Collect once
Full name, address, mobile, email, birth date, registration date, membership type and communication preferences.
Process operating system
Membership and committee flows
The supplied flow charts become practical website logic: less manual chasing, clearer responsibilities, cleaner member records and repeatable meeting rhythm.
Member lifecycle
From registration to renewal
The member flow is the backbone for forms, payments, newsletters, birthday notices, competition access and renewal reminders.
Route by type
Adult, cadet, junior, social and casual comp pathways receive different benefits and notices.
Trigger actions
Birthday offers, newsletters, meeting invitations, competition notices, working bees and renewal reminders.
Record outcome
Renewed, cancelled, lapsed, reminder window or membership number reallocated.
Committee rhythm
A meeting system that remembers
The meeting process can be supported by agenda intake, reminder messages, recording, minutes, action items, calendar updates and carry-forward context.
Before
Prepare
- Set agenda and collect agenda items.
- Review previous minutes.
- Confirm venue, tech and invite list.
During
Record
- Confirm quorum and start recording.
- Capture officer reports and urgent additions.
- Record motions, decisions and responsibilities.
After
Carry forward
- Create minutes and task register.
- Set next meeting date.
- Feed open actions into the next agenda.
Automation candidates
Useful automations, staged gently
The aim is not to automate everything at once. The aim is to remove avoidable secretary burden while keeping the committee in control.
Member records
Form submissions move into a member register with clear consent and update history.
Renewal notices
Email and SMS reminders can start from expiry date and stop when payment is recorded.
Competition notices
Member groups receive relevant competition, workshop and working bee updates.
Meeting packs
Agenda, previous minutes, officer reports and open actions are gathered before each meeting.
Birthday offers
Birthday discount messages can be tested after privacy and consent wording is approved.
Grant evidence
Participation, reach, events, volunteer effort and outcomes can be logged for future applications.