Business tools, web and subscriptions
Membership Management Software for Nepali Clubs and Institutes
Keep every member, card, renewal and due fee in one system, check people in by QR and remind them before the membership lapses.
A club with four hundred members, a business association with annual dues or a training institute with monthly cardholders all share one job: knowing who is a member today, who has paid and who is due. In many Nepali organisations that knowledge lives in a register, a cashier's memory and a committee member's phone. Membership management software turns it into a record anyone authorised can check.
WebsNP configures the system for how your organisation works: membership types with their own fees and validity, Bikram Sambat renewal dates, printed or digital ID cards with QR codes, entry checks at the gate and reminders on WhatsApp or SMS before a card lapses. Receipts can be numbered and set up for 13% VAT where your body is registered and liable.
The committee sees active members, renewals due this month and dues outstanding in a few clicks. See our club and association software for accounts and meetings, the gym management software for fitness centres, or message us on WhatsApp for a demo.
Who Membership Management Software is for
Sports clubs and social clubs
You run annual and life memberships, guest passes and entry checks at the gate or the facility.
Business and professional associations
You collect yearly dues, track member status and issue certificates and ID cards.
Training institutes and libraries
You issue membership cards with a validity period and check entry or borrowing rights by QR.
Alumni, community and religious groups
You maintain a directory with contributions, events and a clean record of who belongs to which chapter.
Co-working spaces and private facilities
You sell monthly or quarterly passes and need check-in logs and renewal reminders.
Problems it solves
| The problem today | How the software fixes it |
|---|---|
| Nobody can say with confidence how many members are active today | Each member has a status that follows their expiry date, so the active count is a live figure rather than a debate. |
| Dues pile up because follow-up depends on a volunteer's free time | A due list and scheduled reminders go out on set days, with every payment posted against the member. |
| Cards are copied, lent or forged | Cards carry a unique QR code or number that is checked against the live record at entry. |
| Renewals start from the wrong date and members argue | Rules for renewal, late renewal and grace periods are set once and applied the same way every time. |
| Records change hands with each committee and details are lost | The database stays with the organisation, with role-based access and an activity log, whoever holds office. |
| Receipts are handwritten and the cash book never matches | Numbered receipts post to the accounts and the daily collection report shows cash against cheques and digital payments. |
Features and modules
Member records
Photo, contact details, address, family or company link, membership number and notes.
Membership types
Annual, life, student, family, corporate or your own categories with separate fees and validity.
ID cards
Print member cards with photo, number and QR code on your card layout.
QR check-in
Scan a card or phone QR at the gate to see status and record entry; manual lookup as a fallback.
Renewals
Renew from the member screen with the new expiry calculated by your rules, including grace and late periods.
Fees and dues
Part payments, advance payments, discounts, waivers and a pending dues list.
Reminders
Expiry and due reminders prepared for WhatsApp or SMS, sent to members who agreed to receive them.
Events and guests
Event registration, guest passes and attendance for members-only programmes.
Receipts and VAT
Numbered receipts that can be configured for 13% VAT where your body is registered.
Roles and logs
Access by role, with an activity log of edits, waivers and deletions.
Reports
Active, expired and new members, renewals due, collections by type and entry logs.
Built for how Nepal works
Bikram Sambat dates and fiscal year
Membership years often follow the Nepali fiscal year starting in Shrawan or a calendar of your own. Dates and reports can be shown in BS next to AD so the committee and members read the same thing.
Registered bodies and their rules
Clubs, associations and non-profits are registered under different laws and have their own audit and filing duties. The software keeps member and fee records tidy; confirm what you must file with the registering office and your auditor.
NPR, VAT and receipts
Fees are in NPR. Whether a membership fee attracts VAT depends on the body and the service, so confirm with the IRD or your accountant. Receipts can be configured with 13% VAT where it applies.
WhatsApp first communication
Members respond to WhatsApp faster than email or letters. Reminders are written for it, with SMS as a fallback, and sent only to members who agreed to receive them.
Committee changes and volunteers
Nepali organisations often change office-bearers every year or two. A central database with roles lets a new treasurer take over without a handover notebook.
How we get you started
- Demo on WhatsApp or video Tell us your membership types, number of members and how you check entry. We show a demo close to your organisation.
- Quote and agreement You receive a written quote after the demo, based on members, users, devices and customisation.
- Set-up and data import We add membership types, fees, card design and rules, and import your member list from a register or Excel sheet.
- Staff and committee training Gate staff, the cashier and the committee practise registering, renewing and checking members in on real examples.
- Go live with support We stay on call in the first weeks and help with the first renewal cycle and reminder run.
Get a demo and quote for Membership Management Software
Tell us about your business and we will reply the same working day with a demo and a clear quote. No obligation.
Chat on WhatsAppOr call / WhatsApp +977 9846280400
Guides: Membership Management Software
How to Choose Membership Management Software in Nepal
The right system fits your membership rules, not the other way round. Here is how to test that before you buy.
Read guide ›Membership Cards and QR Check-in: Setup Guide
A QR gate only works if the card, the scanner and the routine are planned together. This guide walks through each step.
Read guide ›Club and Association Membership Records in Nepal
Registered bodies in Nepal answer to a registering office, an auditor and their own members. Good membership records serve all three.
Read guide ›Membership Software vs Excel and Registers: Cost
Excel is free to open but costly to trust. Here is how to compare it with membership software using your own figures.
Read guide ›Membership Renewals: Reminders and Common Mistakes
Most members lapse because nobody asked them to renew in time. This checklist helps you fix the routine.
Read guide ›Frequently asked questions
Can members get a card with a QR code?
Yes. The system can print member cards with photo, number and QR code on a layout we set up with you. A scan at the gate shows the member status and records the entry. Printing depends on your card printer.
How are renewals calculated?
You set the rule once, for example renew from the old expiry date or from today, with a grace period for late payers. The system then calculates the new expiry for each renewal in the same way.
Can it send reminders on WhatsApp?
It is designed to prepare expiry and due reminders from templates you edit. Delivery depends on the WhatsApp or SMS sending method you set up with us, and reminders should go only to members who agreed to receive them.
Can I handle different membership types?
Yes. Each type has its own fee, validity and benefits, such as annual, life, student or corporate. Family and company memberships can link several people to one account.
Can I import my existing member list?
Yes. We import names, phones, join dates, types and expiry dates from a sheet. Handwritten registers are typed in during set-up, and the time depends on the size of the list.
Can I run more than one chapter or branch?
Yes. You can keep one member database with chapter-wise reports and staff access limited by chapter. We plan how shared members work across chapters during the demo.
Is member data safe?
Access is by role, edits are logged and backups are discussed during set-up. You decide who can view contact details. Data protection duties remain with your organisation, so check current rules with a professional.
What does it cost?
Price depends on the number of members, users, devices, chapters and customisation, so we quote after a demo instead of publishing a fixed rate. Message us on WhatsApp to ask.