Member management: everything on one member card
Members, training groups, applications, contracts and health records all live in the same database, not in three spreadsheets and a mail folder.
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What member management covers
Member database
Contacts, address, school and preferred language on one card. Date of birth and age class come from the national ID automatically.
Training group management
Groups by age, level and sport. Each one carries its own coaches, capacity, schedule and billing rules.
Digital applications
A public form on your club page. The application arrives for approval, and if the group is full the child goes on the waiting list.
Contracts, versions and signatures
A membership contract can be attached to the application, given a validity period and signed digitally. A new version doesn't erase the old one.
Health data and medical certificates
Certificate validity, allergies, medication and injury status with an end date. Sensitive fields are stored encrypted.
Parent accounts
A parent manages all their children from one account and can choose whether invoices and the weekly plan come to them.
This is what member management looks like in Klubio
The member list, an opened member card with the parent's contact details, and the group view showing the coach and how many places are left.
What member management looks like day to day
Member management isn't a list. It's constant motion: newcomers, group changes, departures, changing contact details. Klubio keeps that motion in order.
One card per member
A member's card holds contacts, address, groups, contracts, invoices and attendance. Date of birth comes from the national ID automatically. Tags let you mark and filter members, for example “national team candidate” or “needs a new contract”. Alongside those sit the fields a club otherwise keeps in its head: preferred language, the tax-deduction recipient, and whether the invoice goes to a parent or to a company.
Joining without paper
A new family fills in the public application on your club page and you approve it. A membership contract can be attached to the application and signed digitally on the spot. If the group is at capacity, the child goes on the waiting list, and when a place frees up you send the offer in one click.
Groups that drive everything else
A group is not just a list. It carries coaches, a schedule, a capacity and a billing plan. When a child moves group, all of that moves with them and the next invoice follows the new group's rules. In a multi-sport club the sport sits on the group too, so football and basketball never get mixed up.
September in a small football club
The season start brings 40 new kids in two weeks:
- 28 applications arrive through the website form, and the admin adds 12 more by hand from phone enquiries.
- The U9 group fills up: six kids join the waitlist; the club opens a second group and sends offers.
- Two kids move up to U11: schedule and billing switch over automatically.
- Every new family gets an app invite, and contact details are right from day one.
A week later, the season-start chaos is a clean database, not an inbox.
How it works
Bring your members in
Import your existing list from a CSV file or from Sportlyzer, or let new families join through the application form.
Create training groups
Split members into groups, then set the coaches and the group's capacity.
Everything else is connected
Billing, schedules and communication all use the same database. Nothing has to be entered twice.
Frequently asked questions
How do I get existing members into Klubio?
Three ways: import a CSV file, migrate from Sportlyzer (we do it for you, free) or let members join themselves through the digital application form.
Can several children be under one parent account?
Yes. A parent manages all their children with one login, and each child's trainings, invoices and announcements are shown separately.
Is member data protected?
Yes. Klubio meets GDPR requirements and health data is stored encrypted. A coach sees the members of their own group; the full database belongs to the club administrator.
Can we record who claims the income tax deduction?
Yes. The member record has separate fields for the name and national ID of the person receiving the deduction, so it is clear whose expense the training fee is when it is declared. The club files the declaration itself; Klubio keeps the data together.
Can I export my members?
Yes. You can export the full member list as CSV at any time. Your data belongs to you.
Other features
- InvoicingAutomated membership invoices, reference numbers, bank statement import and a debtor overview.
- Accounting integrationTwo-way sync with Merit Aktiva, Excellent Books, SmartAccounts and SimpleBooks. Invoices and payments move on their own.
- Schedules & attendanceTraining calendar, attendance marking and shared schedules for coaches.
- App for parents & athletesSchedules, invoices and notifications in the iOS and Android app, with the whole family on one account.
- Public club websiteA public club page, registration forms and a schedule widget for your own website.
Run your club the smarter way.
Join clubs who've ditched the spreadsheets and brought their operations into one modern platform.
