A CRM for private member clubs that remembers every member
MyRolodex is a CRM for private member clubs. Your front desk, events team and concierges share one record of each member and every request, and members book through an app in your club’s name.
Good evening, Eleanor
Dinner at Maison Verre
8:00 pm, corner table for four
This week
- JFK to NiceDelta One, seat 2DThu
- Flowers for SophieArriving 10 amSat
- Spa, Hôtel du CapTwo treatments bookedSun
Same app, your brand. Try one:
Where clubs lose the thread
- The front desk changes every shift
- The morning team takes a request at 8 am and the evening team fields the follow-up at 9 pm. Without a shared record, the member has to repeat themselves.
- Event planning starts from scratch
- For each wine dinner or members’ night, someone rebuilds the guest list and chases dietary needs again, even though the club already knew them. Last year’s attendance sits in a spreadsheet nobody opens.
- Members reach staff through every channel
- A text to one concierge, an email to the general manager, a word at the bar. Each lands somewhere different, so the club has no single view of what a member asked for.
- Discretion is part of the membership
- Members trust you with passports, card details and family matters. Keeping those in shared drives or email attachments is a risk most clubs know they shouldn’t carry.
How MyRolodex fits a club
- A profile every shift can read
- Preferred table, standing drink order, allergies, a spouse’s name and the children’s birthdays sit on one profile. Whoever is on the desk sees the same notes. See member profiles
- Messages land on the member, whoever received them
- Staff keep texting and emailing from their own phones and inboxes. Each conversation syncs to the right member and request, so the night manager can read what the day team promised. See email and text sync
- Your club’s own app
- Members open an app carrying your club’s name to see upcoming dinners, event confirmations and their documents, and to message the desk directly. It runs on iPhone, Android and the web. See member app and portal
- Dues and charges on one statement
- Membership dues by tier, private dining, guest fees and outside bookings roll up into one monthly statement per member. Cards on file are charged with auto-pay, and everything exports to your accounting software. See billing and payments
- Invitations that fill the room
- Invite the members who will actually love a wine dinner or a winter ball, chosen from their preferences and history. Invitations go out in your club’s name, RSVPs are tracked, and dietary notes reach the kitchen. See member marketing
A Thursday at The Hartwell Club
8:10 am
Mr. Julian Kessler texts the concierge on duty asking for a private dining room for six next Friday. The text syncs to his profile and opens a dining request for the events coordinator.
11:30 am
The coordinator sees from past requests that he always orders the same Bordeaux for this group and asks the sommelier to hold two bottles.
2:45 pm
A suggestion appears: Ms. Priya Raman’s anniversary falls on September 3 and she prefers the Bar Room. The membership director approves holding her usual corner and sending a card.
6:20 pm
The evening desk takes over. Every open request shows its owner and status, so the handover takes two minutes and no paper.
9:05 pm
Mr. Kessler opens the club’s app, finds Friday’s confirmation with the menu attached, and replies with a thank-you that lands on the same request.
Private member clubs: common questions
Anything else, write to hello@myrolodexcrm.com.
Can our front desk and events team share one system?
Yes. Everyone works from the same member profiles and request list, with access based on their role. The front desk sees what the events team promised, and managers see who owns each open request and where it stands.
Will members have to download a MyRolodex app?
No. Members use an app that carries your club’s name, on iPhone, Android or the web. They see upcoming plans, confirmations and documents there, and anything they send goes straight to your staff and onto the right request.
Do our staff need club-issued phones?
No. Staff keep the phones and Gmail or Outlook accounts they already use. Texts and emails with members sync automatically, so the conversation belongs to the club. If someone leaves, their history with each member stays on the profile.
How long does it take a club to get started?
Most clubs are running within days. You import your member roster, connect email and phones, and invite your staff. Profiles and request types are ready on the first day, with no long configuration project.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com