Membership and Loyalty Register

Who this is for

Every membership the household pays for, and every card it has forgotten it holds. One row per organisation with the member number, the type, when it renews and what it costs; the days to renewal are counted from today and the fees are totalled.

Households with a gym, a club, a museum pass, a breakdown cover, a warehouse card and a drawer of loyalty cards — and anyone who has paid a renewal for something nobody uses any more.

What this helps you track

• What memberships and cards exist, and whose they are
• The member number for each, so the card need not be found first
• When each one renews and how many days that is from today
• What each one costs at your own fee, and the total across the year
• Where the card or app lives, so it is there when the checkout asks

How to use it

1. Write the household or person and the date at the top.
2. Add one row per membership, pass or loyalty scheme: the organisation, the member number and whose it is.
3. Pick the type — membership, loyalty card, season ticket, subscription pass or other — so the list can be sorted.
4. Enter the renewal date and the fee you actually pay; days to renewal and the fee total are worked out in the browser and the workbook.
5. Tick paid when the renewal goes through, and write where the card or app is kept.
6. Look down the days column once a month and decide, before the money goes, whether each one stays.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What is the difference between this and the subscription tracker?

The subscription tracker is about recurring payments and what they add up to each month. This register is about belonging: the member number, the card, the pass, the scheme — some of which cost nothing and still need a number remembered.

Do I include free loyalty cards?

Yes — that is half the point. Leave the fee blank and the row still records the number and where the card is. The fee total only counts what you enter.

What does days to renewal show once the date has passed?

A negative number, growing each day, which is the sheet telling you the renewal has either gone through or lapsed. Update the date when it renews or delete the row if you let it go.

Can each family member have their own rows?

Yes. The 'whose' column names the member, so one sheet can hold the whole household and still be sorted by person in the workbook.