Stop Running Your Club on a Spreadsheet
Rosterkeeper for Clubs is a free WordPress plugin built for volunteer-run clubs — track members, collect dues online, and stop chasing renewals by hand.
New to WordPress or want to see how it works? Read the step-by-step setup guide.
You didn't sign up to be a database administrator.
You joined the club to organize rides, run events, or just hang out with people who like the same weird hobby you do. Somehow you ended up in charge of membership too, and now:
- ✕ Your "member list" is a spreadsheet that's always one version behind the real one
- ✕ Renewals happen whenever someone remembers to Venmo you, if they remember at all
- ✕ New members fill out a paper form, or email you, and you re-type it all in yourself
- ✕ Emailing "just the members whose dues lapsed" means cross-referencing two lists you don't fully trust
- ✕ Your actual payment collection is a PayPal.me link and a prayer
The Fix
A plugin built for exactly this job.
Rosterkeeper for Clubs is built specifically for clubs like yours — not a bloated CRM you have to bend into shape, not a SaaS tool for businesses ten times your size. Just membership management, done right. Install it, set it up in about ten minutes, and your club finally has a real system — one your members interact with directly, instead of everything routing through you.
✓ Free, forever — no catchEverything you need to run your club
No trial, no feature-limited "starter" tier — this is the whole thing. See the free setup guide →
A real member directory
A searchable, sortable public roster — you choose exactly which fields show up publicly.
Online join & renewal
Members sign up and pay dues right on your site with PayPal, a card, Apple Pay or Google Pay — verified, real payment, no honor system.
Pricing your way
A fixed season, a simple rolling annual fee, or free membership — configurable in a few clicks.
Members help themselves
They can update their own info or resend their own welcome email — without emailing you about it.
Waivers built in
Every join and renewal requires agreeing to your club's actual terms — no separate paper form to track down.
It's actually yours
Every label is customizable — works for a bike club, a garden club, or a book club, not just the one it was built for.
Bring your roster with you
Already have a spreadsheet? Import it straight in with column mapping, no manual re-typing — fully functional in the free version, no strings attached.
Nudge a member yourself
A "Send Renewal Notice" button sits right next to every member, with a log of who's already been reminded — a real tool for that one member whose email went to spam.
Rosterkeeper for Clubs PRO
The free plugin runs your whole membership operation. PRO is for the stuff that saves you real time once your club actually has a roster worth managing. See the PRO setup guide →
CSV export & import control
Full backup or reporting, anytime, one click — plus the choice to skip or update on re-import (the free version always updates existing members automatically).
Merge supplemental data
Got a second spreadsheet with missing emails or phone numbers? Match it in by name and fill in only what's blank.
Bulk email
Message active members, lapsed members, or everyone at once — right from WordPress.
Automated renewal reminders
Up to four notice emails per member — timed however you like before and after expiration — sent automatically. Set it up once and stop chasing renewals by hand.
Digital membership card
Every member gets a private card page on their phone: no app, no password. It shows their status and valid-through date and can be saved to the home screen. Members open it with their member number and last name and the same secure email link they already use to update their record.
Club activities, with emergency contacts at hand
Any member can start a ride, outing or trip and share a link or QR code, and a host can add co-hosts to help run it or hand it off. From 15 minutes before the start, everyone on it can see who is there and reach anyone’s emergency contact in one tap. Every look is logged and the host is told, and access closes on its own. Guests join with your club waiver and the host approves each one.
Rosterkeeper for Clubs PRO+
PRO+ includes everything in PRO, plus a guided setup that builds your club's public website for you — so "we don't have a WordPress site" stops being the reason you're still on spreadsheets. See exactly how setup works, step by step →
Guided site setup wizard
Upload your logo and a hero photo, pick colors (it can suggest palettes from your own logo), choose fonts and a homepage layout. No design skills, no page builder.
A club website theme, included
A clean, mobile-friendly theme built for clubs: hero banner (one photo or a slideshow of up to four), welcome section, "why join us" highlights, social media icons, and a join button that connects straight to your member signup.
