Contacts & Member Database
Know every member. Not just their name.
Renewals, event attendance, committee roles, family links, compliance docs — a complete picture of every person in your organisation. Smart groups and targeted communications built in. No CRM needed.
No credit card required. Set up in minutes.
Trusted by 10,000+ organisations across 32 countries.
Sound familiar?
You need more than a spreadsheet but less hassle than enterprise software.
Your spreadsheet stopped scaling at 50 members
Your contact list lives in five places. When the secretary changes, half the membership history walks out the door with them. Every AGM season you rebuild the same filters from scratch.
You tried a CRM — it wanted you to track "deals"
Generic CRMs speak sales pipelines and lead scores. You just need to know who's financial, who's lapsed, and which junior members turn 18 before next season.
You can't trust your own data
Duplicates, missing emails, expired details. Every renewal reminder, every compliance report, every AGM notice is less reliable than it should be.
CRM smarts. Membership language.
Everything you'd expect from a CRM — segmentation, targeted communications, contact history, custom fields — built for people who manage members, not sales pipelines.
One searchable database
Search by name, membership status, group, custom field, or any combination. Find "all active seniors in the North region with a first-aid cert" in seconds — not a Sunday afternoon.
Smart Groups that power everything
Build rules like "lapsed members in the last 90 days" and the group stays current automatically. Then email it, SMS it, or use it to control shop pricing and intranet access.
Duplicate detection and merge
TidyHQ flags duplicates by name, email, or phone before they cause problems. Merge in two clicks — payments, event attendance, notes, and group memberships all combine into one clean record.
Family links and relationships
Connect parents and children, couples, and associated organisations. Parents can edit child profiles. Family memberships auto-create the links for you.
Locked fields for compliance
Lock date of birth after age verification, Working with Children check numbers after validation, or accreditation status after review. Members see the data but can't change it.
Contact types that drive access
Members, volunteers, sponsors, coaches, life members — each as a distinct type. Different types can see different intranet pages, get different shop pricing, and receive different communications.
Documents on the record
Store working-with-children checks, medical forms, first-aid certificates, and licences directly on a contact. Always there when you need them at the gate or for a compliance audit.
Import, export, and rollback
Bring contacts in from CSV, PlayHQ, or GroupSpaces. Export anytime. Imported 300 contacts from the wrong file? Roll back the entire import in one click.
Membership lifecycle built in
New, Current, Renewed, and Churned groups exist from day one — feeding directly into your reports and communications. See who joined, who stayed, who lapsed, without building a single filter.
One database, six products
Your contacts power everything else.
Contacts isn't a standalone feature — it's the foundation. Every email, every event ticket, every membership renewal, every shop purchase reads from and writes to the same database. Change a detail once, it updates everywhere.
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, lapses, or updates their details — every group shifts automatically. And those groups don't just filter your database. They drive your email campaigns, SMS sends, shop pricing, and intranet access. Build the rule once. Everything downstream follows.
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: Win-back email campaign with personalised renewal link
Junior members turning 18 this year
Membership level = Junior AND Date of birth year = 2008
Used for: SMS reminder to transition to adult membership before season
Financial members — current season
Membership status = Active AND Subscription = Current year
Used for: Unlock member-only shop pricing and intranet access
Committee members across all groups
Contact type = Committee member
Used for: AGM notices, governance intranet pages, board-only communications
Active members with no email
Membership status = Active AND Email = empty
Used for: Data quality cleanup — chase missing contact details via SMS
Event attendees who aren't members yet
Event attendance > 0 AND Membership status = None
Used for: Targeted conversion campaign — they already know you
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, no stale data.
Combine any field as a filter
Membership status, contact type, custom fields, date of birth, event attendance, date ranges — stack filters to find exactly who you need.
One group, used everywhere
Smart Groups don't just filter — they power email campaigns, SMS sends, shop pricing tiers, and intranet access. Build the group once, use it across every TidyHQ feature.
Built-in lifecycle groups
New Members, Current Members, Renewed, and Churned exist from day one. These aren't just labels — they feed into reports and trigger communications automatically.
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.
Automated duplicate detection
Two-click merge with full history
Smart Groups (rule-based, auto-updating)
Family links (parent-child profiles)
Locked fields (admin-only data)
Import rollback
Document attachments on contacts
Contact types and categories
Default system groups (New, Current, Churned)
Deceased member handling
Self-service profile updates
Part of full membership platform
| 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.
One source of truth
A searchable member database that replaces spreadsheets, paper records, and disconnected email lists — with custom fields, smart groups, and a full history for every contact.
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
Frequently asked questions
Quick answers about Contacts in TidyHQ.
Yes. TidyHQ has a CSV import tool that maps your spreadsheet columns to contact fields. Most clubs complete their import in under 30 minutes, including membership types, custom fields, and payment status.
Yes. Members log into a self-service portal where they can update their email, phone, address, and other profile fields. Changes appear in your database immediately — no admin work required.
TidyHQ flags potential duplicates based on name and email. You can merge records with one click, keeping the most recent data from each. Import deduplication is also built in.
Yes. Your contact database holds anyone connected to your organisation — members, volunteers, sponsors, supporters, and event attendees. Use custom fields and groups to segment them however you need.
Yes. TidyHQ uses bank-level encryption for data at rest and in transit. Role-based permissions mean committee members only see what they need. You can export and delete data at any time to meet privacy obligations.
You can export all your contact data as a CSV file at any time — before, during, or after cancellation. Your data belongs to you. There are no lock-in contracts.
One database. Every feature connected.
Every TidyHQ feature reads from and writes to the same contact database. Update a detail once — memberships, events, communications, and shop all see the change instantly.
Replace your spreadsheet in ten minutes.
Import your CSV. See every member, their status, and their history in one searchable database. Smart Groups, targeted communications, and duplicate detection from day one. No credit card. No setup fee.