Every ClubCensus Feature (Plan-by-Plan Guide)

Not listed = not stated on the pages we checked on 4 November 2026. A competitor may still offer it elsewhere. ClubCensus prices match /pricing (no GST line). Member Jungle and some vendors quote prices excluding GST where noted on their site.

Starter includes up to 300 members — a common size for community clubs upgrading from spreadsheets.

Think of a meeting as a chain: notice and agenda → papers → live meeting → minutes → tasks. On Free you can schedule meetings in the hub with Australian notice, proxy, quorum, and special-resolution fields, and keep notes. From Professional upward you add the board portal workflow most committees ask for.

Before the meeting, the secretary builds or duplicates an agenda, attaches papers from the document library, and (on Professional+) collates a board pack. Compliance scoring can show gaps — missing financial report, stale policy acknowledgement, COI snapshot — before anyone hits send.

Meet Space is where the meeting happens live: attendance, agenda items, decisions, and notes stay tied to that meeting record instead of a loose document.

Afterwards, minutes move Draft → Approved → Locked on Professional and Premium. Locked minutes are harder to alter casually, which matters when someone asks “what did we decide in March?” six months later.

Action items become board tasks with owners and due dates. Open tasks can carry forward so the next meeting starts with reality, not memory.

The member database holds your register: contact details, membership type, status, and roles. CSV import helps treasurers and secretaries avoid retyping a spreadsheet every season.

Members sign in to the member portal to update details where your rules allow, see events, and (when billing is enabled) view renewal and payment status.

Membership plans tie products to Stripe checkout — ClubCensus does not add its own transaction fee on top of Stripe’s processing.

Teams and groups help you target communications and events without maintaining five overlapping lists.

Pending join requests and member operations views help committees approve new members deliberately rather than through ad-hoc email.

Member pulse and engagement views give officers a read on activity — useful before an AGM when someone asks how many members actually participate.

My facilities (Starter+) lets members book courts, rooms, or bays where your club configures resources, often with signed iCal feeds per facility.

Notification preferences let members choose how they hear about club news within the channels your club enables, without exposing internal board threads.

Compliance Guardian tracks the credentials your club records for people in roles that need them — working-with-children checks and child-safety roles where your club configures them. It is one review screen for that evidence, found under Board.

Each requirement shows a plain status: On file, Expiring soon (inside a 90, 60 or 30 day window), Expired, Missing, or Needs review. Start with Expired and Missing, then work through anything expiring before your next junior season or AGM.

Statuses reflect what your club has recorded. ClubCensus does not check police, government or association databases, and Guardian is not a clearance certificate. It helps a secretary see gaps early and hand each one to an owner.

Duty rosters read the same credential gates, so a volunteer whose check has lapsed is easier to spot before they are rostered on a junior duty.

When a reviewer asks for evidence, the secretary can download a proof pack for people to review, then file the approved version in the document library.

Conflict-of-interest declarations and policy acknowledgements are separate registers (covered in the board portal section below). They sit beside Guardian rather than inside it.

Director voting records Yes, No, and Abstain on motions with a live tally. You can open motions between meetings, send reminders, and export a CSV from the voting screen for your records.

Board packs run Draft → Reviewed → Approved → Distributed. Per-director read tracking shows who opened the pack. Exported PDFs can carry a watermark with club name and timestamp when papers leave the portal.

The conflict-of-interest register holds annual declarations and per-meeting disclosures. Policy acknowledgement tracking shows which directors have read key policies before a decision.

Board evaluation and skills matrix support succession conversations without a separate spreadsheet.

The handover kit helps when the secretary or board turns over after an AGM — open compliance items and roles transfer with the job, not with one person’s inbox.

Grants tracker, club health score, and scheduled reports give treasurers and chairs board-oriented PDFs and digests without rebuilding slides from scratch each month.

Bill works inside your club workspace with the same permissions as the officer using it. Bill is not a substitute for legal or accounting advice — drafts and answers are starting points for human review.

On Free, Bill answers up to twenty questions per month from your uploaded documents where your role allows access. Free does not include drafting minutes into the locked Professional workflow.

From Starter upward, Bill has a higher monthly usage limit than Free. Drafting minutes into the meeting record and running Draft → Approved → Locked is part of Professional and Premium board tooling.

Bill can help structure notices and pack preparation from documents already in your library. Secretaries should read every draft before anything goes to members or directors.

Document Q&A respects role-based access: a member must not see board-only papers because of a casual question. Bill follows the same visibility rules as the rest of the app.

Secretary overdue digests (where enabled) surface outstanding governance work to the chair and secretary — a nudge, not an automatic send to the whole club.

Events support capacity limits, waitlists, and check-in on the day, so officers mark attendance against the guest list they already set up.

Facility bookings and duty rosters (Duty Market) sit behind Starter: volunteers can request swaps instead of texting the whole club.

Facilities can expose signed iCal calendar feeds so members subscribe in Apple Calendar, Google Calendar, or Outlook — useful for “when is the clubroom booked?” without logging in every time.

