Free Club Membership Tracker (Excel Template)

What the club membership tracker looks like

This is the Payments sheet in early October, with the example members that come in the file. You type the amounts. The colours, the Outstanding column and the Status column fill in on their own.

Green is paid. Amber is the current month, still open. Red is a month that has passed without the full fee, which is why George's part payment of 20 in September stays red until it is topped up.

What is inside the file

Four working sheets and a short page of instructions.

Members

One row per member: name, date of birth, gender, a contact person with email and phone (the parent, for juniors), group, the date they joined, their monthly fee, and whether they are active. Sort it and filter it any way you like; the other sheets find each member by name, so nothing shifts.

Payments

One row per member, one column per month. You type what they paid, and the sheet compares it with that member's fee. On the right you see what each member has paid this year, what is outstanding, and a status of paid, pending or overdue. Someone who joined in April is not chased for January.

Attendance

One column per training session. Mark X for present and A for absent, and leave the cell empty when the session was for another group. Each member's attendance percentage counts only the sessions that applied to them, so an Under 12 group and an adult group can share one sheet.

Overview

Nothing to type here. It shows active members, what you expected and collected this month, what you collected this year, the total outstanding, average attendance, and a list of who is overdue and by how much. This is the sheet to open at a committee meeting.

How to set it up

1. Download the file and save your own copy. Clear the grey example rows on Members, Payments and Attendance.
2. Fill in the Members sheet. Add each member's monthly fee and the date they joined. Type the date of birth as year, month, day (2014-03-21).
3. Set the year on the Payments sheet, then pick each member from the dropdown in the first column. Do the same on Attendance.
4. Keep it going. Type payments as they arrive and mark attendance after each session. Everything else updates on its own.

A 60-member club takes about half an hour if the names already sit in a list somewhere.

Download the Excel template

A weekly routine that keeps it accurate

The file is only as good as the habit around it. What works at most clubs: pick one evening a week, open the bank statement, and type in every fee payment that arrived. Cash taken at training goes in the same evening it changed hands, typed by whoever took it.

Then open the Overview sheet. The overdue list is your to-do list for the week: usually three or four parents to message, not thirty.

The tracker is built for the most common setup, one monthly fee per member. If your club also charges an annual membership, competition entries or kit fees, the two-sheet layout in our guide to how to track club member payments handles several fees per member.

When the file starts to feel like work

A spreadsheet carries a small club a long way. You will know it has reached its limit when two people edit it on the same evening and one version wins, when parents message you to ask whether they have paid, or when the overdue list is ready but the reminders still wait for you to write them one by one. Our guide to what a membership database is covers those signs in more detail, and the club membership management guide shows what the move looks like.

The Members sheet uses the same columns as the member import in ClubMon, so the file you have been keeping becomes your starting point. Save it with the Members sheet open, upload it under Members, match the columns, and your member list is in. From there, reminders go out automatically to members who are overdue, or you send one with one click, and members check their own payment status on the web or in the iOS and Android app. Starter is free for clubs up to 30 members; see pricing for larger clubs.

Frequently asked questions

Is the club membership tracker really free?

Yes. You download it without signing up or leaving an email address. Use it for your club, change it to fit, and pass it on to other clubs.

Does the template work in Google Sheets?

Yes. Upload the file to Google Drive and open it with Google Sheets. The formulas, colours and dropdowns carry over. It also opens in LibreOffice, and it has no macros.

Is this a club treasurer spreadsheet?

It covers the fee side of a treasurer's job: what every member owes, what they have paid, and what is still outstanding, month by month. The Overview sheet gives you the collected and outstanding totals for the committee. Keep the club's spending and bank balance in your usual accounts.

How do I track monthly subs or dues in Excel?

Give every member one row and every month one column, and type the amount paid, not a tick. Keep each member's fee next to their name and let a formula compare the two. That is what this template does: it colours each month and adds up what is outstanding for each member.

How many members and sessions does it hold?

250 members and 60 training sessions per file. For a new season or a new year, save a copy and clear the amounts and attendance marks.

What happens when a member joins mid year or leaves?

Fill in the date they joined and the tracker only counts fees from that month on. When someone leaves, set Active to No. They stop counting as owing anything, and their payment history stays in the file.