ClubCensus
Getting Started with ClubCensus: Records, Ownership, and Access
Moving day-to-day club work into a new system works best when the first steps are clear and limited in scope. You do not need to import decades of history on day one. Start with the people and records that support the next meeting cycle, keep ownership of your club’s data, and use export and access settings that suit how your board works.
Start with current work, not full history
A complete historical migration is rarely required before a club can benefit from ClubCensus. The more effective path is to establish a sound rhythm for the next board meeting and the records that support it, then bring older material across when it is actually needed.
Existing long-term archives can remain where they are for the time being. ClubCensus is most useful for current governance and operations.
A practical starting set
Begin with the people and documents that matter for the coming weeks: current board or committee roles, current members you work with day to day, the constitution and key policies, and the next board meeting on the calendar.
Include recent minutes if they are still open or needed for the next meeting. Historical folders can wait until a specific decision, enquiry, or handover requires them.
- ·Current board directory and appropriate permissions
- ·Current members for day-to-day administration
- ·Constitution, key policies, and recent minutes
- ·Next meeting: notice, agenda, pack, then minutes and tasks
Your club owns its data
Your club owns its data in ClubCensus. The service processes records so you can run meetings, membership, documents, and day-to-day operations. Your club decides what is stored and who may access it.
Clear ownership supports board confidence and orderly handover between secretaries and office-bearers.
Exporting records in usable formats
You can export records using the tools in the product so your club can keep usable copies for its own files and long-term retention. That supports audits, handovers, and boards that prefer an offline archive of key official papers.
It is good practice to export important packs and year-end materials as part of ordinary administration, not only if the club later changes systems.
After a paid plan is cancelled — Free plan or read-only
When the paid period ends, the club moves to the Free plan if it is within Free limits. If it is over those limits, the workspace is read-only until you upgrade or reduce members and admins — you can still view and download documents and manage billing.
While the club is an active subscriber, regular export of key official records remains a sensible part of good record-keeping.
Permissions under club administration
Your club decides who may view or manage board minutes, financial information, member details, and other sensitive records. Access follows the permissions you set and should be reviewed when people leave roles.
Invite people with the access level appropriate to their role. Administrative access should be limited to those who need it for club operations.
A simple first-month plan
Week one: club identity, board directory, and key documents. Week two: schedule the first meeting and prepare a pack from what you already hold. Week three: finalise minutes and assign actions. Week four: review who has access and which records you also wish to hold offline for archive.
By the end of the first month, most clubs can run the next meeting cycle in ClubCensus without attempting a full historical migration.
FAQ
- What if our club later chooses another arrangement?
- You retain ownership of your data. Export usable copies while you have access. After a paid plan ends, Free limits or read-only rules apply as described in Terms and Privacy.
- Should we import all historical members and minutes first?
- Usually no. Start with the current board, current members, and the next meeting cycle. Bring older history across when a real decision or enquiry needs it.
- Who decides access to sensitive board papers?
- Your club does. Set permissions carefully when you invite people, and update them when roles change.
