Member records
Keep one working record for each member.
Store membership details, licence information, status changes and supporting documents in one place so the club is not piecing together a record from several sources.
Built for Victorian firearms clubs
Keep member records, renewals and committee reporting in one place.
ClubTrack gives committees, administrators and range officers one clear system for the records a club relies on: memberships, licence details, participation, documents, follow-up tasks and reporting.
Designed for clubs that want cleaner records and fewer loose processes before the next committee meeting.
Committee-ready records
Keep member details, status changes and key documents easier to review.
Renewals that stay visible
See upcoming expiries and follow-up work without relying on memory or inboxes.
Access by role
Give committee members, admins and range officers the level of access they need.
Core capabilities
Organise the records and routine work that usually end up spread across spreadsheets, email and paper files.
Focus on the jobs a committee needs covered first: keeping member information current, tracking participation, staying ahead of renewals and preparing information for review.
Renewals
Make upcoming renewals easier to see and act on.
Track membership expiry dates, licence checks and related follow-up tasks so renewal work stays visible before it becomes urgent.
Participation
Record range activity with less back-and-forth.
Keep attendance, check-ins and participation records in a form that administrators and range officers can review without rebuilding the history later.
Committee oversight
Prepare information for meetings and review.
Bring reporting, exceptions and member status into a format that helps committees review what needs attention without asking staff to prepare everything by hand.
How clubs use it
Support the workflow from member administration through to committee review.
ClubTrack fits the way records move through a club: entry, follow-up, review and reporting.
1
Administrators keep the member record current.
Update contact details, membership status, licence records and documents in the same place rather than across a mix of inboxes, shared drives and manual lists.
2
Range officers and staff record activity as it happens.
Participation, attendance and related checks can be captured as working records instead of reconstructed later for reports or follow-up.
3
Committees review what needs action.
Renewal work, document gaps, participation history and member changes can be reviewed from one system before or during committee meetings.
Reporting and oversight
Give the committee a clearer view of the club before decisions need to be made.
Keep reporting centred on the questions a committee is likely to ask: who is current, what needs follow-up and which records are ready for review.
Useful reporting starts with cleaner records. ClubTrack helps keep those records easier to review before meetings and follow-up work.
Participation by member or period
Review attendance and range activity without compiling it manually from separate logs.
Renewal and expiry status
See which memberships or supporting records need follow-up before they are raised at the last minute.
Member status and change history
Check the current record and recent updates when questions come back to the committee.
Document readiness
Review whether important records are current, missing or due for attention.
Access and record handling
Sensitive records need clear access, traceable changes and fewer loose copies.
Focus on the practical controls clubs usually care about: who can see what, what needs attention and how record changes can be reviewed.
Access by role
Set different levels of access for committee members, administrators, range officers and members.
Document status visibility
Keep expiry dates and missing records easier to see when follow-up is required.
Record history
Review important changes to member details, approvals and supporting information.
Fewer scattered copies
Reduce the need to maintain parallel records across email threads, local files and shared folders.
Request a walkthrough
See how ClubTrack could fit the way your club already works.
A walkthrough can focus on member records, renewals, participation, committee reporting or the day-to-day work shared between administrators and range officers.
ClubTrack is created and run by MFG Developments in Melbourne, Victoria. Tell us your club name and the areas you want to review, and the walkthrough can be prepared around those workflows.
Request a ClubTrack walkthrough
Enter your name and club name to open a prepared email request.