Is your member list a spreadsheet? Is there chaos around payments and communication? Here are 7 signs that a new solution is needed.
Not every association needs a membership system. A very small association can get by with spreadsheets and word of mouth. But as the association grows, or when administration becomes chaotic, there comes a point when you realise you are spending more hours on the “system” than on actual association work.
Here are 7 signs that it is time to do something.
1. The member list is a spreadsheet (and you are not quite sure when it was last updated)
Perhaps the member list is an Excel sheet on someone’s home PC. Perhaps it is on SharePoint, but nobody knows exactly where. Perhaps there are several member lists that never match up.
Why it matters: A spreadsheet does not scale. It was made for small amounts of data. When the association has 150, 300 or 500 members, the sheet gets slower, it becomes harder to find people, and the risk of duplicates and errors rises sharply.
How a system solves it: A good member list is a central database. Everyone works from the same source. No duplicates. When someone joined yesterday, they show up in the system straight away. You search by name and find the person in seconds.
Rubic has a member register that handles both small and large associations — from 50 to 35,000 members (such as Norges Skytterforbund).
2. Nobody knows exactly who has paid their membership
The treasurer might know. But if the treasurer is not available, or if a new treasurer is taking over, it is hard to keep track. You have sent an invoice, but who received it? Who has paid? Who needs a reminder?
If the answers come from different sources — an Excel list, an old email, the treasurer’s notebook — it is a sign that the system is not working.
Why it matters: When you do not know who has paid, you cannot really manage your membership base. You cannot send precise reminders. You risk chasing people who have already paid, or forgetting to remind people who owe money. And the treasurer is stuck with manual tasks every single month.
How a system solves it: A membership system links membership to payment automatically. Rubic sends invoices automatically on the date you set, and when the payment comes in, the member is marked as paid. The system can send reminders automatically. The treasurer no longer has to send manual reminders — the system does it.
3. Communication happens through 5 different channels
Some get information by email, others by text message, some have a Messenger group, others are on WhatsApp, and some young people have not read an email in three years.
Why it matters: Not everyone gets the message. And if someone does not turn up to the event, it is because they never got the message — not because they chose not to come.
How a system solves it: A proper membership system has built-in messaging. You write a message once, and it is sent to all the members who need to know — by push notification in the app, email or text message, depending on what the members have chosen. One source of truth, and you know that everyone who needs to know, knows.
The Rubic Connect app sends messages directly to members. They are notified of meeting times, events and changes within seconds.
4. The treasurer does everything manually and spends 10 hours on accounting every month
If the treasurer spends whole evenings creating invoices, checking off payments manually and writing reminders by hand, it is not sustainable. And if the treasurer falls ill or has to step down, nobody really knows how things were meant to work.
Why it matters: It is not reasonable to expect a volunteer treasurer to burn energy on administrative work that a system can do automatically. The treasurer’s energy should go into managing the finances, not handling piles of paperwork.
How a system solves it: With Rubic Regnskap and automatic invoicing, the treasurer is spared almost all manual work. The system creates invoices, receives payments and sends reminders. The treasurer’s job becomes checking that things are going right and making strategic financial decisions — not writing invoices.
5. New board members start from scratch because all the system knowledge sits with one person
When the only person who knows how everything works falls ill or changes jobs, the association ends up in crisis. The system does not exist on paper or anywhere accessible — it only exists in that person’s head.
Why it matters: It is risky. A board chair cannot be responsible for maintaining every system. And a new treasurer should not have to ask their predecessor for a three-hour introduction — they should be able to log in and understand what is there.
How a system solves it: A well-designed membership system is built to be intuitive to navigate. New board members can log in, and the system shows what needs to be done — send an invoice, register a payment, and so on. There are guides and support in Norwegian if they are unsure.
6. The association never applies for VAT compensation because the process seems too complicated
Many associations know that they could apply for VAT compensation, but the process seems intricate. So they give up and miss out on money every year.
Why it matters: How much the association can receive in VAT compensation depends, among other things, on the costs it has had. That is money that should go straight to members and activities, but instead stays with the state because the administrative burden seemed too great.
How a system solves it: With Rubic Regnskap, a dedicated accountant keeps the accounts up to date on an ongoing basis and makes sure the basis for VAT compensation is ready. The application is sent to Lotteri- og stiftelsestilsynet, possibly via the central body if the association belongs to an organisation with several levels.
7. Members cannot update their own information
When members have to call the treasurer and ask to change their address, phone number or other details, several problems arise:
- The treasurer gets contacted about small things that take 2 minutes but happen 10 times
- Members give up and do not update information they should have updated
- The association’s records become out of date
- Members who should receive letters or emails do not get them
Why it matters: Members want self-service. They want to be able to log in, update their number, change the size of their kit or let you know they are injured this season. If they cannot do it themselves, it becomes the treasurer’s job, and the association’s records suffer.
How a system solves it: The Rubic Connect app lets members log in and update their own profile. They can sign up for and withdraw from activities. They can let you know they cannot attend. They do everything themselves — and the information is updated instantly in the system.
What should you look for in a membership system?
If you recognise three or more of the points above, it is time to look for a solution. Here is what matters most:
- Easy to use. You should not need an IT degree to create an invoice.
- Reasonable cost. The price should be in proportion to the size of the association. See the prices.
- Automation. The system should free up time, not use it up.
- Support that works. You should be able to get answers when you need them.
- Member app. Today’s members expect an app.
Rubic has all of this. More than 500 organisations use Rubic every day.
Start your free trial
Would you like to see how the right membership system can change the way your association is organised?
- Check out Rubic for members
- Read more about which modules are available
- Ask support if you have any questions
You can try Rubic free for 30 days with no commitment and find out whether it suits your association.