An overview of membership databases
It’s all about your data, in fact it’s been said that
now Data is King!
It is tough enough managing and running a successful
members club, but trying to do so without an
accurate and up-to-date membership database is
almost impossible. The effective and efficient
management of the sensitive personal information
stored on your club member database is key to the
smooth administration of your club.
The security, accessibility and usability of your
club member’s database software are key
considerations when looking to reduce the volume of
manual admin that naturally comes with managing the
club database.
As well as state of the art encryption and robust
security protocols, it is important that your online
membership database management software allows for
members’ information to be updated quickly and
accurately wherever you are and whatever else you’re
doing.
Whilst it may be possible to create a free membership
database using simple spreadsheets such as Microsoft
Excel and there may be an argument for using free
club membership database templates found online, it
is important to consider how vital this information
and data you are storing in this database template
is to the running of your club.
It’s worth remembering that free membership database
software is free for a reason, and often has both
security and usability limitations as your club
membership database grows over time. Further key
functionality such as data synchronisation,
auto-population and extraction is often limited or
non-existent with most free membership database
software for nonprofits and the like
So whilst the idea of being able to manage your club
membership database for free might initially seem
like a great idea, it may actually cost you more in
your valuable time in the long run.
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Common Challenges
When it comes to the management of their membership
databases, we find that many clubs are facing the
same, common challenges. How many of the below
issues have you faced when it comes to your current
database membership management?
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Out-of-date and inaccurate data
Your members will move house, they change their phone
number, they get married, they have children, change
bank accounts and they may want to change their
membership type or status. All of these amends need
to be made in real-time in the membership database
program. There is nothing worse than sending
correspondence to old address or having an
out-of-date phone number for someone. These are
common, every day issues that all clubs face.
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Multiple Versions of the member database
It is extremely common for Multiple Versions of the
member database to exist on different devices often
containing conflicting data and membership
information. When more than one coach or
administrator have a responsibility for updating the
member database across multiple groups or teams,
this issue can be compounded with no clarity on
which version should be used and which member data
is most accurate or up to date.
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Limited access to the club membership
database
Clubs that do not have access to their members data
via an online member database find that they are
limited by both the time and location of accessing
the data. Often updates and amendments to personal
member data are provided before, during and after
sessions when access to a computer terminal and
spreadsheet in not practical. Clubs operating a web
based membership database are able to update and
amend members data in real time, accurately and
securely wherever or whenever the new information is
shared.
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Duplicate and incomplete records on the
membership database system
It’s a common problem, that due to no-ones fault a
club’s membership database lacks the accuracy
required due, either to duplicate (multiple) records
or incomplete inputs. Without a process for
auto-synchronisation and data de-duplication, many
clubs find that a single member may have numerous
records, often with conflicting or out-of-date
information making contacting them with confidence
very difficult.
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Limited functionality of the membership database
management software
Clubs who are not using online membership database
software often have challenges with the general
usability and functionality of their membership
database. The benefits of a web based membership
database, which are outlined in detail below include
increased speeds, accuracy, accessibility and
security.
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Security and GDPR concerns
Storing the personal information of your members
securely and safely has never been so important.
With so many high profile data integrity &
security issues experienced by some of the biggest
businesses in the UK, a robust security protocol is
an absolutely essential element of your members
database. To ensure that you do not inadvertently
find yourself with a data breach or GDPR compliance
issue, state of the art encryption is an important
element of the club membership database software you
choose.
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The Solution
But worry not! Whilst the issues and challenges
outlined above are not inconsequential, they are
also all fixable. Selecting the right club
membership database software for your club can be a
minefield. But if you can relate to one or more of
the above, then we have a solution for you.
Coacha is an easy to use online membership
database software app that helps you to run your
club, teams and classes efficiently. Get paid on
time, take attendance registers, send texts, enhance
safeguarding and comply with GDPR.
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Key Benefits
The benefits of Coacha club membership database
software, at a glance:
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Accuracy & Convenience
Allow your members direct access to their data and
the ability to update and edit their own information
directly on the club membership database. Not only
does this functionality reduce your administration,
it increases the accuracy of the member data that
you hold and is totally secure which assist with
your club’s GDPR compliance.
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Accessibility & Security
At Coacha we realise that you won’t always be
sat in front of a computer when you need something.
That's why Coacha is built with mobile in mind.
Accessing your membership database in a web browser
on your phone or tablet will be as smooth and easy
to use as on your laptop or PC.
We have also built both iOS and Android apps that
give you a number of important functionality feature
found in the full desktop system. In these apps you
can take registers, view club finances, get member
information and make notes. All of the key things
you need when you are out there coaching
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Safeguarding
If you coach children, safeguarding their personal
information is an integral part of what you do.
Rather than using insecure paper
records/spreadsheets, keep your sensitive member
data and information securely locked away in
Coacha’s secure online membership database.
By ensuring that all contact data is up to date and
accurate you can use Coacha’s broadcasting system,
designed with the NSPCC CPSU best practice
guidelines in mind. There is no better way to
demonstrate your commitment to child protection.
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Value
It is understandable to
expect that a sophisticated database membership
program that can do all the above and more, is
likely to be expensive and beyond the reach
financially of the smaller clubs. This is simply not
the case – as for just £25 per month (or just $35USD
for our friends in the US) your club can say goodbye
to the membership database management issues you may
currently face.
Our pricing really couldn't
be simpler.
You pay £25pcm to Coacha and
that's it. We don't think you should be punished for
your success. No matter how big you get, how many
coaches, admins, teams or members - the price is
still £25