Membership database solutions UK

Membership Details

Each membership record stores a comprehensive range of information

Store information relevant to your club (rename the field labels in user defined fields)

Keep or delete expired Membership details

Keep or delete membership enquiry details

Advanced record searching & filtering.

Customisable member data fields (User defined fields)

Optional quick postcode addressing (additional software required - not included)

Admissions & Attendance Recording - Reporting & Analysis

IN and OUT attendance recording

Instantly know who is on-site (printable list)

On screen membership photo displayed

Automatic screen alerts upon admittance (with or without sounds)

Internal message display

Quick & easy manual admittance (if card is unavailable)

Scroll through admissions

Staff alerts for monies outstanding or due, cancelled or expired membership, etc.

Excellent reporting on attendance - with or without photos

Membership Types SETUP

Make as many different membership types as you require for you club

Apply rules & conditions to your membership types

Apply days when membership type is valid or invalid

Apply Peak and Off-Peak memberships types

Apply Memberships that have a fixed limit of admissions to your club.

Apply Family, Spouse, Corporate and Groups memberships types

Sell memberships with countdowns or limited entry.

Create temporary or promotional memberships types

Fast and Easy Membership search

Search on telephone number, names, addresses, membership number, etc.

Advanced LIKE * type search included.

Members photos displayed on search

Comprehensive Reporting

Date range reporting

Select detailed or summary reports

Select report grouping by day, week, month or year

Reports can be emailed using snapshot format (.snp - similar to PDF files)

Export report data into Microsoft Excel

Set security access for reports (limit access)

Reporting includes; Attendance, None-Attendance, Accounts Overdue, Accounts Paid and Unpaid, Memberships expired, Membership renewals, Memberships cancelled, Membership status, Telephone lists, Email lists, statistical plus many more.

Membership Analysis reports

Bank Debiting by batch*

This feature is dependant on which bank debiting system you are prepared to use. HSBC, Barclays, Natwest, others also available. This is a modular add-on that is included within the price at time of purchase only. Changing Banks or using a different debiting system will require a software update charge at a small nominal rate (charges may vary depending upon bank system.)

Simple and quick membership debiting

Financial controls - Monies due - Outstanding - Payments

Current and historical account details viewed from members details

Automatic messages for overdue/outstanding balances upon admission

add purchased items or products to members account

account details are auto-stamped with date, time and user name

Payments can be easily added (auto-stamped)

Bank statements can be reconciled within managers section

Payments via Bank BACS can be reconciled from within the managers section

Only managers are able to edit financial records (Change values)

Reports also provide a means to monitor account balances & payments

Send reminder emails or letters for payments due or outstanding

Financial and account reports are date based, detailed or summary or day, week, month or year.

Internal messaging posting

Internal messages are displayed when a member is entered into your club

Internal messages can be added individually or by batch/mass

Select specific membership types to receive internal messages

provide lost and found messages

pass on internal messages between staff members

Booking Allocation creator - Bookings control (multi-purpose)

Create booking allocations for any purpose

Booking allocations are useful for inductions, training and fitness classes for individual or groups, solarium sessions, sauna sessions, personal training sessions and much more.

find availability quickly and easily

allocate a member or guest to a booking allocation

Marketing controls - Emails - letters - SMS Texts

Send a member a reminder via email, post or even create a SMS text file

Send communications for outstanding balances, monies due, membership renewal notice, expiry warning, non-attendance, birthdays, promotions, newsletters and much more.

Individual or batch membership communications (via file creation)

create a telephone list based on criteria you choose

Design and Print your own Photo ID and Barcode membership cards

Create your own membership card designs

Select options for membership photos, barcodes, font style, colour and size

Membership card front and back designed individually

Print using ordinary Windows printer onto ordinary paper for laminate pouches

Use both prefabricated membership cards and your own designed cards

Easily switch from one card design to another card design

Use different membership cards designs for different membership types

Use the reverse of your membership card to sell advertising space

Caller ID search and lookup

You can use the Caller ID display number on a telephone system or mobile telephone to enter into one field in CLUB-FX that will search all telecom fields and display a membership if a match is made.

Answer the telephone with the membership record displayed on screen

fast and efficient and impressive service to your members

Quick Addressing via Postcode (additional software required)

CLUB-FX Membership software come ready with the ability to use AFD quick addressing using the postcode and house number to add the whole address accurately (purchase of AFD postcode software required)

Reminders - Expiry warnings - Renewals due

Send reminder emails or letters for payments due or outstanding

CLUB-FX provides an comprehensive range of report that enable you to monitor important aspects of your club operation on a daily, weekly and monthly basis

Automatic screen alerts are provided when a member is entered into your club

Additionally sound alerts can compliment your screen alerts to bring added attention (*switch-on/off sound alerts)

Automatic Screen Alerts when admitting members.

As a member swipes their membership card to record the admission a automatic screen alert will display information important to that membership

Alerts are provided for outstanding balances and monies due, expired, cancelled and unrecognised memberships.

additionally a membership (membership type) has to be valid for use for the day and time period

Switch ON or OFF automatic sounds alerts (selectable play list)

Alert sounds can be switched ON or OFF

You can choose what alert sound you want played for an alert message

Create and add your own alert sounds

Security Settings - Login - Setup report access restrictions

You can control staff access to reports

you can limit what reports you want each staff member to access

A managers password is required to access the managers section

Automatic date, time and name stamping on records (Audit Trails)

Each created financial record has a unique ID that is sequentially numbered

Every financial record or payment has the date, time and users name stamped automatically against it for your audit purposes.

Network Ready software - Expansion Ready

CLUB-FX Membership software is network ready

Network together up to 5 different computers.

CLUB-FX Membership Software is Bespoke

Because CLUB-FX is bespoke software, it can be changed or modified by us to meet your exact requirements and needs. Naturally any modifications or re-development would incure extra cost.

Microsoft Access is a required component to be loaded on the computer before CLUB-FX software will run