Member database
Members, families, membership types, join dates and who's financial, all in one place the committee can search.
Community group software: members, events & newsletters
Community groups: less admin for volunteers. More doing, less chasing.
The member list lives on the secretary's laptop, the treasurer chases renewals by email every July, RSVPs pile up in an inbox and the newsletter takes a whole Sunday. We build simple member, event and newsletter systems for community groups that any volunteer can pick up, then we host them and look after them.
Looking for community group membership software that volunteers will actually use?
Community groups run on a handful of dedicated volunteers who already give up their evenings. Yet most groups still keep members in a spreadsheet, take payments by bank transfer with a reference that just says "Bob" and send the newsletter by copying addresses into BCC. Then the committee changes at the AGM and half the records leave with the outgoing secretary.
Wollopit builds simple, custom systems for community groups and associations. Members join and renew online. Events take their own RSVPs. Newsletters go out in a few clicks. Committee records, minutes and grant paperwork stay with the group year after year, not in someone's personal Gmail. We connect the tools you already use, keep it simple enough for any volunteer and look after it on our own servers.
01The problems
What we hear from community groups
Does your community group have these problems? Here's how we'd fix them.
Most groups we talk to do brilliant work in their community and run the paperwork on goodwill, spreadsheets and a few tired volunteers. It holds together until the AGM or the grant deadline.
- The problemThe member list is always out of dateThree versions of the spreadsheet, two of them on old laptops. Nobody's sure who's financial or who moved away.How we fix itOne member database online with join dates, membership types and who's financial, kept current by members updating their own details.
- The problemRenewals chased by hand every yearThe treasurer emails everyone, follows up the stragglers, then follows up again. Some just quietly lapse.How we fix itAutomatic renewal reminders by email and SMS with a pay-now link. Members who don't renew get a gentle nudge before they lapse.
- The problemBank transfers nobody can matchPayments come in as "Membership" or "Bob" and the treasurer plays detective with the bank statement.How we fix itOnline card payments through Stripe or Square with receipts sent automatically and everything reconciled into Xero or MYOB.
- The problemRSVPs buried in the inboxWorking bees, fundraisers and sausage sizzles organised by reply-all, with a headcount guessed on the day.How we fix itEvent sign-ups with capacity limits, dietary notes, tickets if you need them and reminders the day before.
- The problemThe newsletter eats a whole SundayCopying stories into a Word doc, exporting a PDF and pasting 300 addresses into BCC.How we fix itA simple newsletter builder that pulls in upcoming events and news, sent to the right members with unsubscribes handled for you.
- The problemCommittee handovers lose everythingThe outgoing secretary leaves and takes the minutes, passwords and the only copy of the constitution.How we fix itA committee portal where minutes, policies, logins and records stay with the group, not the person.
- The problemThe AGM is a scrambleNotices sent late, proxy forms on paper, nobody's sure about quorum and the minutes take a month.How we fix itAn AGM toolkit with notices to financial members, online nominations and proxies, attendance for quorum and minute templates.
- The problemGrant paperwork scattered everywhereApplications in one inbox, acquittals due on dates no one wrote down and receipts in a shoebox.How we fix itA grant tracker with deadlines, reminders, budgets against spending and acquittal reports ready to send.
- The problemVolunteer rosters by group chat"Who can do Saturday?" posted five times and the same three people say yes every week.How we fix itOnline volunteer rosters where people pick their own shifts, swap them and get an SMS reminder.
- The problemThe website still shows last year's eventsOnly one person knows how to update it and they're overseas until March.How we fix itA website that pulls events and news straight from your system, so it stays current without anyone logging in.
02What we build
Solutions
What we build for community groups. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online join & renewals
A join form on your website, renewal reminders and pay-now links, with membership cards sent automatically.
Payments & reconciliation
Card payments, receipts and donations through Stripe or Square, reconciled into Xero or MYOB.
Event sign-ups
RSVPs, tickets, capacity limits, waitlists and QR check-in for fundraisers, working bees and socials.
Newsletters
Easy templates that pull in events and news, sent by email to the right member groups.
SMS & group messages
Quick SMS blasts for rain cancellations and reminders, sent to members, volunteers or the committee.
Committee portal
Minutes, agendas, policies, the constitution and shared logins kept safely from one committee to the next.
AGM toolkit
Notices, nominations, proxies, attendance for quorum and minute templates that make the AGM painless.
Grant tracker
Applications, deadlines, budgets, spending and acquittal reports in one place with reminders before they're due.
Volunteer rosters
Shifts people claim themselves, swap requests, reminders and volunteer hours logged for reports.
Hall & equipment bookings
Book the hall, the trailer or the marquee online with a shared calendar, hire forms and bond tracking.
A website that stays current
Hand-built, quick on mobile, with events, news and join buttons that update themselves.
03The systems
The big ones
Your whole group, on one simple system.
