Events, Leisure & Community
Club Management System
Run your whole academy, from first registration to final invoice.
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Overview
Club Management System is a web-based administration platform for sports academies and clubs. It manages the full player lifecycle in one place: registering players and their parents, grouping them into activities, age groups and levels, scheduling training, taking attendance, billing monthly fees (including transport) and recording payments. A live dashboard and 12 built-in reports show enrolment, attendance, revenue and outstanding balances at a glance, and staff sign in with secure, role-based accounts.
Core Modules / Features
What's included
Player registration: one-step enrolment with medical details, allergies, blood group, previous clubs, achievements and photo, plus printable registration forms and player ID cards
Parent & guardian records with emergency contacts linked to each player
Activities, age groups & levels, each with an assigned coach, capacity and monthly fee
Coach profiles with specialization, experience and status, optionally with their own user accounts
Weekly schedules per level, with dated sessions and coach reports
Bulk attendance per session (Present, Absent, Late), locked once taken
Level assignments with a full upgrade history and reasons
Automated monthly invoicing at 23:59 on the last day of each month, covering class and transport fees, with duplicate prevention and scholarship players skipped
Discounts & scholarships: percentage or fixed, with start and end dates, capped at the class fee
Payments by Cash, Zaad or eDahab with reference numbers; invoices update automatically to Unpaid, Partial or Paid
Transportation: pickup locations with monthly fees, buses and drivers, per-player assignments and bus manifests
PDF downloads: invoices, invoice lists, player forms, ID cards, level player lists and bus manifests
Live dashboard: players, coaches and levels, today's attendance, monthly revenue by class and transport, outstanding balance and recent activity
12 built-in reports: Monthly Revenue, Outstanding Fees, Attendance Percentage, Level Attendance, Level Capacity, Coach Workload, Daily Attendance, New Players, Activity Performance, Players per Level, Inactive Players and Upgrade History
Role-based access (Admin, Coach, Cashier) with hashed passwords, account locking and 8-hour sessions
Why It Matters
The difference it makes
Key Benefits
- Cuts manual paperwork: monthly invoices generate automatically on schedule
- Gives a clear view of money: revenue, outstanding fees and unpaid invoices on the dashboard and in reports
- Keeps accurate records: attendance, upgrades, medical information and payments tracked per player
- Supports fair pricing with built-in scholarships and dated discounts
- Handles transport billing and bus manifests without a separate system
- Produces print-ready PDFs for parents, coaches and drivers
- Protects data with role-based access and soft-deleted records, so nothing is lost by accident
Ideal For
- Football, swimming, martial-arts and other sports academies and clubs
- Multi-level, multi-coach training programs
- Clubs that offer bus transport and charge monthly fees
- Teams where administrators, cashiers and coaches each need their own access
- Clubs collecting payments by mobile money (Zaad, eDahab) as well as cash
Product Preview
See it in action
[ Club Management System screenshot ]
Integrations & Add-ons
Works with what you already use
PDF generation for invoices, forms, ID cards and manifestsMobile-money payment recording (Zaad, eDahab)Available as add-ons: SMS or WhatsApp payment reminders, parent portal, online payments, expense & vendor module, mobile apps
See It In Action
Request a live demo
See how this system fits your operations — we'll walk you through it, in Somali or English, on a call that fits your schedule.