Build guide
High-End Members Club OS
Member profiles, security guest logs, wine & cigar vaults, billing ledgers, and room bookings — stacked on your Universal Base.
For: Event and wedding planners, tour operators, touring musicians and festival or venue organisers
- Linked databases
- 10
- Connections
- 9
- Automatic calculations
- 10
- Ready-made views
- 27
What it saves you
- Budget vs actual and variance per event from its budget lines
- Vendor deposits and balances still owed are listed per event
- RSVP counts and dietary needs roll up automatically
- Run-of-show items not yet confirmed are flagged before the day
How the parts work together
- Plan: Create the event with its budget → Add budget lines and link vendors → Record deposits and balance due dates
- Coordinate: Build the run of show → Confirm every item in "Unconfirmed" → Track RSVPs and dietary needs
- Close out: Pay everything in "Payments due soon" → Rate vendors after the event
Databases inside
Events
Each event, tour date or wedding with budget. Spend, balance owed and guest numbers roll up from linked records.
12 fields · 6 calculated automatically · linked to Budget Lines, Run of Show, Guest List, Member Profiles & Tiers, Visitor & Guest Access Logs, Wine & Cigar Vault, Member Tabs & Billing, Event Invites & Room Bookings
Views: By stage, Event calendar, Budget overview
Vendors
Caterers, florists, AV, transport and crew with contacts and rating, plus everything booked with them.
5 fields · 1 calculated automatically · linked to Budget Lines
Views: By category, All vendors
Budget Lines
Every cost per event with estimate, actual, deposit and due date. Variance and balance owed are calculated per line.
10 fields · 3 calculated automatically · linked to Events, Vendors
Views: Payments due soon, Over estimate, All lines
Run of Show
Minute-by-minute schedule per event with owner and confirmation, printable for the day.
6 fields · linked to Events
Views: Timeline, Unconfirmed
Guest List
Invitees with RSVP, party size, dietary needs and table - confirmed headcount rolls up to the event.
7 fields · linked to Events
Views: RSVP board, Dietary needs
Member Profiles & Tiers
A luxury CRM for high-profile private clubs. Tracks full contact profiles, membership tiers (VIP, Platinum, Gold), referrers, custom preferences (favorite whiskey, cigar choices), allergen restrictions, and club attendance histories.
9 fields · linked to Events
Views: Member Directory, Tier Grouping Board, By Membership Tier
Visitor & Guest Access Logs
A secure reception ledger to screen, log, and audit club guests. Tracks incoming guest identities, referencing host members, arrival and departure timestamps, security clearance approvals, and dress code compliance flags.
8 fields · linked to Events
Views: Daily Entry Log, Guests In Club, By Clearance Status
Wine & Cigar Vault
A luxury stock book for rare wine cellars and premium humidors. Handles incoming luxury inventory (casks, bottles, boxes), aging data, storage coordinates (Cabinet, Humidor Shelf, Bin #), unit cost, and private member locker allocations.
10 fields · linked to Events
Views: Vault Catalog, Locker Allocations, By Category
Member Tabs & Billing
A member invoicing ledger. Built for private clubs to manage recurring monthly/annual dues, open bar tabs, private event dinner charges, and payment settlement tracking, maintaining clear historical accounts.
9 fields · linked to Events
Views: Active Billings, Billing Pipeline, By Payment Status
Event Invites & Room Bookings
An event and venue management system. Coordinates bookings for private dining rooms, cigar lounges, and meeting halls, manages guest lists/RSVPs for exclusive member events, and logs custom dining and staffing arrangements.
9 fields · linked to Events
Views: Event Calendar, Reservation Board, By Booking Area
You get the finished workspace, not homework.
Buy it once for $29 or get it with your membership, then duplicate it into Notion with every field, link, formula, view and example row already set up.
See High-End Members Club OS →