Standardising Membership Databases for App Compatibility

27 March 2025

As more clubs adopt the digital membership card within the Clubs New Zealand app, we’ve encountered some unusual membership numbering systems. To ensure seamless integration with door access systems, point-of-sale (POS) systems, and other club technologies, it’s essential to follow a standardized approach to managing your membership database.

Membership Number Formatting

To maintain compatibility, membership numbers should contain only the number itself—no extra characters, leading zeroes, dashes, or special symbols.

✅ Correct Format: Member 56 → 56
❌ Incorrect Formats: 0056, 056, 3700056

By following this format, you’ll prevent system errors and ensure smooth functionality across all platforms.

The only exception for removing leading zeros is RSA issued member numbers with leading zeroes.

Please do not Change a Members Number Annually

Each member should be assigned a unique membership number that remains the same for the duration of their membership. Please Do not change a member’s number each year when they renew. Their number should stay consistent to avoid confusion and ensure their digital membership card, door access, and other integrations continue to work correctly.

Changing or even recycling numbers can cause major issues with app functionality, door systems, and POS records, leading to unnecessary frustration for both members and administrators.

Managing Life Memberships

For Life Members, we recommend setting their membership expiry date to 1 January 2099. This eliminates the need for annual updates and avoids unnecessary confusion when members mistakenly believe their membership has expired.

Keeping Member Records Up to Date

To prevent issues when members download or update their digital membership card, we need access to an up-to-date membership list. Rather than handling requests manually every time a member has trouble accessing the app, you can send us an Excel (or CSV) file with the following columns:

• FIRST NAME

• LAST NAME

• MEMBERSHIP NUMBER (formatted as per the above guidelines)

• EMAIL ADDRESS (Each member must have a unique email address for the app. If members currently share an email, they should create a free Gmail account to access their digital card.)

• EXPIRY DATE

• MEMBER TYPE (Optional – e.g., Life Member. If unspecified, the default will be “Full Member.”)

By providing this information upfront, members can instantly access their digital cards without back-and-forth emails between your club and our support team. This saves time for everyone and enhances the overall member experience.

If you have any questions or need any assistance with the above please contact Leigh Williams by emailing leigh@clubsnz.com