The Communications hub — bulk email to scoped audiences with open tracking — is Starter and above. Free tier includes a monthly cap on platform email sends for allowed paths; authentication emails are never blocked.

Finance views, invoices, and member payments stay permission-scoped. CSV exports exist for members and finance areas you are allowed to export — not a single “download entire club” button for every role.

Every upload is quarantined and scanned with ClamAV before it becomes readable in the club library. In production, scanning fails closed — a file that cannot be verified stays unavailable rather than slipping through.

The member database is hosted in Sydney (our database provider’s Sydney region). Some subprocessors still operate outside Australia — error monitoring uses Sentry in Germany (EU) as listed on /privacy and /trust.

Each club’s records are isolated: permissions and database rules are designed so one club cannot read another club’s data.

Premium adds advanced analytics (saved views and historical snapshots), API access keys for integrations, custom workflow automations, multi-site associations for linked clubs and group reporting, and support-agent escalation settings for complex associations.

Board elections through the advanced governance suite are Premium. Day-to-day director motion voting remains on Professional.

Assisted setup — optional on other plans — is included on Premium: onboarding help, member import, document load, and first meeting scheduling as described on /pricing.

The in-app help centre covers tasks officers perform every week. Support level rises from self-serve on Free to email on Starter and priority email on Professional and Premium.

Export paths are deliberate: member and finance CSV exports respect your role, so each officer sees the exports that match their job.

Public templates under /tools — agendas, AGM planning, committee handover — complement the in-app workflows and link from many resource articles.

Clubs change systems — treasurers rightly ask what happens to member data if they outgrow a tier or switch vendors. ClubCensus exposes exports where your role allows them: member lists, finance summaries, and governance records from the board portal.

There is no hidden “export everything” button for every login — least privilege means the treasurer sees finance exports the social secretary cannot. Plan migrations by exporting CSV from the old system, importing into ClubCensus, then validating a sample of members before you send the first bulk notice.

Documents uploaded to the library stay tied to permissions and virus-scan status; migrating files is usually “download from old, upload to new” with the same folder discipline you already use for constitution versions.

If you downgrade or cancel, read /terms and /privacy for retention — your committee should keep offline copies of locked minutes and the constitution regardless of vendor.

Assisted setup (optional on Free through Professional, included on Premium) is bought from the Billing page in your club settings — a person-led import and first-meeting scheduling package.

Plan gates are enforced on the server, not just hidden in the menu. If a page needs a higher plan, ClubCensus sends you to the pricing page for the plan that unlocks it.

Free to Starter: the Communications hub for bulk email, duty rosters with swap requests, facility bookings, and members booking facilities for themselves. Members rise from 100 to 300, admin seats from 3 to 6, storage from 500 MB to 5 GB, and the monthly platform email cap from 400 to 5,000. Support moves from self-serve help to email support.

Starter to Professional: the meeting planner, board packs, Meet Space, the minutes workflow, director voting, board tasks, the grants tracker, governance and handover tools, board evaluation, the annual COI register, policy acknowledgements, Compliance Guardian, reports, and the club health score. Members rise to 1,500, admin seats to 15, storage to 25 GB, and email to 20,000 a month, with priority email support.

Professional to Premium: advanced analytics, custom workflows, board elections through the advanced governance suite, API access keys, support escalation settings, and multi-site associations. There is no member or admin seat cap, storage rises to 100 GB, email to 50,000 a month, and assisted setup is included.

Everything on a lower plan stays available when you move up. Your meetings, members, and documents carry across; you do not rebuild anything.

Not listed = not stated on the pages we checked on 4 November 2026. A competitor may still offer it elsewhere. ClubCensus prices match /pricing (no GST line). Member Jungle and some vendors quote prices excluding GST where noted on their site.

Membership:

• Member database (Free): Searchable member records with roles, contact details, engagement views, pending approvals, and CSV import.

• Member portal (Free): Members sign in to update details, view club information, and interact with self-service flows.

• Membership plans & renewals (Free): Configure membership products, renewal cycles, and member-facing join flows tied to Stripe.

• Teams & groups (Free): Organise members into teams or groups for communications, events, and operational views.

• Engagement & pulse views (Free): Operational views for engagement tracking and member pulse summaries (committee visibility).

Committee & board:

• Board hub (Free): Landing surface for committee work — links into meetings, packs, compliance, and governance tools.

• Board directory (Free): Office-bearers and director contact directory aligned to your club structure.

• Meeting planner (Professional): Plan meeting cycles, linked documents, and preparation workflows for board secretaries.

• Board packs (Professional): Draft → reviewed → approved → distributed packs with compliance scoring, read tracking, and watermarked PDF export.

• Conflict-of-interest register (Professional): Annual declarations, reminders, and per-meeting conflict disclosures tied to board packs.

• Policy acknowledgement register (Professional): Track which directors acknowledged which policies before meetings and pack distribution.

• Board evaluation & skills matrix (Professional): Structured board evaluation and skills visibility for succession planning.

• Handover kit (Professional): Reassign open governance work when secretaries or boards change after an AGM.

