Run your association, not your spreadsheets: introducing Afiliacion
Membership and fee management built for associations, societies and clubs
Every association starts with good intentions and a spreadsheet. A secretary keeps the member list, a treasurer keeps the receipt book, and someone else keeps a mailing list in their personal email. It works, until the committee changes. Then the new office bearers inherit three files that don’t agree with each other, a stack of carbon-copy receipts, and no clear answer to the questions that matter most: Who are our members? Who has paid this year? Who can vote at the AGM?
Afiliacion was built to answer those questions in one place, for every committee that comes after you.
Why associations with members need a proper system
Your records have to outlive your committee.
Office bearers rotate every year or two. When member details, fee history and correspondence live in personal files and personal mailboxes, every handover loses something. Afiliacion keeps all of it in the association’s own system, and even sends email from the association’s own role mailboxes (secretary@, treasurer@) rather than from whoever holds the post this year.
Fees are your lifeblood, and chasing them is a chore.
Knowing who has paid, who hasn’t, and who is exempt shouldn’t take an evening of cross-checking. Afiliacion works it out from the receipts you’ve already issued, and can remind the members who are behind in a few clicks.
Members expect to be kept informed.
Notices for the AGM, announcements, receipts by email: members now expect what they get from every other organisation they belong to. Afiliacion gives each member their own account to see it all.
Your accounts need to stand up to scrutiny.
Treasurers have to present proper statements to the AGM and the auditors. Afiliacion records every fee and expense in a real double-entry ledger, so the reports are ready when you need them.
Managing your members
One register, set up your way
Keep every member’s details in one register: name and salutation (Datuk, Dr, Ir and so on), identity number, membership type and status, member since, contact details, residential and work addresses, employer and occupation. You define your own membership types (for example Ordinary, Life, Associate or Committee Member) and membership statuses, and mark which types are exempt from the annual fee. Need to track something specific to your association? Add your own custom fields and drop-down lists.
Automatic membership numbers and duplicate checks
New members get the next membership number in your own format (prefix, number and suffix), so numbers never clash. When someone is added or updated, Afiliacion warns you if another member already has the same name, identity number or email address, before a duplicate record gets created.
Bring your existing list in, take it out any time
Moving from a spreadsheet? Import members from Excel: download the template, fill it in, and Afiliacion checks every row and shows you a full preview (new members, updates, and any errors) before anything is saved. You can also use it to update existing members in bulk.
Export to Excel whenever you need a list: choose which types and statuses to include and which columns you want. An exported file can be edited and imported straight back.
A dashboard that shows the health of your membership
The Membership dashboard tells you at a glance:
- how many members you have, how many are active, and how many joined this year
- the percentage of active members who are paid up for the year, by membership type
- how many days until the next AGM, and how many members are in good standing
- new members per year over the last ten years
- where your members live, by state
- whether you can reach them: who has an email address or mobile number on file, and who has neither
AGM notices and announcements
Set the AGM date, venue and details once. Send the AGM notice by email to all active members, with personalised greetings (“Dear Datuk Ahmad”). Post announcements with a publish date and an expiry date, and pin the important ones to the top.
A personal account for every member
Every member can sign in to My Account to:
- see their membership details and whether their fees are paid for the year
- view and download every receipt they’ve been issued
- read current announcements and see the upcoming AGM
- see the notices that have been emailed to them
- keep their own address, phone numbers and email addresses up to date, and change their password
When a member updates their contact details, your Membership team is notified, so your register stays current without anyone retyping forms.
Managing fees and finances
Fee types that match your association
Set up your own fee types, categories and frequencies: annual subscriptions, entrance fees, life membership, event fees and more. Each fee type posts to the right income account automatically.
Professional receipts, sent instantly
Record a fee payment and Afiliacion issues a numbered receipt, with the amount in words, and emails it to the member with a link to view or download a PDF.
For annual fees it suggests the next subscription year for that member, so you don’t have to look it up. You can see when a member last viewed their receipt and resend it with one click.
New members can automatically receive a welcome email before their first receipt.
Know exactly who has paid
Because paid-up status comes straight from your receipts, the Fee Reminders screen, the Membership dashboard and each member’s own account always agree. Fee-exempt members are handled automatically.
Fee reminders in a few clicks
Pick the members who haven’t paid, review the list, and send fee reminders by email. Afiliacion queues the emails and sends them steadily in the background, shows the progress of each batch (sent, waiting, failed, no email on file), stops you from accidentally sending the same batch twice, and lets you cancel the rest of a batch if you need to.
Proper accounts, without needing an accountant on the committee
Behind the receipts sits a complete bookkeeping system:
- a chart of accounts set up for associations, with opening balances (importable from Excel)
- other receipts such as donations and sponsorships, payments, transfers between bank accounts, and journals
- approval of payments and transfers before they count, so no single person can spend the association’s money unchecked
- bank reconciliation against your bank statements
- a full audit trail: entries are voided with a reason, never silently deleted
Reports ready for the AGM
Produce a Trial Balance, Balance Sheet, Income Statement (for 1, 3, 6 or 12 months) and General Ledger at any time. Print them, save them as PDF, or export them to Excel for your auditors.
The Finance dashboard shows fees collected, expenses and bank balances for the last 30, 45 or 60 days, and anything still waiting for approval.
Built for committees, safe by design
- Roles for each office bearer. Give people Admin, Membership, Finance or Approver roles, so each person sees only what their job needs. Members without a role see only their own account.
- Email from the association’s own mailboxes. Set up separate sending accounts for Admin, Finance and Membership. If a mailbox stops working, for example after a password change, the Admin dashboard tells you straight away and explains how to fix it.
- Your own email templates. Edit the wording of receipts, reminders, AGM notices, welcome and password emails, with merge fields for each member’s name and salutation.
- An Admin dashboard with a setup checklist, so you can see what is configured, what needs attention, and how your outgoing email is doing.
- Simple subscription renewal. Renew your Afiliacion subscription online through the Deltatech Central portal with one click from the Admin screen, and request an invoice the same way. If a renewal is missed you get a 14-day grace period, and even after that your data stays fully viewable and exportable.
Spend less time on admin, and more on your members
Afiliacion gives your committee one trusted record of members and fees, emails that go out on time, accounts that balance, and a smooth handover every time office bearers change.
Ready to see it in action? Contact Deltatech for a demonstration.