Choosing member administration:
what should you look for?

Why this choice matters

You choose member administration software for years to come. The system will soon hold all your members' personal data, your entire financial history and the way your board works. Switching is always possible, but takes time. So it pays to ask the right questions up front, and not just look at the price tag for the first year.

Below are the seven criteria that, in our experience, make the difference. For each criterion: what to ask, and how the different types of systems on the Dutch market compare. In the interest of transparency: this guide was written by Ledenboek. We point out where other solutions are a better fit, because a poorly matched customer makes no one happy.

1. The pricing model

There are three models on the market: a fixed amount per year based on association size, an amount per member per month, and fees per transaction. Always ask: what will I pay over three years, at our number of members and our collection frequency? A rate of fourteen cents per member per month sounds small, but with 300 members it adds up to over 500 euros per year, before transaction fees.

Ask the vendor: are there fees per transaction, per member, per user or per email? What happens to the price when we grow?

2. Collecting membership fees

For most boards this is the biggest time sink, so look at this most critically. Can the system send invoices in bulk? Do members pay with iDEAL? Is there direct debit with digital mandates? And crucially: do reminders go out automatically, or does the treasurer have to keep track of who still owes?

If you want to outsource the entire debtor process, including paper reminders and payment plans, a specialised collection platform such as ClubCollect is worth considering. If you want to keep collection in your own hands but without the manual work, it belongs in your member administration. See also our page on collecting membership fees.

3. Self-service for members

Every address a member updates themselves is one the secretary does not have to retype. A member portal where members manage their details, view invoices and sign up for activities saves the board work on a structural basis. Ask whether it is included as standard or a paid module, and whether members can genuinely work with it (request a demo account and let your least digital board member try it).

4. Bookkeeping and audit committee

Some systems are bookkeeping-first with a member module added (such as Conscribo or e-Boekhouden), others are member-first with finances added. The question is what fits your centre of gravity. In any case, check: can bank statements be imported automatically and matched to members and invoices? Do annual figures roll out without manual work? And does the audit committee have its own access to review, without the treasurer having to export everything?

5. Signing up new members

New members are the lifeblood of every association; make it easy for them. An online registration form that lands straight in the administration, with custom questions (think certificates, family members or preferences), approval by the board and a payment request sent right after. Also ask whether the form can be embedded on your own website, for example via a WordPress integration.

6. Board transitions

Boards change, and that is where things often go wrong: the system sits on the former treasurer's personal account, passwords float around, history gets lost. Choose a system with roles you assign per person and per period, where history is preserved and where a new chair gets access in two clicks. Ask explicitly: what happens during a board transition, and who owns the data?

7. Privacy and security

You manage personal data, so the GDPR applies in full. Where are the servers located (preferably in the EU)? Is there two-step verification for board accounts? Are backups made? And can you cleanly delete the data of departed members? A vendor that is vague about this is out.

Checklist for the board meeting

• ☐ Total cost over 3 years calculated for our number of members
• ☐ iDEAL and direct debit available
• ☐ Reminders go out automatically
• ☐ Member portal included as standard
• ☐ Bank statements matched automatically
• ☐ Audit committee has its own access
• ☐ Online registration form, also on our own website
• ☐ Roles and history for board transitions
• ☐ Servers in the EU, two-step verification
• ☐ Free trial period to test with real data

Frequently asked questions