Built-in events calendar
Every event is its own card with a calendar-style date badge, with times, location, map link, cost or "free," and an RSVP link. Long lists split into pages of 20, and past events move to an archive on their own.
A PDF document library
Move your old newsletters and meeting minutes over in one go: drop in a folder of PDFs and the dates and titles are filled in from the file names. Each category gets its own page, listed by year with a search box. Keep a page private with a WordPress password.
PRO plugin bundled in
Renewal reminders, bulk email, and CSV import/export are all included — one plan covers the whole toolkit.
See it built, start to finish
Our free step-by-step guide starts with a brand-new WordPress site and ends with a finished club website: join form, online payments, member list, events calendar, document library, digital membership cards and club activities. Every step has a screenshot and plain-English instructions. Most people finish in one to two hours.
Read the setup guide
Where Rosterkeeper fits, honestly
Most clubs choose between a spreadsheet, a hosted membership platform, or a plugin on their own WordPress site. Here is how they compare for a club of about 100 members.
Swipe sideways to see every column →
| Feature | Spreadsheet + PayPal | ClubExpress | Wild Apricot | Rosterkeeper for Clubs |
|---|---|---|---|---|
| Software cost for about 100 members | $0 in software, plus the time it takes (see below) | About $504 per year 42¢ per member per month |
$713–$792 per year $59.40–$66 per month for 100 contacts |
Free plugin: $0 PRO $69/year PRO+ $149/year One-time purchases are also available |
| How you are billed | — | Per member, per month (minimum $24 per month) | Per contact, per month, not per member | One flat price. No per-member or per-contact fees |
| Your website | Whatever you already have | Hosted for you | Website builder included | Runs inside your own WordPress site PRO+ adds a club website theme and setup wizard |
| Online dues and renewals | By hand: you match PayPal payments to names yourself | Included | Included | Included in the free plugin: join and renewal forms with PayPal, card, Apple Pay and Google Pay, verified automatically |
| Where your member data lives | A file someone has to share and protect | On their platform | On their platform | In your own WordPress database |
| Best fit | Very small clubs with one dependable, long-term volunteer | Clubs that want everything hosted, with no website of their own | Clubs that want hosted software with a website builder and mobile apps | Clubs that have, or want, a WordPress site and prefer low, predictable costs and owning their data |
When a hosted platform is the better choice: if you do not have a website and do not want to run WordPress, or you need paid event registration built in, ClubExpress and Wild Apricot are made for that. Rosterkeeper's events calendar (PRO+) lists events with an RSVP link; it does not take event payments. Rosterkeeper fits best when your club already runs, or wants, its own WordPress site.
The spreadsheet is not really free
A spreadsheet and PayPal cost nothing to start. The price shows up later, in gaps and workload:
- Payments and names are matched by hand, so mistakes mean chasing members who already paid, or leaving off members who did not.
- Expiration dates sit in a column nobody is reminded about, so lapses go unnoticed until someone complains.
- Renewal reminders only happen when a volunteer remembers to send them.
- Members cannot update their own address or phone, so the roster goes stale.
- The file gets emailed around, with no control over who holds a copy of everyone's contact details.
- The whole process lives in one person's head. When they step down, so does the system.
None of it is hard. It simply adds up to extra hours every renewal season, and the gaps show up at the worst moments.
Prices checked October 2026 on each company's own pricing page (ClubExpress, Wild Apricot). Prices change, so check before you decide. Wild Apricot plans are priced by contact count; the figures shown are for 100 contacts. Online payments involve fees from your payment provider whichever option you choose, and Rosterkeeper needs your own WordPress hosting, which is not included in its price. Rosterkeeper for Clubs is not affiliated with ClubExpress or Wild Apricot; those names belong to their owners.
Start free. Upgrade when your club needs more.
The free plugin is a complete membership system. PRO and PRO+ are available as a simple annual subscription or a one-time purchase, through Freemius's secure checkout.
