Keep your member register

Incorporated associations in Australia must keep a register of their members. Stagewerk can produce one from the membership records you already have. This guide says what the platform records. It is not legal advice: check your own constitution and your state's associations Act, or ask your state's regulator, before you rely on the register.

Download the register

Only owners can download the register, because it holds members' addresses.

1. Open "Members" in the sidebar.
2. Under the filters, find "Register of members:".
3. Choose "Download register PDF" for a printable copy, or "Download register CSV" for a spreadsheet. The "Download CSV" button at the top of the page is the members list, not the register.

Each download is written to the audit log with who made it, when, the format and how many rows it held. The register does not follow the filters on the page: it always covers everyone who has been admitted.

What the register holds

Each row has:

• Member number.
• Name.
• Address.
• Membership type.
• The date the person joined.
• The date the membership ceased, filled in only when the paid term has ended and the grace period has passed.
• Status.

The fields are the same for every state. Stagewerk does not hold an email address or phone number in the register, and it does not hold a separate "class of membership" beyond your membership type. If your rules need more, add it to your own copy.

Who is on it

• Members with an account, once their first payment is confirmed. A person whose first payment is still pending is not yet on the register.
• Members you imported without an account. They are listed with the address from your import file and are marked "Active (no account yet)" until they register with the email address you imported.
• Members whose membership has lapsed stay on the register, with the date it ended, so the register keeps its history. People marked as having left in an import file were skipped by the import, so they are not in Stagewerk: keep your earlier register for them.

Addresses and privacy

An address is personal information. The register takes it from the member's own profile, or from your import file when the profile has none. Treat the downloaded file as private. Share it only as your constitution and the law allow, and delete copies you no longer need.

If a member asks for their account to be erased, their name and address leave the register: the row stays with the member number and dates, marked "Name removed (account erased)". Your state's Act may require you to keep some details of former members for a set time. Decide with your committee how that applies before you agree to a request, and tell the member plainly what you will keep.

What the state Acts say

Associations law is made by each state and territory, and it changes. These notes summarise what the sources below said when they were read for this guide. Check the current version before relying on them.

• New South Wales. The model constitution has the secretary keep the register with each member's full name, a residential, postal or email address, the date they became a member and the date they ceased. Records are kept at least five years. A member can ask for details other than their name to be withheld from inspection.
• Victoria. The Act requires the member's name and address, the class of membership if there is one, and the date they became a member. The date a person ceased must be entered within 14 days of it happening. The model rules add an email address.
• Queensland. The model rules have the committee keep the register with name, postal or residential address, the date of admission and the date of resignation or termination. The committee may withhold a member's details other than their name if disclosing them could cause harm.
• Western Australia. The Act requires the name and at least one address or contact detail. The regulations add the class of membership and the date the person became a member. The date and reason for ceasing is kept for at least one year.
• Australian Capital Territory. The Act lists name and contact details, class of membership if any, and the date the person became a member.
• Tasmania. The model rules have the public officer keep the register with name, the date of becoming a member, an address and an email address if there is one, and the date a former member ceased.
• Northern Territory. The Act requires the date each member joined and the date they ceased, plus any particulars the regulations prescribe.
• South Australia. Nothing was found that prescribes a register in the parts of the Act and regulations read for this guide. Ask Consumer and Business Services.

The register above covers name, address, joined and ceased dates in every case. Where your state also wants an email address, a class of membership or a reason for ceasing, add it yourself.

Where these notes come from

• New South Wales: Associations Incorporation Regulation 2022, Schedule 1 (model constitution), clauses 4 and 30 to 31.
• Victoria: Associations Incorporation Reform Act 2012 sections 56 to 59; model rules under the Associations Incorporation Reform Regulations 2023, rule 18.
• Queensland: Associations Incorporation Regulation 1999, Schedule 4 (model rules), rules 13 and 14.
• Western Australia: Associations Incorporation Act 2015 sections 53 and 54; Associations Incorporation Regulations 2016.
• Australian Capital Territory: Associations Incorporation Act 1991 sections 67 to 67B.
• Tasmania: Associations Incorporation (Model Rules) Regulations 2017, rule 5.
• Northern Territory: Associations Act 2003 section 34.
• South Australia: Associations Incorporation Act 1985 and Regulations 2023.

The New South Wales Act text itself could not be read when these notes were written; the New South Wales points come from the regulation. Confirm everything against the legislation website of your state.

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