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Choosing a member app is more than just a technical decision; it influences internal collaboration, communication and efficiency within a club for many years to come. An unsuitable solution can quickly lead to acceptance problems, excessive administrative work or unnecessary costs. Good preparation ensures that the app not only ‘works’, but also optimally supports the actual requirements of the club.
Therefore, those responsible should consciously design the selection process and define clear criteria before comparing providers.
Common mistakes when choosing a Member App
Many clubs make their decisions hastily or without systematic evaluation. The following mistakes are particularly common and can be easily avoided:
1. Decision based solely on price
Cheap or free solutions may seem attractive, but they often do not cover the required functions. A selection driven too much by price leads to higher costs and additional effort in the long term.
2. Focus on ‘nice-to-have’ rather than core processes
Clubs are sometimes guided by additional features instead of clearly mapping the most important everyday processes: communication, appointments, group logic, roles.
3. Lack of a control group
If only one person makes the decision instead of involving a small test group, acceptance problems will arise later, especially among older members or departments with their own working methods.
4. Overlooking data protection requirements
Clubs often underestimate the importance of GDPR compliance. A lack of transparency on the part of the provider can lead to real risks later on.
5. Choosing a system that is too rigid or too complex
Some solutions allow for very little customisation. Others offer too many options that are difficult to understand. Both lead to frustration and often to the tool being abandoned.
Decision matrix for selecting a Member App
A decision matrix helps associations to evaluate providers objectively and document their selection in a transparent manner.
| Criterion |
Importance (1-5) |
Fulfilled? (yes/no) |
comment |
|---|---|---|---|
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member management |
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Groups & Roles |
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Communication (chat, news) |
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appointment management |
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GDPR compliance |
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Mobile usability |
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cost model |
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quality of support |
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scalability |
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Clubs can add to the table, prioritise and then evaluate which provider best meets their own needs.
Steps for selecting a Member App
1. Define requirements (must-haves vs. nice-to-haves)
Before clubs compare providers, they should clearly define which features are essential and which are optional.
- Which functions are indispensable (e.g. member management, communication module)
- Which functions are desirable (e.g. automation, role models)
- Which processes should be digital in future
- Who should primarily use the app (teams, departments, board, entire membership)
A clearly defined list of requirements ensures that clubs can quickly identify suitable providers and rule out irrelevant solutions at an early stage.
Why it is important
Without clear requirements, decisions are often made based on gut feeling or marketing promises, which later leads to functional gaps or acceptance problems.
2. Check the range of functions
The app is now being tested to see whether it meets the defined functional requirements.
- Does the app fulfil all relevant core functions?
- Are calendars, chat, groups and administration integrated?
- How well does the app work on mobile devices?
- Can permissions be controlled flexibly?
- Is a Member App with member management necessary?
The range of functions determines how well the app actually makes everyday club life easier.
Why it’s important
Many apps appear comprehensive at first glance, but prove to be inflexible. The depth of functionality determines how efficiently the club works in the long term.
3. Assess data protection and security
For associations, GDPR compliance is not just ‘nice to have’ but legally mandatory.
- Where are the servers located?
- Is the transmission encrypted?
- How transparent is the privacy policy?
- How is consent documented?
- What rights do administrators and members have?
A secure and legally compliant Member App protects data, members and the club itself.
Why it matters
Data breaches can have serious consequences. A secure app builds trust and prevents legal risks.
4. Test user-friendliness
A Member App is only successful if members enjoy using it.
- Is it intuitive to use?
- Is the interface clear and easy to understand?
- Can older members also use it without any problems?
- How much training is necessary?
High usability ensures faster implementation, less support requirements and a higher usage rate.
Why it matters
Even the best app will fail if members do not accept or understand it.
5. Compare costs and pricing structures
Clubs should compare prices, models and possible additional costs transparently.
- How much does the app cost per month or per year?
- Are there any hidden costs (modules, support, active users)?
- Are there discounts for voluntary or charitable organisations?
- Is the model suitable for small clubs or rather for large organisations?
A clear overview of costs prevents surprises and facilitates long-term calculations.
Why it is important
Price structures vary greatly, and the wrong decision can prove costly in the long term.
6. Check support and service quality
Good support determines how quickly problems are solved and questions answered.
- Is there support available in German?
- How fast are response times?
- Does the provider offer onboarding or training?
- Are there any tutorials, FAQs or knowledge bases?
Reliable support is particularly important for associations that are establishing or digitising structures.
Why it’s important
Many clubs underestimate support until they need it. Good support saves time and prevents frustration.
7. Make consistent use of the test phase
Most providers offer a demo or free trial period. This should not be done ‘on the side,’ but rather planned in a structured manner.
- Test actively with several members for 14–30 days
- Map typical processes (appointments, administration, messages)
- Collect feedback
- Making decisions based on data
A well-designed test prevents wrong decisions and shows whether the app really suits the club.
Why it is important
Many apps appear effective in theory but fail in practical testing. A well-organised test is the decisive factor for a successful launch.
Targeted selection of a Member App
Choosing a Member App is not a snap decision, but rather a strategic process. By systematically working through the seven steps on this checklist, you can avoid typical mistakes and gain a clear basis for your decision. It is important that clubs precisely define their requirements, critically examine the range of functions and data protection, and make consistent use of the test phase.
This turns a simple app selection into a structured decision-making process that leads to greater efficiency, stronger member participation and a noticeable reduction in the workload for volunteers in the long term. A good Member App adapts to the needs of the club, not the other way around.
Download checklist
Download our checklist as a PDF now!
Frequently asked questions (FAQ)
What criteria are most important when selecting a Member App?
Key criteria include: member management, communication, GDPR compliance, mobile usability, cost model and support quality. Clubs should clearly prioritise these points before making a comparison.
How can I find out which app is right for our club?
By going through the checklist step by step and then conducting at least one test phase with real members. Practical experience is the best indicator of suitability.
How long does it take to choose a Member App?
A structured selection process usually takes 2–6 weeks, depending on coordination, the trial phase and the complexity of the association.
Does price play a major role in your selection?
Price is important, but it should never be the main criterion. A cheap app that does not meet your requirements will generate more effort and costs in the long term.
What is the biggest mistake when choosing a Member App?
Many clubs make decisions based on gut feeling without defining their requirements. This results in a lack of direction, comparability and long-term planning security.
Can the same app work for small and large clubs?
Yes, if it is flexible enough. Solutions that can be scaled and expanded in a modular fashion (e.g. without rigid structures) are particularly suitable.
How important is the test phase?
Very important. A 14–30-day trial period shows how the app works in real everyday life and whether members can use it intuitively.
