Membership report in your association's format (file or report in CLUP.life)
How to choose your association's reporting format, save the numbers as CSV, Excel or a printable sheet and submit them to the association or report them in CLUP.life.
AdminBasic (free)Checked on 09.11.2026
Membership report and association report
The membership report to the association: choose the reporting format, save the figures as a file or report them in CLUP.life (figures only, never names). Plus the association’s view with response rate, year comparison and the association report by age group.
Show transcript
- In this video you see the membership report to the association, first from the club’s side, then from the association’s side. You find it in Club life.
- First choose your association’s reporting format, for example the standard of the sports associations. Below it you see which sources apply and what is documented.
- The preview shows figures by age group only. Names or dates of birth never leave the club.
- With “Save as CSV” you get the file in the order of the format. CLUP.life transmits nothing itself: you upload it to the association.
- If your association has verified you and created a survey, it appears further down. Tick the consent box and choose “Report”.
- You can withdraw the report at any time. The deadline is also in the deadline calendar.
- Now the association’s page. It is deliberately blurred here. The association leaders switch to the club survey and see how many clubs have already reported.
- The evaluation shows totals per age group, the year comparison shows the trend. “Remind late clubs” sends clubs without a report a notice. Small clubs never appear individually.
- The association report counts the members of all sub-units by age group, for fee billing and statistics. You hand it on printed or as a CSV file.
Prerequisites
- You have the right “Export member list” directly in your club.
- For associations: creating surveys and reminding late clubs is a premium feature. The club's own report stays free.
- For reporting in CLUP.life: your association has verified your club and created a survey.
Who may do this?
Club: “Export member list” directly in the club, everyone else does not see the page. Association: the same right directly in the association (type association). Only numbers go to the association, never names or dates of birth.
Step by step
Choose the reporting format
Open “Club life”, switch to “Leadership” and choose “Membership report to the association”. Under “Reporting template” you find the formats of sports associations (DOSB standard, Rhineland-Palatinate), the age brackets of Section 7 SGB VIII and the templates of your association. Below the selection you see version, date, sources and what is documented or only assumed.
Save the file
Choose “Save as CSV”, “Save as Excel” or “Printable sheet (PDF)”. Columns and rows follow the order of the format. Only numbers are included. CLUP.life transmits nothing to an association portal: you upload the file yourself or copy the numbers over.
Report in CLUP.life
If your association has verified you and created a survey, it appears under “Surveys of your association”. Tick the consent box and choose “Report” (later “Report again”). You can withdraw the report at any time. The deadline also appears in the deadline calendar.
As an association: create a template and a survey
In the area “Survey among clubs” you create your own template if needed with “Create reporting template” (name and age groups, one per line, for example “7 to 14 years: 7-14”) and then a survey with “Create survey”: title, year, template and “Report by”. The leaderships of the visible, verified clubs receive a notification without numbers and the deadline in the deadline calendar. Both are Premium.
Follow the response and remind
You see, for example, “37 of 120 clubs have reported” and, under “No report yet”, the names of clubs without a report. With “Remind late clubs” the clubs without a report receive a notification as long as the survey is open (at most once in seven days per survey; Premium).
Evaluate and compare years
The evaluation shows totals per age group. Gender appears only across all clubs together, cells below five stay empty. Clubs with fewer than five members never appear individually and do not count in the total. The “Year-on-year comparison” compares the totals with the previous year’s survey. The CSV export is logged.
You can find the feature here: /organisation/<verein>/vereinsleben/bestandsmeldung
Common errors and solutions
- My association requires a different structure.
- The formats are guides based on public sources. Ask your association for its form; an association can create its own template (premium).
- “The last reminder was less than seven days ago.”
- The association can remind at most once in seven days per survey. Wait a little and try again later.
- Numbers are missing in the year-on-year comparison.
- Only clubs that reported in both years are compared, and only values of five people or more. If the surveys use a different structure, no comparison is possible.
- “The structure of the two surveys differs; a comparison is not possible.”
- The year-on-year comparison needs the same structure. Use the same reporting template in both years.
- “There is no survey for the previous year.”
- Without a survey for the previous year there is nothing to compare; the comparison appears as soon as a matching previous-year survey exists.
Good to know
- The formats are not legally binding and not an interface to an association portal. The form of your association prevails; the German version applies.
- Reporting memberships by sport or department is not generated yet.
- The current membership is counted, with age at the reference date of the year; for past reference dates the numbers may differ. With more than 40,000 members the count stops instead of delivering incomplete numbers.
- For youth associations (for example VCP) no public reporting format exists; an association maps its levels with its own reporting template (Premium). The “by birth year” format is not the same as age groups on the reference date.