Membership management software for associations: how to choose the right one?
What does membership management software do?
A good membership management system does more than just keep an Excel spreadsheet.
- Digital member database: personal data, member type, payment status, contact details
- Online registration: new members sign up via a form on your website
- Track payment status: who has paid, who hasn't yet?
- Automatic reminders: sending reminders to members who have not paid yet
- AVG-compliant: personal data is processed in accordance with privacy legislation
- Export: export members as CSV or Excel for reports and mailings
What systems are available in the Netherlands?
Specifically for sports clubs
Sportlink (€200–€800 per year): The standard for KNVB football clubs. It offers extensive competition integration but is more expensive and has a steep learning curve.
AllUnited (€250–€1,000 per year): A popular choice for broader sports clubs, with membership administration and team communication.
Membro (€300–€500 per year): Modern system with a strong focus on contribution collection via SEPA direct debit.
e-Captain (€200–€400 per year): Sport-oriented with good communication features.
Suitable for all associations
Verenigingsplanner (€99,95 per year): Membership administration as part of a complete platform. Includes venue hire, volunteer scheduling, events and bookkeeping.
LedenCockpit (€60–€180 per year): Simple, affordable membership administration with no extra features.
Generic software (not association-specific)
Google Spreadsheets: Free but no automation, no privacy protection, no registration form.
Microsoft Excel/Teams: Similar. Suitable for small clubs that do not require automation.
What does membership management software cost on average?
| System | Cost per year | Online registration | AVG-proof | Additional modules |
|---|---|---|---|---|
| Sportlink | €200–€800 | Yes | Yes | Limited/standalone |
| AllUnited | €250–€1,000 | Yes | Yes | Limited |
| Membro | €300–€500 | Yes | Yes | No |
| e-Captain | €200–€400 | Yes | Yes | Limited |
| LedenCockpit | €60–€180 | Limited | Yes | No |
| Verenigingsplanner | €99,95 | Yes | Yes | Fully |
What should you look for when choosing?
1. How large is your membership?
Some systems charge per member. Verenigingsplanner operates on a fixed rate regardless of the number of members, ideal for fast-growing clubs.
2. Do you want automatic contribution collection?
Automatic SEPA direct debit is convenient but requires a mandate from each member. Membro and AllUnited support this by default. With Verenigingsplanner you track the payment status manually or via bank import.
3. Do you need more than just membership administration?
If you also rent out spaces, run workshops or coordinate volunteers, you’ll save a lot of time and money by choosing a platform that offers all of these features in one system.
4. What is your budget?
For small associations on a tight budget, €99,95 per year (Verenigingsplanner) or €60–€180 per year (LedenCockpit) is much more attractive than €300–€800 per year for the larger platforms.
How do you migrate from Excel to software?
- Export your current member file as CSV from Excel
- Check the columns (name, e-mail, date of birth, membership type)
- Import the CSV file into your new system
- Set up member types and contribution amounts
- Send a welcome email to all members with a link to the new system
With Verenigingsplanner, imports are free of charge and guided. You set up the system for free and pay only when you are satisfied.