Club membership management software
Member records, dues raised by calendar year, numbered receipts, a digital card and a public form that signs people up without anyone retyping their details. Membership in Cantera is a module of the club, not a separate programme with a database of its own.
Collecting dues should not take an evening a month
Most clubs run membership in a file with a column per month and an X where someone has paid. It works until a member asks for a receipt, until someone leaves mid-year, until you need to know how much is outstanding. That is when the manual arithmetic starts, and that is where the errors nobody can explain six months later come from.
From the first member to the issued receipt
All tied to the same person: someone who is a member and also an athlete or a guardian appears once.
Member record
A membership number unique to the club, status (active, suspended, resigned), join and leave dates, category and notes. The personal record is shared with that person's other facets.
Dues by calendar year
Raise or renew a whole year's dues in one go, by category and frequency. The operation is idempotent: running it twice duplicates nothing.
Payment notices and receipts
Each due generates a document numbered within its series, with a public page and QR code. The receipt follows the payment, and the thank-you goes out behind it.
Digital membership card
A PDF carrying the club's branding and the member's photo, plus a public QR verification page that says on the spot whether the card is valid.
Online sign-up
A public form at your own address for people who want to join. Applications land in an inbox and, once accepted, the record is created without anyone transcribing anything.
Segmented communication
Emails to members filtered by status, category or year, with a rich-text editor, reusable templates and a history of what went to whom.
Books that balance, without balancing them by hand
Dues do not live off to one side: they are entries on the person's statement, exactly like an athlete's monthly fee. That is why the club's debt figure includes the member who has not paid their dues and the guardian who has not paid the fee, in the same total and on the same basis.
An entry only becomes debt once it has been demanded
Until the payment notice is issued, a due is a forecast and not a debt, however long the expected date has passed. It is the same rule across the platform, and it is what makes the totals agree.
Numbering done properly
Documents numbered within a series, with no gaps and no reuse. Voiding a notice frees the entries to be reissued, but the number does not come back.
Waivers without manual exceptions
A member exempt for a year is a mark on that year's record, not a deleted line. The history stays complete and the reason stays visible.
Online payment, if you want it
The document's public page can take card or instant transfer. The receipt is issued by reconciliation, not by someone ticking a box.
Questions about membership management
No. Member and athlete are facets of the same person: there is one personal record, then whichever specific records make sense. That avoids the classic problem of holding the same family in two databases with two different addresses.
By calendar year, which is how the overwhelming majority of clubs charge membership. Athletes' monthly fees follow the sporting season — they are different things and the platform treats them as such.
Cantera issues payment notices and receipts numbered within a series, with a public page and QR code, for the club's own use and for the member. It does not replace certified invoicing software where the law requires it; it covers the member relationship and collection control.
By email, from templates the club edits: issue, reminder before the due date, reminder after, outstanding documents and thank-you. Automatic sending is switched on and off per club.
Yes, and it is the normal way to start. Existing membership numbers are respected, and numbering carries on from where it was.
Carry on from here
Put membership dues on rails
Raise the whole year in one operation and let the reminders and receipts go out without anyone pressing anything.