These are the systems community groups ask us about most. Each one works on its own and they get properly handy when they're joined up.
Membership
Members who join and renew themselves.
A member database the whole committee can trust. People join on your website, pay by card and renew when the reminder lands, so the treasurer stops chasing and always knows who's financial.
- Online join form on your website
- Individual, family and concession types
- Automatic renewal reminders
- Card payments with receipts
- Members update their own details
- Who's financial at a glance
- Digital membership cards
- Reconciled into Xero or MYOB
- Lapsed member follow-ups
- Exports for insurance and reports
Events
Working bees, fundraisers and socials that fill themselves.
Create an event once and it shows on your website and in the newsletter with sign-ups built in. You get a real headcount, dietary notes and reminders that go out without anyone remembering to send them.
- Free RSVPs or paid tickets
- Capacity limits and waitlists
- Dietary and accessibility notes
- Member and non-member pricing
- Recurring events and meetings
- QR check-in at the door
- Reminders by email and SMS
- Shown on your website automatically
- Volunteer shifts attached to events
- Takings and attendance per event
Newsletters & messages
The newsletter in twenty minutes, not a Sunday.
A simple builder with your branding that pulls in upcoming events and recent news. Send it to everyone or just one group. Fire off an SMS when the rain cancels Saturday.
- Templates in your group's branding
- Events and news pulled in automatically
- Send to members, volunteers or committee
- SMS blasts for last-minute changes
- Unsubscribes handled for you
- Open and click reports
- Newsletter archive on your website
- Works alongside Mailchimp if you like it
Committee, AGM & grants
Records that survive the AGM.
Minutes, policies, logins and grant paperwork belong to the group, so they live in a committee portal that's handed over with a click. The AGM runs itself and grant acquittals stop sneaking up on you.
- Minutes, agendas and action items
- Constitution and policies in one place
- Shared logins without sharing passwords
- Handover to the new committee in a click
- AGM notices to financial members
- Online nominations and proxies
- Attendance for quorum
- Grant deadlines and reminders
- Budget against actual spending
- Acquittal reports ready to send
04How it changes
Before and after
An AGM, wolloped.
Here's how AGM season could change. Every group runs a bit differently, so we map yours first.
Before
- Work out who's financial from three spreadsheets
- Email the notice late and hope everyone gets it
- Paper proxy forms go missing
- Count heads on the night to check quorum
- Minutes typed up a month later
- Outgoing secretary leaves with the records
After
- Financial members listed in one click
- Notice goes out on time to the right people
- Nominations and proxies lodged online
- Attendance shows quorum before you start
- Minutes drafted from the template on the night
- New committee gets the portal handed over
05Services
Everything under one roof
Software, websites and systems for community groups.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for community groups
Built around how your community group actually runs: member database, online join & renewals and the admin in between, in one system you own.
Websites for community groups
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Community group system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for community groups
Payments & reconciliation and event sign-ups: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Google Workspace, Microsoft 365 and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your community group, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your group already relies on, work alongside platforms you're happy with or replace the ones making volunteers' lives harder.
- Google Workspace
- Microsoft 365
- Stripe
- Square
- PayPal
- Xero
- MYOB
- Mailchimp
- Eventbrite
- Humanitix
- TidyHQ
- SmartyGrants
- Google Forms
- Jotform
- Canva
- Google Maps
- Twilio SMS
- Zoom
- Dropbox
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your community group: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with your committee and volunteers, look at the spreadsheets and inboxes, then work out what's eating their time.
- 02
Archi-tech
We plan it before writing code: your members, renewals, events, newsletters, records, hosting and a budget that suits a small group.
- 03
Build
Real engineering kept simple for volunteers, shown to you early. Usually the most painful bit first, so you get a win before renewals or the AGM.
- 04
Look after
We host it, maintain it and keep improving it. When the committee changes or something breaks you call the people who built it.
08Questions
FAQ
Things community groups ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is it affordable for a small group?
We keep it simple and can stage it, so you start with the part that hurts most and add more when the budget allows. Some groups fund a stage through a community grant.
How much does a community group system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online renewals or event sign-ups can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
We already use TidyHQ, Mailchimp or spreadsheets. Do we have to switch?
No. If a platform is doing its job we build around it and connect it up. If it's holding you back we'll show you what moving would involve and bring your member records across for you.
Our volunteers aren't very techy. Will they cope?
That's who we design for. Big buttons, plain words and only the screens each person needs. If someone can use email on their phone they can use this.
What happens when the committee changes?
The system belongs to the group, not a person. Outgoing committee members lose access, new ones get it and every record, minute and login stays put.
Is our members' information kept private?
Yes. Member details sit on secure managed servers, each volunteer only sees what their role needs and nothing lives in personal inboxes anymore.
Can members update their own details?
Yes. Members can log in to change their address, phone or email, renew and see their events, which keeps your list current without anyone typing it in.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most community groups we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a community group problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.