Contacts
Every member, volunteer, and supporter. One place.
No more spreadsheets. No more lost notebooks. A single searchable database that knows who's active, who's lapsed, and who forgot to update their phone number three years ago.
Sound familiar?
Three spreadsheets, two notebooks, and someone's personal email
Your contact list lives in five places. When the secretary changes, half the membership history walks out the door with them.
You don't know who's actually financial
Renewal emails go to people who left two years ago. Lapsed members slip through because nobody has time to cross-reference the payment records.
The same person appears four times with different details
Duplicates creep in every time someone registers for an event with a different email. You never know which record is the real one.
Built for how clubs actually manage people.
Not a generic CRM with membership bolted on. Every feature exists because a club admin asked for it.
One searchable database
Every member, supporter, volunteer, and committee member — searchable by name, email, membership status, group, or custom field in seconds.
Smart Groups that update themselves
Build rules like "current members who joined after January" and the group stays current automatically. No manual list maintenance.
Duplicate detection and merge
TidyHQ flags possible duplicates before they cause problems. Merge them in two clicks — history, payments, and notes combined into one record.
Family links
Connect parents and children across contacts. Parents can edit child profiles. Each family member has their own record, their own history.
Locked fields for data you control
Lock specific fields so members can't change them — accreditation numbers, membership levels, committee roles. You decide what's editable.
Contact types and categories
Track members, volunteers, sponsors, coaches, and life members each as distinct types. Filter and communicate by type, not by guesswork.
Document attachments
Store working-with-children checks, medical forms, and licences directly on a contact record. Always there when you need them at the gate.
Import, export, and rollback
Bring contacts in from CSV, PlayHQ, or GroupSpaces. Export anytime. Made a mistake? Roll back an entire import in one click.
Default system groups
New Members, Current Members, Churned Members — these groups exist from day one. No setup needed to see who joined, who stayed, and who left.
Smart Groups & Advanced Filters
Stop maintaining lists. Let rules do it.
Smart Groups are dynamic lists that update themselves based on rules you define. When a member renews, changes their details, or lapses — every group they belong to updates in real time. No more Sunday afternoons rebuilding spreadsheet filters.
Groups that clubs actually use.
These aren't hypothetical. Every one of these is a Smart Group a real club has built in TidyHQ.
Lapsed members (last 90 days)
Membership status = Expired AND Expiry date > 90 days ago
Used for: Targeted win-back email campaigns
Junior members turning 18 this year
Membership level = Junior AND Date of birth year = 2008
Used for: Transition to adult membership before season starts
Active members with no email
Membership status = Active AND Email = empty
Used for: Data quality cleanup — chase missing contact details
Committee members across all groups
Contact type = Committee member
Used for: AGM notices and governance communications
Why Smart Groups beat spreadsheet filters.
A spreadsheet filter is a snapshot — it shows you who matched at the moment you ran it. A Smart Group is alive. It updates every time your data changes. The difference matters when you're sending renewal reminders to 200 members and can't afford to miss someone who paid yesterday.
Rules update in real time
When a member renews, they move from your "Lapsed" group to "Current" automatically. No manual list editing.
Combine any field as a filter
Membership status, contact type, custom fields, date ranges, group membership — stack filters to find exactly who you need.
Use groups for targeted emails
Smart Groups feed directly into TidyHQ communications. Build the group once, email it whenever you need to.
Built-in groups from day one
New Members, Current Members, and Churned Members exist automatically. No setup required to segment your most important audiences.
Automatic duplicate flagging
TidyHQ scans your database and surfaces possible duplicates based on name, email, and phone matches. You review and merge — it does the detective work.
Two-click merge
Pick the primary record, click merge. Payment history, event attendance, notes, group memberships — everything combines into one clean profile.
Import rollback
Imported 300 contacts and realised the CSV was wrong? Roll back the entire import in one click. No other platform in this space offers this.
Locked fields prevent future mess
Lock fields like membership number, accreditation status, or committee role so they can't be changed by members. Keeps your data clean at the source.
Duplicate Detection & Data Quality
Clean data without the Sunday afternoon audit.
Every club has duplicates. Someone registers for an event with their work email. A volunteer gets added by two different committee members. Over time, your database fills with ghost records that make every email send less reliable and every report less accurate.
TidyHQ catches duplicates before they cause problems and gives you tools to merge them without losing any history. Most competitors either don't detect duplicates at all or charge extra for it.
What happens when you merge
- Payment history combined from both records
- Event attendance preserved
- Notes and communication history merged
- Group memberships retained from both
- Duplicate sent to trash (recoverable)
Contact management that actually manages contacts.
Most membership platforms give you a basic contact list and call it a database. TidyHQ gives you the tools to keep that data accurate, connected, and useful — without needing an enterprise budget or a dedicated data admin.
| Feature | TidyHQ | Wild Apricot | iMIS | JoinIt | Outseta | MemberPlanet |
|---|---|---|---|---|---|---|
| Automated duplicate detection | × | Paid add-on | × | × | × | |
| Two-click merge with full history | Manual | Paid add-on | Manual | × | × | |
| Smart Groups (rule-based, auto-updating) | Basic filters | Query-based | × | Segments | × | |
| Family links (parent-child profiles) | Bundles | Relationships | Group memberships | × | Circles | |
| Locked fields (admin-only data) | × | × | × | × | ||
| Import rollback | × | × | × | × | × | |
| Document attachments on contacts | × | × | × | × | ||
| Contact types and categories | Levels only | Types only | × | Types only | ||
| Default system groups (New, Current, Churned) | × | × | × | × | × | |
| Deceased member handling | × | × | × | × | ||
| Self-service profile updates | Via email link | |||||
| Part of full membership platform | Partial | SaaS-focused |
Why data quality matters for clubs
When your contact data is wrong, everything downstream breaks. Renewal emails go to the wrong address. AGM notices miss financial members. Compliance reports undercount your headcount. Wild Apricot and JoinIt give you a contact list — TidyHQ gives you a database you can trust, with the tools to keep it accurate as your membership changes.
180+ clubs
use TidyHQ Contacts as their single source of truth for member data — replacing spreadsheets, paper records, and disconnected email lists.
TidyHQ customer data, 2026
Customer Story
“TidyHQ has made our life easy in terms of keeping a tab on memberships and renewals.”
Sudhir Juneja
Co-founder and President, Point Cook Business Association
Contacts is the foundation. Everything else builds on it.
Every TidyHQ feature — memberships, events, communications, finances — reads from and writes to the same contact database.
One database. Every member accounted for.
Start free. No credit card. No setup fee. Import your spreadsheet and see every contact in one place in under ten minutes.