Membership management for small clubs: committee, helpers and contacts in one place

Why the membership list is always out of date

In many clubs the membership list is an old spreadsheet, the phone numbers are in the secretary’s phone and the caterer’s details are in someone’s e-mails. When a committee member steps down, a piece of the club’s memory goes with them. New volunteers are added to a WhatsApp group but never written down anywhere else.

Who belongs in your club’s list

Veräinsbuch distinguishes between three groups, because they need different things:

• Committee or board members get their own login with a role: admin, member or treasurer.
• Helpers and volunteers are stored without a login, so you know who to call for the next event.
• External contacts such as the DJ, suppliers or caterers are stored too, with contracts attached as files.

Tips for a tidy membership database

• Keep one central list instead of copies on several devices.
• Only store the information you actually need for running the club.
• Review the list after every AGM, when the committee changes.
• Note what each helper likes to do, so you ask the right people.
• Attach contracts and agreements to the contact, not to an e-mail thread.

How to set up your club’s list in Veräinsbuch

Start with the committee: invite each board member by e-mail and give them a role. The treasurer gets the treasurer role, the chair or secretary usually becomes admin. Then add the helpers you call on regularly, with a phone number and a note about what they like to do, such as bar, set-up or baking. Finally, add the external contacts your club depends on: the hall caretaker, the DJ, the drinks supplier or the caterer, with their contracts attached.

From then on, the list is shared. When someone moves house or a new volunteer joins, one person updates it and everyone sees the change. When the committee changes after the AGM, you hand over logins and roles instead of a spreadsheet.

Privacy and data protection

Member data is personal data, so it matters where it is stored. Each club in Veräinsbuch has its own separate database with its own access, and no other club can see your data. The servers are in the EU, connections use HTTPS and passwords are stored encrypted. There are no ads and data is never sold. Everything is built with the GDPR in mind.

Multilingual clubs and expat communities

Every member chooses their own language: English, French, German, Luxembourgish or Dutch. That makes Veräinsbuch a good fit for international clubs and expat societies in Luxembourg and the Benelux, where the committee rarely shares one first language.

What it costs and what it does not do

Member and contact management is included in the Basis plan at €9.95 per month per club, regardless of how many members you have. Please note that Veräinsbuch does not collect membership fees or run direct debits for subscriptions, and it is not a newsletter tool. You can test everything for 14 days free, without a credit card.