Free, no expiration
- Online member roster
- Verified dues collection: PayPal, card, Apple Pay, Google Pay
- Self-service member renewals
Billed annually
- Everything in Free, plus:
- Automated renewal reminders
- Bulk email to your members
- CSV export & import control
- Merge supplemental data
Billed annually
- Everything in PRO, plus:
- Guided site setup wizard
- Club website theme
- Built-in events calendar
- PDF document library
The free plugin is yours to try first, with no card needed, so you can see that it works before you pay for anything. Annual subscriptions renew each year and one-time purchases never renew; both are handled through Freemius, and checkout opens right here on this page.
Would you rather have it done for you? Done-for-you setup is a one-time $75 →
Want it set up for you?
A consultant-style installation and setup service for PRO and PRO+ customers. We install Rosterkeeper on your WordPress site and get it configured, so you can start adding members without the learning curve.
Available to PRO and PRO+ customers. After you pay, we’ll follow up by email to get started.
Frequently asked questions
Do I need the free plugin first?+
No. You can start with the free plugin from WordPress.org and upgrade whenever your club is ready, or buy PRO right away. Either way you end up running the same Rosterkeeper for Clubs plugin. Upgrading from the free version installs the PRO version in its place and keeps all of your members and settings. If you buy first, your license email includes the download and the license key to enter after you install.
Who can see members’ emergency contacts?+
Only people who have joined the same activity, and only from 15 minutes before it starts until it closes (8 hours after the start, or sooner if the host ends it). Each contact stays hidden until someone taps for it. Every look is logged, the host is told by a banner and an email, and members can see who looked at their own information. Guests’ contact details are deleted from your site 30 days after the activity.
Is this a subscription?+
Your choice. PRO and PRO+ are available as an annual subscription that renews each year, or as a one-time purchase with no renewals. Both are handled through Freemius, our secure checkout and licensing partner. The free plugin has no cost and no expiration — it keeps working whether or not you ever subscribe.
Is there a free trial?+
PRO includes a 7-day free trial that you can start from inside the plugin, with no payment details needed. PRO+ has no trial, but it is covered by the same money-back guarantee as PRO. The free plugin never expires, so you can also just keep using it.
What's the difference between PRO and PRO+?+
PRO adds automated renewal reminders, bulk email to your members, CSV export, control over whether a re-import skips or updates existing members, and a merge tool for supplemental data. (CSV import itself is free.) PRO+ includes all of that, plus a guided setup wizard, a club website theme, a built-in events calendar, and a PDF document library for newsletters and meeting minutes — everything you need if your club doesn't have a website yet.
I'm not technical. Can I really build the site myself with PRO+?+
Yes. If you can fill in a form and upload a photo, you can do it. PRO+ starts you with a brand-new, empty WordPress site and a guided wizard asks for your club name, logo, photo, colors and wording, then builds your home page as you go. We wrote a free step-by-step guide with a screenshot for every step so you can see exactly what you will do before you buy. Most people finish in one to two hours.
Can you set it up for me?+
Yes. PRO and PRO+ customers can add our done-for-you installation and setup for a one-time $75. If you would rather do it yourself, PRO+ also comes with a free step-by-step guide.
Will this work with my site?+
If your site runs WordPress, yes. There's no special theme or setup required, and the free plugin runs the same way, so you can see how it fits your site before you ever pay for PRO.
What if I need help?+
Use the contact form below — every message gets a ticket number and goes straight to our support inbox.
What if my club doesn't need all the PRO features?+
Totally fine — the free plugin is a complete membership system on its own. PRO is there when (and if) you need it, not a requirement.
Have a question?
Send a message and we'll get back to you — every request gets its own ticket number so it's easy to reference.
Your club's membership deserves better than a spreadsheet.
Get started free — upgrade to PRO whenever you're ready for it.
Get it on WordPress.orgNo website yet? See how PRO+ builds one for you →