of the records at the end of each club year
- working with the figures in a spreadsheet
- giving the auditor or the incoming committee what they need
- answering a request for records from the Department under the Scheme
If a club decides to leave MemberCrew, it gets a complete export of its records. Its data is deleted on request once the club confirms it has the export.
The security and privacy page covers data ownership, storage in Australia and what happens when a club leaves.
Who can see what
Reports can contain money and members’ contact details, so access follows the committee member’s role. Reports are available to admins, registrars and treasurers. An editor, for example, sees no money or contact details. The full data export is for admins.
Every change to the records behind the reports is noted in the activity log, showing who did what and when. If a figure looks wrong, an admin can see what changed. The roles and activity log page explains both.
See it with your club in mind
A demo shows the committee overview, the report library and an export using the Demo Club’s sample records. Book a demo and bring whoever writes your AGM reports.