An Honest Comparison
Spreadsheets are free, flexible and familiar. There are legitimate reasons clubs use them. But they also have significant limitations that become painful as clubs grow. Here's an objective look at both approaches.
Feature Comparison
| Capability | Spreadsheets | Clubnest |
|---|---|---|
| Member Database | Manual entry and updates. Version conflicts if shared. | Single live database. Members self-update their details. |
| Online Joining | Not possible. Manual form → email → entry. | Members join online, pay and get instant confirmation. |
| Renewal Reminders | Manual emails. Copy addresses, remember to send. | Automated reminders at intervals you set. |
| Online Payments | Not integrated. Bank transfers, cheques, cash. | Built-in card payments. Instant receipts. |
| Member Self-Service | Not possible. All requests go to secretary. | Members manage their own details, permits, family. |
| Day Tickets | Paper tickets or manual tracking. | QR tickets, online sales, bailiff validation app. |
| Event Bookings | Email requests, manual lists. | Online booking with capacity management. |
| Communication | BCC email lists, no tracking. | Email and SMS with delivery analytics. |
| GDPR Compliance | Manual consent tracking, risky. | Built-in consent management, audit trails, exports. |
| Safeguarding (Juniors) | Paper forms, filing cabinets. | Digital consent, guardian links, incident logging. |
| Reporting | Manual formatting for committee. | One-click exports, treasurer dashboards. |
| Club Website | Separate tool, manually updated. | Built-in website, auto-updated content. |
| Audit Trail | Whoever last saved the file. | Full activity log: who did what, when. |
| Handover to New Committee | Find the files, explain the system. | Grant access, training videos, documentation. |
When Spreadsheets Work
- Very small clubs (under 20 members)
- No online payments needed
- Single person manages everything
- No juniors or safeguarding requirements
- Committee has strong spreadsheet skills
- No external ticket sales
When to Upgrade
- Growing beyond 50 members
- Members expect online services
- Multiple committee members need access
- Junior members with safeguarding needs
- GDPR compliance is a concern
- Day ticket or permit sales
- Committee handovers are painful
Cost Comparison
Spreadsheet Costs
- Software: Free (Google Sheets) or £60-120/year (Excel)
- Payment processing: Bank transfer free, but no card option
- Time cost: 5-15 hours/month volunteer time
- Risk cost: GDPR fines, lost data, version conflicts
The hidden cost is volunteer time and operational risk.
Clubnest Costs
- Platform: Free for volunteer clubs with no payments
- Transaction fee: 5% on payments (includes all features)
- Time cost: 1-3 hours/month (mostly automated)
- Risk cost: Compliance tools built in
Pay nothing until you're taking payments. Then 5% covers everything.
Time Comparison (Per Month)
Estimated monthly saving: 8-15 hours of volunteer time
Ready to Compare for Yourself?
Import your spreadsheet into Clubnest and see how it works with your actual data. Free migration support included.
Related: Migrate from Spreadsheets, Why Go Digital, Buying Guide, All Features.