Online Software for Managing a Sport Club
Swimming pools, fitness classrooms or sport courts and areas (tennis, football, basketball), coaches assigned to learners and activities, everything can be now easily managed online, during the sport process.
Your Club Has A Reception In Which You Take Appointments And Reservations For Your Clients?
Then you definitely need the Client Card (amateur or professional athlete)..
This includes personal, sports and billing data, various attached documents, including the GDPR agreement. Also here you define parent / guardian, for minor athletes; he can also be a student.
Are you already issuing or will you issue Member Cards and do you want to know what their traceability is? Are the activities carried out in the club only for amateurs or is there also a performance department??
The application can follow, distinctly, all these aspects.
The application uses the concepts of location and sub-location. Do you have the same approach / need?
That is, the location is the physical one and you can have several sub-locations, each with different activities: for example, the tennis court, the swimming pool, the handball room, the football field or the martial arts room are sub-locations of your club location.
Does the load of a sub-location give you headaches?
- for each sublocation, a number of lanes can be defined; or days off.
- each sub-location has its own operating schedule, which defines time slots, which may contain one or more activities.
- each activity in a time slot has its own capacity, it can have an employee assigned, a validity period and an assigned cost, or it can assign types of activities.
Do you need allocations, of student athletes, on coaches and locations?
- groups can be defined, which bring together in a "package" a set of activities. The groups assigned an employee (who has precedence over the one directly assigned to the activity)
- the system stores the history of the assigned employees, in order to know exactly which employee was assigned, at any moment in time
Do You Sell Subscriptions (Packages) or Contract Based Orders?
The system works both way:i
- the subscriptions (packages) are valid with time and location. Set the activities for which they can be ordered.
- the packages define the number and type of reservations that can be made when placing an order.
When placing an order, for a certain activity, the system knows exactly what packages are available, what number of reservations can be made, how many people have access and what price is valid at the time of placing the order.
- the functionality of the contracts is related to the groups - they can be set as available for the contract (either normal contract, or module based contract) in which case the monthly cost is set;
- for the operation of the Module-based Contract, you can set the available modules (default data intervals) and the maximum number of reservations per module.
- for normal contracts you can select monthly / quarterly / half-yearly / full payment
- also for contracts, the group can be changed and the system will automatically generate an additional contract with the correct payment periods, etc.
- also, at groups can be set free days (different from sublease days off)
Learn About the Application Structure
Reception Application
It is the application used by the staff that welcome the public (athletes, amateurs). It is where place reservations and course appointments are made.
Visually and technically, it is relatively standard and meets the needs of most clubs. Of course, there is also the possibility of customization in this case, so it is important to understand the objectives set and the business challenges you encounter, in order to develop a specific solution.
The Reception application works on its own permissions system, account access may be limited per location, in which case that account will only see data related to that location.
The main screen of the reception is a grid with the current day's program by default (you can change the date for which you see the data) in which case you will see the available slots.
Self-booking orders can be made from a grid activity - in this case the system detects if the activity is part of a group and automatically generates the relevant set of reservations for the selected package and client.
Reservations from an order can be deleted / regenerated, the presence can be checked
There is a printable pdf document generation system. You can set / edit the templates and their availability (for the client, order, contract, client + order, etc.). The related documents can be generated / printed to order, contract or in the client's account (files can also be uploaded here)
There is a collection system (and refunds) for orders + contracts. You can also make receipts / refunds directly related to the client (eg for participation fees in competitions, annual federation visas, etc.)
A customer balance is calculated in the customer's account and you can see in real time if there are overdue payments and for what purpose those overdue ones are.
For minor clients, tutors can be added, the system can manage families - e.g. siblings who have the same guardians, and in the case of family subscriptions automatically bring family members for selection.
Also in the Reception there is the daily report of receipts (cross checking), Occupancy Reports, Sales Reports, Receipts, Coaching Allowances, Timesheets, Overdue Payments. All entity lists and reports are exported in excel
Back-end Application (Admin Area)
Only the designated staff of the club has access here, on different levels of access. It is the place from which any functionality, data or reports can be managed. It also has a standard structure. But even in this case, specific elements of the club / client can be added.
There is an employee management system (several companies / individuals can be defined)
The system can generate the electronic timesheet for coaches - consider the activities he/she attended (either as a starter or as a substitute!)
Performance appraisal system
Front-end Application
The front-end application is what any visitor sees on the club's website. This component displays the information from the above mentioned back-end application.
Besides the usual sections (About us, Contact, presentation pages of the club sections, etc.) any functionaliy of the application can be included here.
- You can allow Online Registration for your Club or online payment by card for this registration.
- You can offer your customers the opportunity to choose, from the booking calendar, a certain period / days / hours / favorite coach; these will then be confirmed from admin.
- The Client / Athlete / Coach can log in to the account or where he can access various information, to which he has been granted access.
Being a website, this component is highly customized, visually and technically, on the profile of your business. It will include your logo, the color palette and, in general, everything related to the design, exactly as you want and approve them.
Your Reports
One of the major advantages of the application is the real-time reporting part.
What are the reports you want, from the multitude of possibilities that the application can offer? HR reporting, Timekeeping, presence. Do you need to know how many hours a certain coach worked, when he was absent and when he was replaced by a colleague? The application also provides such reporting.
Do you want to analyze the evolution of a coach or client? Such reports are available in the application, easy to view and analyze, in a friendly and visually appealing format
