Free membership database template
- Hours a year keeping the list by hand
- 78
- Fields the record has to hold
- 13
- Renewals falling due in a year
- 420
- Renewals in an average month
- 35
Every figure on this site comes from the numbers you enter and the method printed beside them: your members, your tiers, your renewal period, your joiners and lapses, your minutes per renewal. Where a guide names a published document it names the document and the date it was read. This site publishes no vendor's price and no body's dues.
The figures shown are a worked example for a small association: 78. Change them for your body.
Download the Free membership database template worked example (CSV)
A free membership database template is usually a blank spreadsheet with a dozen column headings somebody else's association found useful. This one starts from your body instead. Put in how many members you have, how many tiers they sit in, how often membership renews, how many join and lapse in a year and how long one renewal takes you to process by hand, and it lays out the fields a membership record has to hold, works out how many renewals fall due in an average month, and shows what keeping the list the way you keep it now costs in hours across a year. It prints, so it can go to a committee that has asked why the membership secretary wants software.
What a membership administrator asks before running the Free membership database template
What fields does a membership record actually need? Fewer than most templates offer and more than most spreadsheets have: the member, how to reach them, the tier they are in, the date they joined, the date the membership renews, and the payments made against it. Everything else is your body's own business, which is why the sheet asks how many extra fields you keep rather than inventing them.
Why does the sheet ask how long a renewal takes? Because that number times the renewals in a year is the case for doing anything at all. A body that spends six hours a year on renewals should keep its spreadsheet; one that spends sixty is paying for software already, in the wrong currency.
Can I use this without buying anything? Yes. It runs in the page, needs no account and no card, and prints. Duesvo Pro exists for the bodies that decide they want the record kept rather than laid out, and the sheet is honest either way.
Does it work for a club rather than a nonprofit? It works for any body people join and pay to belong to: a sports or social club, a professional association, a chamber, an alumni chapter, a museum's friends. The vocabulary on the page is deliberately the plain one, because the arithmetic does not change with the constitution.