Membership Roll
Track members, membership types, dues, status, and renewal dates in one working register with renewal views, a calendar, a Monday digest, and lapse alerts.
Included with every MangoApps plan.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Nonprofits And Associations · Community Organizations · Sports And Social Clubs · Professional Membership Bodies
Overview
Membership Roll is a working membership register for recording who belongs to an organization, what type of membership they hold, whether their dues are paid, and when their membership renews. Each record includes the required Member, Type, Status, and Renews fields, plus Email, Dues, and Notes for practical follow-up. Type options are Individual, Family, Student, Senior, and Corporate; Status is Active or Lapsed; and Dues is Paid, Due, or Overdue.
The app is useful when a club, association, nonprofit, or community organization needs a reliable renewal list without maintaining a separate spreadsheet and calendar. The Active members view shows the current register, Renewing in 60 days identifies active memberships approaching renewal, and Lapsed isolates records requiring review. The Overview screen provides metric and card views, the Renewal calendar places upcoming dates on a calendar, and the Members screen provides the full grid and action bar.
This is an appendable working register in MangoApps, not a document or download. Managers and admins add records, and records can be edited or deleted when details change. The Weekly renewal list sends the app owner a Monday 08:00 digest based on the Renewing in 60 days view, while Membership lapsed notifies the app owner when a field changes. Do not use it as a payment ledger, a CRM, or a secure repository for sensitive personal information without extending the design and permissions appropriately.
How to use this template
- Add the Membership Roll app from the template to your MangoApps workspace and review the Member, Email, Type, Status, Renews, Dues, and Notes fields.
- Decide which managers and admins are responsible for adding and maintaining records, since they control data entry while other users can use the available screens and views.
- Create one record for each member as the membership is issued or renewed, entering the member name, membership Type, Active Status, Renews date, and current Dues value.
- Review the Active members and Renewing in 60 days views alongside the Renewal calendar, using the Overview and Members screens to find records that need follow-up.
- Use the Monday Memberships up for renewal digest from the Weekly renewal list automation to contact members and update Dues or Renews when action is completed.
- Change Status to Lapsed when a membership is no longer current, then use the Lapsed view and the Membership lapsed notification to close the follow-up loop.
Best practices
- Enter the Renews date at the same time as the member record so the Renewal calendar and 60-day view remain useful.
- Use the provided Type options consistently instead of recording variations such as family plan or student member in Notes.
- Update Dues promptly from Due or Overdue to Paid after payment is confirmed, and avoid treating Status as a substitute for payment status.
- Review the Renewing in 60 days view before the Monday digest so corrected dates do not create unnecessary follow-up.
- Use Notes for concise operational context such as a promised renewal date, not for sensitive information or unstructured payment details.
- Assign one manager or admin to review Lapsed records and decide whether each membership should remain lapsed or be reactivated.
- Check that each active record has a realistic renewal date; an old or missing date prevents the renewal workflow from reflecting reality.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does the Membership Roll template track?
It records each Member, Email, Type, Status, Renews date, Dues status, and Notes. Type options are Individual, Family, Student, Senior, and Corporate. Status is Active or Lapsed, while Dues is Paid, Due, or Overdue.
Who should add and maintain membership records?
Only managers and admins add records in this template, which keeps the register consistent and limits data entry to authorized staff. They can also edit or delete records when membership details change. Decide which roles own updates before rollout.
How often does the renewal process run?
The Weekly renewal list automation runs every Monday at 08:00 against the Renewing in 60 days view. It sends an AI summary digest titled Memberships up for renewal to the app owner. Staff can use the Renewal calendar for ongoing review between digests.
What happens when a membership becomes lapsed?
When a record's field changes to reflect a lapse, the Membership lapsed automation notifies the app owner. The record remains available in the Lapsed view so the team can review its history and decide whether to renew or close the relationship.
Can this replace a spreadsheet membership list?
It is designed to replace a basic spreadsheet or clipboard register with a working app in MangoApps. Typed fields, saved views, an overview screen, a calendar, and automations make renewal work easier to review. It is not a downloadable document or an export.
Can we customize member categories and fields?
The template starts with five Type options, two Status options, three Dues options, and the listed member fields. Your team can review the setup in a demo and determine which labels or fields should match its membership policy. Keep required fields focused on information needed for renewal decisions.
Does the template integrate with payment or email systems?
The supplied app includes a Monday digest to the app owner and a notification when a field changes to indicate a lapse. No payment processor, external email integration, or other integration is included in this template definition. Confirm any additional workflow requirements during a demo.
What is a common mistake when using this register?
A frequent mistake is leaving Status as Active after the Renews date has passed or failing to update Dues from Due or Overdue. Another is entering inconsistent Type values outside the provided options. Assign a manager or admin to review the renewal views and update records promptly.
Is this suitable for regulated membership records?
This template is a general membership register and does not by itself establish compliance with a specific law or industry rule. If memberships support access to a regulated or secure environment, align field retention, permissions, and review practices with the applicable organizational policy. Avoid storing sensitive information in Notes unless it is necessary and authorized.
Related templates
Ready to use this template?
Membership Roll runs on a platform app included with every MangoApps plan — pick a suite and it comes along.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
