What this part of MemberCrew does
MemberCrew keeps a register of every vehicle in the club, each one linked to the member who owns it. Each vehicle carries its details and its log book history, so the club registrar no longer has to keep a separate folder or spreadsheet for log books.
Because vehicles sit on the member’s record, a change to the member flows through. If a member stops being financial, the committee can see straight away which vehicles and log books are affected.
The vehicle register
The register lists every vehicle on record, and each vehicle is linked to its owner. For each one you can record:
| Detail | Example use |
|---|---|
| Registration | Finding a vehicle quickly, and matching it to forms |
| Make and model | Grouping vehicles for a display or a register of models |
| Year | Checking age, for example for the 25-year rule for historic vehicles |
| Colour | Telling apart two similar cars owned by one member |
| Engine number and capacity | Records for marque registers and modified vehicles |
| Body type | Telling a sedan from a ute or a coupe of the same model |
| VIN | The vehicle’s identifying number |
| Historic registration | Whether the vehicle is on conditional registration |
| Historic register page reference | Where the vehicle appears in the club’s historic register |
| Status | Active, sold, written off or inactive |
| Notes | Anything else the registrar needs to keep with the vehicle |
A vehicle that is sold or written off stays on record with its status, so its history is not lost.
A member can own several vehicles. Each has its own record and its own log book history.
Vehicles that are not on the Scheme
The register is not only for vehicles on the Conditional Registration Scheme. Clubs often have members with cars on standard registration, cars under restoration, or vehicles kept for shows. All of them can be recorded, and the historic registration flag shows which ones are on the Scheme.
A club that is not on the Scheme at all can switch the Scheme features off and still use the register for its members’ vehicles.
Log books on each vehicle
Each vehicle shows its log books, current and past. When the club issues a new log book, it is recorded against the vehicle. When a book expires or is cancelled, its status changes and it stays in the vehicle’s history.
Every log book has one of three statuses:
| Status | What it means |
|---|---|
| Current | Issued and in use for this vehicle |
| Expired | More than three years since issue (the Code, clause 2.28). The member needs a new book. Nothing has been cancelled. |
| Cancelled | Cancelled by the club, for example when a member resigns, or when the book is replaced or lost |
The Code asks clubs to cancel a member’s log book when they resign (the Code, clause 2.29). When a member resigns in MemberCrew, their log book is cancelled with the date and reason, and the change is noted in the activity log with who made it and when.
At year end, an admin can cancel log books in bulk. MemberCrew runs a dry run first, showing which books would be cancelled, so nothing is cancelled by surprise.
One current log book per vehicle
An owner must not have more than one current log book for a vehicle (the Code, clause 3.5g). The club must also, as far as practicable, not issue a log book when the owner already holds one from another club for the same vehicle, unless that one has been cancelled (the Code, clause 2.31).
MemberCrew enforces the first rule within the club. It refuses a second live log book on the same vehicle, and it refuses to issue a log book to a member who is not financial. MemberCrew cannot see log books issued by other clubs, so the club still needs to ask the owner about those.
For the full rules on issuing, journeys and cancellation, see the log book rules guide.
Duplicate records
Records brought across from old spreadsheets often contain the same vehicle twice, entered by different volunteers in different years. MemberCrew finds duplicate registration records so they can be reviewed. Registrars can review them, and an admin merges them into one, so each vehicle has a single history. The committee overview shows how many vehicle records are waiting for review.
This is one of the first tidy-ups clubs do after moving from an old system.
Where the records come from
MemberCrew does not issue log books. The club gets log books from the Federation as the Issuing Body and issues them to members (the Code, clauses 2.27 and 4.2). MemberCrew records which book went to which vehicle, when, and what has happened to it since.
The Code also asks recognised clubs to keep records of all log books issued to financial members for five years from the date of the document (the Code, clause 2.39). Having every log book recorded against its vehicle, with its status and history, is a practical way to keep that record.
How this connects to the Scheme
The vehicle register and log book records are what the Scheme reports are built from. The Conditional Registration Scheme feature covers the list of lapsed members still holding log books and the yearly reports for the Registrar and the Federation.
If your club keeps its log book register on paper or in a spreadsheet today, the log book register template shows the columns most clubs track, and makes a good starting point for moving across.
Who uses it
The club registrar is usually the main user of the vehicle register. The registrar’s page covers that role in more detail. Other committee members see vehicles if their role allows it, and members see their own vehicles and log books in the member portal.
See it with your club in mind
A demo shows the register, a vehicle’s log book history and the duplicate review using the Demo Club’s sample vehicles. Book a demo and bring your club registrar.