Member master
The central member master for clubs: core data, membership, offices and divisions in one place – plus a real fee account (charge/payment/open balance) with SEPA direct debit, independent of the app login.
Live preview — real view with sample data
M31 · Member master
| Last name | First name | Member number | Member type | Member since | Fee | Status | Fee paid | |
|---|---|---|---|---|---|---|---|---|
| Kraus Logistik | Bauer & Co. | DZ-3391 | Done | a.meyer@muster.de | 09/06/2026 | Item 4 | In progress | ✓ |
| Bauer & Co. | Wolf Spedition | DZ-4408 | Reviewed | l.kraus@muster.de | 20/06/2026 | Entry 5 | Done | — |
| Wolf Spedition | Roth Handel | DZ-5510 | Open | t.bauer@muster.de | 01/07/2026 | Record 6 | Reviewed | ✓ |
| Roth Handel | Meyer GmbH | DZ-1042 | In progress | s.wolf@muster.de | 12/07/2026 | Item 7 | Open | — |
| Meyer GmbH | Kraus Logistik | DZ-2087 | Done | m.roth@muster.de | 23/07/2026 | Entry 8 | In progress | ✓ |
Not a screenshot: the same interface you get in production.
What you do here
Create members and maintain person (name, member number, birthday, address), membership (join date, member type, fee tier, status) and contact. The member number is assigned sequentially on creation (M-####) if you leave it blank. On the board you move members between Active, Inactive and Honorary; the calendar shows upcoming birthdays. This master is the club anchor and is not tied to login accounts.
Fee account & SEPA
The fee is an account, not a checkbox: every fee charge (amount due per period) and every payment is recorded, yielding the open balance per member. Fee tiers (adult, youth, family, reduced, supporting) carry amount and interval. For collection you store a SEPA mandate per member (IBAN, reference, signing date). The fee run turns a period into charges; pre-notification and pain.008 export follow in the fee cockpit. Direct-debit returns are booked as counter-entries, fees as their own charge. Payments are immutable (cancel instead of delete).
Departure & retention
On departure you do not delete but record it: termination receipt, effective date (per the statutes) and reason are captured, the status becomes Inactive and the 10-year retention clock starts. Members with fee records can only be deleted after that period (§ 147 AO). This preserves history and evidence.
Offices, divisions & events
On the member file you keep offices and committees (board, treasurer, youth officer, coach) with terms, membership in divisions, attendance at events (annual meeting, training, festivities) and honors/anniversaries. The attendance list of a general meeting is also the record of quorum; changes to the representing board must be filed with the register of associations (§ 67 German Civil Code).
Who sees what
Rights separate master data and finances: “read directory” shows names and contact but neither bank details nor fees. “View fees & bank details” is the treasurer view, “book fees” allows payments, mandates and the SEPA run. Create, edit and delete are grantable individually. By default the board sees everything, the office sees master data and finances; a read-only role sees the directory without bank/fee data. Everything is switchable in the rights matrix.
Law & data protection
The legal basis is membership as a contract (Art. 6(1)(b) GDPR). Publications (birthday lists, photos, results, sharing with a federation) require consent – the internal birthday calendar is fine, a publication from it is not. Health data (fitness to play, allergies) and membership in ideological/union associations are special categories (Art. 9) and must be protected separately. SEPA mandates must be documented and kept until 14 months after last use; each collection requires a pre-notification (usually 14 days). Fee records are accounting documents (§ 147 AO, 10 years). Important for charitable status: for a sports club’s membership fees NO donation receipt may be issued (§ 10b EStG), but for donations it may – the fee tier flags deductible fees separately.
What's inside
- Members
- Birthdays
- Member
- Edit member
- Fee tiers
- Fee tier
- Fee runs
- Fee run
- Fee charges
- Fee charge
- Divisions
- Division
- Events
- Event
- Add member
- Set status
- Complete departure
- Generate charges
- Book payment
- Record direct-debit return
Fits together with
Other blocks from the same area.
Absence
Here staff request holiday and report absences (sickness, home office, special leave, maternity, parental leave); the back office approves or rejects them – with an optional stand-in. The per-person, per-year leave account shows entitlement, taken, planned and remaining days.
M29Client master
The central client record for care: one person with everything around them – master data, home access, relatives and legal guardianship, payers, care level with history, physician's order. The basis for routes, visits and care documentation.
M30Employee master
The central employee master: maintain all staff with their core data, employment and contact details in one place – independent of the app login.
M32Shift planning
Plan shifts per staff member here – as a calendar, planning board or list. Dispatch sets the demand, assigns shifts and publishes the roster; the team sees its own roster, confirms shifts and can offer shifts for swap.