How to keep track of club members

A single member list where sign-up, the roster and announcements live together. A form collects sign-ups, a sheet holds the list, a group sends the announcements; information in three places drifts apart over time.

On Uninexus every club has one member list, and every member joins with their own account. When and how each person joined, their role and their status are recorded in the list automatically; applications, invitations and club channels are tied to the same list. When the committee changes, the form does not stay in one person's account and the sheet in another's drive; the list belongs to the club.

Choose how students join: anyone can join, or by application. Open joining brings members in fast at welcome fairs; applications suit clubs that select a team or have limited places.

A club that takes members by application gets a ready-made application form; adapt its questions to your needs. Applications arrive in one queue with the applicant's message and form answers; the owner or an administrator accepts or declines and can add a note the applicant will see. An accepted applicant is added to the list automatically. For question ideas, see our application form guide.

Invite a student by email address or username, choose their role in the invitation and add a short message if you like. The student answers from their own Invitations page.

The person you invite needs a Uninexus account. Members who join by invitation land in the same list, which shows who invited them. You follow pending invitations in one place, so remembering who was asked and who has not answered does not depend on one officer's memory.

On the Members page, filter the list by role and by membership status, active or suspended. Each member's card shows when they joined, how they joined and since when they have held their role.

The last event a member attended and their history in the club are in the same place: when they joined, how their role changed and whether they were suspended. Do not collect information you do not need; ask for a student number or address only if the university really requires it. An up-to-date list also helps when describing your audience to sponsors, because the member count in the sponsorship file is computed from it.

Give each officer only the access their job needs. The roles on Uninexus are owner, administrator, event manager, finance manager and member, and each role opens only its own tools.

The event manager runs events, check-in and forms; the finance manager runs the budget; administrators reach every tool of the club. Think of roles by job rather than by person, so that handing over is easy when someone leaves. There is no shared password; everyone signs in with their own account, and a role change is written into the member's history together with who made it. Review roles at the end of each term.

Club channels are tied to the member list: a channel can be open to every active member of the club, a management channel only to officers, and a private channel only to the people you add. You can let only managers post in an announcement channel.

Nobody in a channel sees anyone else's phone number. The management channel's list updates itself as roles change. Personal matters such as application decisions and task assignments arrive as notifications, so there is no need to message everyone. The WhatsApp group can stay for everyday chat; it is enough that important announcements live in a channel tied to the list.

Suspend a member who is taking a break, and remove one whose membership has ended. A suspended member cannot reach the workspace until an administrator reinstates them; their tasks and history are kept.

A removed member loses access to the workspace and can come back only through a new invitation or application. Before removal, their open tasks and the initiatives they lead are shown, so nothing is left without an owner. Review the list at least once a term and ask inactive members whether they are still interested. If your constitution defines how membership ends, follow it.