Sync Your TidyHQ Members into Club Volunteer Automatically

Managing volunteers is already a big job. Managing two separate systems — your membership platform and your volunteer roster — doubles the admin. Every time a new member joins, you add them to TidyHQ. Then you add them to your volunteer list. Then you update their phone number in one place and forget to update it in the other. By round three of the season, the two lists have drifted apart.

Club Volunteer's TidyHQ integration solves this by making TidyHQ the source of truth. Connect once, select which TidyHQ groups to import, and click sync. Your volunteer list stays current without any manual work from your committee.

Who is this for?

This integration is for clubs that already use TidyHQ as their member management system and want to use Club Volunteer for volunteer scheduling, shift rostering and automated reminders.

It's particularly useful for clubs with:

• A large membership where only a subset are active volunteers
• Multiple TidyHQ groups representing different volunteer cohorts (e.g. "Canteen Crew", "Coaches", "Ground Crew")
• Committee members who are already maintaining TidyHQ and don't want to maintain a second list manually

The TidyHQ integration is available on the Club plan.

How the integration works

When you run a sync, Club Volunteer fetches your contacts from TidyHQ and imports anyone who belongs to the groups you've selected. For each matching contact it creates or updates a volunteer record in Club Volunteer with their name, email address and phone number. It also stores the TidyHQ contact ID so the two records stay linked.

Syncing is safe to run as many times as you like. Existing volunteers are matched by email address and updated in place — no duplicates are created. If someone's phone number changed in TidyHQ, the next sync corrects it in Club Volunteer automatically.

Group membership is synced too. If a contact is in your selected TidyHQ groups, Club Volunteer creates matching volunteer groups with the same names and keeps the membership in sync. That means your messaging groups in Club Volunteer reflect your actual TidyHQ groups without you having to manage them separately.

Setting up the integration

Step 1 — Connect your TidyHQ account

In Club Volunteer, go to Settings → TidyHQ Integration and click Connect TidyHQ. You'll be redirected to TidyHQ to authorise the connection. Log in with your TidyHQ credentials and approve access — you'll be sent back to Club Volunteer automatically.

The connection uses OAuth, the same standard used by "Sign in with Google" and "Connect with Facebook". Club Volunteer never sees or stores your TidyHQ password.

Step 2 — Choose which groups to import

This step is important. Most clubs have far more contacts in TidyHQ than they have active volunteers — financial members, past members, social members, sponsors and committee members all end up in there. You don't want all of them in your volunteer roster.

Click Refresh groups in the Group Filter row. Club Volunteer will fetch all of your TidyHQ groups and populate a dropdown. Select one or more groups whose members you want to import as volunteers. You can select as many as you need.

Step 3 — Run your first sync

Click Sync now. Club Volunteer will fetch your contacts from TidyHQ, filter to those in your selected groups, and import them into your volunteer database. The Last synced timestamp updates when it's done.

On the first sync, contacts without a valid email address are skipped — email is required for shift reminders and confirmations, so contacts without one can't be rostered.

Step 4 — Keep it up to date

Run the sync periodically — before the start of each season, after a membership drive, or any time you know TidyHQ has changed. You can also automate this by scheduling a sync from your server, but for most clubs a manual sync a few times a year is plenty.

Your volunteer list in Club Volunteer will reflect the current state of your TidyHQ groups after each sync.

What gets created in Club Volunteer

After a sync, you'll see:

• Volunteer records — one per matching TidyHQ contact, with first name, last name, email and phone (where available). Each record is tagged as TidyHQ-sourced so you can identify and manage them separately.
• Volunteer groups — one per selected TidyHQ group, with the same name. Group membership is kept in sync with TidyHQ on each subsequent sync. These groups can be used for targeted messaging — you can email or SMS any group from the Message Volunteers page.

Starting over

If you need to reset — say you connected the wrong TidyHQ organisation, or you want to change your group filter and do a clean import — use the Remove all TidyHQ volunteers button in Settings. This soft-deletes every volunteer and volunteer group that was imported from TidyHQ. Your manually-added volunteers are not affected. Once removed, you can reconfigure and re-sync from scratch.

How it fits into your workflow

The TidyHQ integration doesn't replace your other volunteer management processes — it makes them easier. Once your volunteer list is populated from TidyHQ, you can:

• Create shift rosters and assign volunteers directly from the platform
• Share your public sign-up link so volunteers can self-register for shifts
• Send targeted emails or SMS to specific TidyHQ groups using the Message Volunteers page
• Track attendance, fill rates and volunteer history through Club Volunteer's reporting suite
• Let volunteers view their own shift history and manage their details through the self-serve dashboard

The result is a single place to manage your volunteer programme — with TidyHQ handling membership and Club Volunteer handling rostering, reminders and reporting.