One review. Clearer responsibilities.
For each area, write down the issue, who owns it and when it needs to be completed. Review exceptions first. Routine reminders and record updates can be automated; membership approvals, financial oversight and safety decisions still need the responsible people.
Membership and families
Review renewals due, incomplete joining requirements and family links. Confirm who handles exceptions.
The result: A current membership position and a clear list of people who need a decision.
Money and payment follow-through
Review unmatched or pending transactions across dues, coaching, groups, entries and orders. Check the record before chasing a member.
The result: Follow up on the right amount without asking someone to pay twice.
Coaching and programs
Check session capacity, instructor availability, consent requirements and participant information. Review waitlists and released places.
The result: Coaches can prepare with a usable participant list.
Private groups and visitors
Confirm the organizer, required guest registrations, payment status, equipment needs and assigned staff.
The result: Know what the group needs before it arrives.
Competitions and tournaments
Check registration status, divisions, capacity, officials and scoring arrangements. Assign responsibility for results review.
The result: A planned event with the official decisions clearly owned.
Calendar and communication
Check dates, closures, preparation instructions and public information. Make sure an activity change reaches affected participants.
The result: Members can find the current information without sending another enquiry.
Range, equipment and maintenance
Review due service tasks, member-reported issues and overdue work. A qualified person must assess safety and complete repairs or inspections.
The result: Problems become assigned work; software does not substitute for a safety judgment.
Staff and volunteers
Give each task an owner, a due date and the information needed to complete it. Review unresolved work and handovers.
The result: Less dependence on one volunteer remembering everything.
Member experience and follow-up
Check unresolved enquiries, participation reminders and relevant opportunities for members to return. Keep marketing permission separate from service messages.
The result: Useful follow-up without repeatedly rebuilding contact lists.
Records, privacy and access
Remove permissions when a role ends, review appropriate access to member records and keep essential operational information available. Use the club’s approved emergency procedures.
The result: Better continuity while keeping personal information with the people who need it.
Before importing a member CSV
Use the actual import template supplied for your club’s installation. Check required fields, duplicate people, dates and family relationships against those instructions. Confirm your authority to process the information and restrict who can access the file. Address validation errors and verify the imported records before relying on them.
This checklist is preparation guidance, not an import schema. Do not treat an example spreadsheet or a guessed column name as an accepted template.
Read CSV onboarding guidanceWhat should be automated?
Start with repetitive follow-through: checking completed requirements, matching payment status, sending the appropriate confirmation, reminding the right person and creating due tasks. A workflow should stop or change when its conditions change, rather than continue sending obsolete messages.
Archery Manager connects those steps across club management. Explore real workflow descriptions, the Admin system and the Members app to see where the system acts and where your club decides.
Explore archery club automationAdapt this resource to your club’s circumstances and governing requirements. It is not a range-safety inspection, safeguarding policy, legal advice or a substitute for professional judgment.