• Board memory (Professional): Continuity surface for prior decisions and context across board terms.

Meetings & agendas:

• Meetings hub (Free): Schedule board and committee meetings with Australian notice fields, proxy, quorum, and special-resolution metadata.

• Meet Space (Professional): Run meetings from the live agenda through decisions, notes, and linked documents.

Minutes:

• Minutes workflow (Professional): Draft → approved → locked minutes with audit-minded history on Professional and Premium.

• Notes-only minutes (Free) (Free): Free tier supports basic meeting notes without the full Professional minutes lock workflow.

Voting:

• Director voting on motions (Professional): Yes / No / Abstain ballots with live tally, reminders, CSV export, and between-meeting motions.

• Board elections (advanced governance) (Premium): Premium advanced governance suite for formal board elections.

Documents:

• Document library (Free): Folder library with version history, controlled access, and club-scoped search.

• Document hierarchy & version control (Professional): Professional-grade version control and hierarchy for constitutions, policies, and board papers.

Finance & billing:

• Stripe member payments (Free): Collect membership and event payments via Stripe — ClubCensus does not add a platform transaction fee on top.

• Invoices (Free): Member invoicing and payment status inside the club workspace.

• Finance ledger & exports (Free): Operational finance views with CSV exports scoped to your permissions.

• Grants tracker (Professional): Track grant applications and reporting obligations for committee visibility.

• ClubCensus subscription billing (Free): Manage your ClubCensus plan, Stripe subscription, and assisted setup purchase.

Communications:

• Scoped club email (Starter): Send to member segments with open tracking; monthly send limits vary by plan.

• In-app notifications (Free): Member and admin notification centre inside the dashboard.

Bill:

• Bill — club secretary assistant (Free): Operational help inside your club workspace: draft minutes into meetings (paid tiers with minutes workflow), answer questions from uploaded club documents with role-based access, and surface secretary digests — always subject to officer review.

Operations:

• Events & check-in (Free): Events with capacity, waitlists, and on-site check-in.

• Facility bookings (Starter): Bookable resources with deposits and signed iCal feeds per facility.

• Duty rosters (Duty Market) (Starter): Volunteer duty assignments with member swap requests.

• Board tasks from minutes (Professional): Turn meeting actions into owned tasks with due dates and carry-forward.

Compliance & records:

• Compliance engine (Professional): Financial and governance gap visibility before packs go out (not legal advice).

• Compliance Guardian (WWCC & child safety) (Professional): Credential expiry tracking for child safety and WWCC where configured.

• Club health score (Professional): Board-oriented health indicators and operational scorecards.

• Reports & scheduled digests (Professional): Report catalogue, board PDFs, and scheduled delivery for officers.

Admin & roles:

• Roles & permissions (Free): Club-scoped roles and permissions with admin seat limits per plan. Each club’s data stays isolated from other clubs.

• Organisations & invites (Free): Multi-user club workspace with pending invites and org billing context.

Premium platform:

• Advanced analytics (Premium): Saved analytics views and historical snapshots (Premium).

• API access keys (Premium): Programmatic access for integrations (Premium).

• Custom workflows (Premium): Workflow builder for club automations (Premium).

• Multi-site associations (Premium): Link affiliated clubs, shared documents, and group reporting (Premium).

• Support agent escalation settings (Premium): Premium settings for routing support conversations to external channels (for example Slack or email handoff).

Uploads & security:

• Virus-scanned uploads (Free): Uploads are quarantined and scanned before anyone in the club can open them.

• Sydney database region (Free): Member database hosted in Sydney. Some processors may operate outside Australia — see Trust.

• Club-scoped isolation (Free): Each club’s records are kept separate at the database level and by club-scoped permissions, so other clubs never see your records.

Integrations:

• Stripe (Free): Stripe Checkout for platform plans and member payments.

• Assisted setup install (Free): Optional one-off assisted onboarding (included on Premium).

Public tools:

• Free governance tools (Free): Public templates and checklists under /tools (agendas, AGM planning, handover, and more).

Free (A$0): try the committee workflow with up to 100 members and 3 admins — meetings hub, virus-scanned library, member portal, Stripe payments, limited Bill.

Starter (A$49/mo): up to 300 members, bookings, duty rosters, Communications hub, a higher Bill usage limit.

Professional (A$199/mo): full board portal — packs, Meet Space, locked minutes, director voting, COI, Compliance Guardian, reports.

Premium (A$349/mo): elections, analytics, API, multi-site, automations, assisted setup included.

Most clubs that outgrow spreadsheets but do not yet need a full board portal land on Starter: three hundred members covers many community sport clubs, and the Communications hub is the first moment bulk email feels professional rather than BCC-from-Gmail.

Move to Professional when directors expect pack read receipts, locked minutes, and formal voting — the step where an audit or a dispute makes “we agreed in the WhatsApp thread” insufficient.

Premium is for associations managing multiple sites, custom automations, or board elections that need the advanced governance suite — not every volunteer club needs it on day one.