Football club software trusted by FC Flora
From age groups to membership fees, Klubio keeps a football club's members, training sessions, invoicing and communication in one system, from the youth academy to the first team.
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Administratively, a football club is a small corporation
Football is Estonia's biggest youth sport, and a football club's scale is in a class of its own: hundreds of players in age groups from U7 to U19, several teams per age group, dozens of coaches, and weekends full of matches and tournaments. Every age group is essentially a small club of its own, with its own coach, schedule, fee level and circle of parents.
Underneath it all runs administration: registrations, licence data, hundreds of monthly invoices, family discounts for multi-child families and constant communication. When that lives in spreadsheets and chat groups, the youth director's week goes to admin, not football. Klubio is built for exactly this scale, and Estonia's biggest youth club, FC Flora, uses it every day.
From age groups to licences
Age groups and teams
From U7 to U19 and beyond, with several teams in one age group where you need them. Each group has its own coaches, schedule and billing rules.
Membership fees at scale
Hundreds of invoices go out automatically: reference numbers, family discounts and a debtor overview are built in.
Attendance at training and at matches
The coach marks attendance in the app, pitchside. Trainings and matches are separate events, so statistics and billing don't get mixed up.
Match day from start to finish
Before the match: the opponent, home or away, the meeting place and time, and the departure time. After the final whistle come the result, goals and cards, all in one view.
Licences and their expiry
A player's licence number and expiry date sit on their card. The same for coaches, along with the licence level.
Parents always in the loop
Trainings, matches, invoices and announcements reach the parent app and the phone lights up. The coach stops running group chats.
Clubs that get more done in less time
Klubio x FC Flora
What Klubio offers matches our expectations and needs perfectly! Thanks to Klubio, the data of all our youth players and teams is in one place, we can use digital joining forms and contracts, and we have several ways to streamline our bookkeeping. We are very happy to be starting this partnership.”
How Klubio starts working in a football club
Age groups as the club's backbone
In Klubio you build the structure the way the club actually works: U7, U9, U11 and up, with several teams per age group where needed. Every group has its own coaches, schedule and fee level. The spring move to the next age group is a group change that carries the schedule and billing along. Hundreds of players can be moved without a single manually redone invoice. A player's card preserves their whole journey through the club.
Match day and a player's history
Alongside training, a football club lives on matches. In Klubio a match carries the opponent, home or away, the meeting place and time and the departure time, so families don't have to ask for them separately. Afterwards you record the result, and goals, assists and cards by minute. That builds a picture of a player across seasons: how many matches, how many goals, and how their attendance is changing. The knowledge stays with the club even when a coach moves on.
Membership fees at football scale
Four hundred players means four hundred invoices a month. In Klubio they go out automatically: every player has a permanent reference number, payments match themselves, and debts collect in an overview in 30, 60 and 90-day buckets. The family discount is applied in tiers as the invoice is built, so a family with three children needs no separate handling.
A coaching team under one roof
A large football club runs dozens of coaches, and each of them needs only their own slice: their age group's schedule, lists and attendance marking. In Klubio a coach has a role that gives them exactly that, without access to the club's finances. A coach's own card carries their licence number, level and expiry date, so the club can see from one place whose paperwork needs renewing. The youth director meanwhile sees the whole: participation, capacity and training volumes across every age group.
August in a football club with 450 players
Season start, eight age groups and three new beginner groups. The month looks like this in Klubio:
- Sixty new kids register through the application form on the website into U7 and U8 groups; the club assembles teams and assigns coaches in one evening.
- September's invoices go out automatically at the right fee levels, for three hundred families, sibling discounts included.
- U15 moves up an age group: schedule, coach and fee switch with the group change, and history stays on the players' cards.
- Weekend matches go into the calendar with the opponent, the meeting place and the time, so attendance and participation stay separable from training.
The season's opening month, which used to mean weeks of spreadsheet work, is a couple of evenings of setup in Klubio, and the youth director gets to work on football.
See how these pieces work in detail
- InvoicingAutomated membership invoices, reference numbers, bank statement import and a debtor overview.
- Members & groupsYour whole membership, training groups, applications and contracts in one database.
- 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.
- Accounting integrationTwo-way sync with Merit Aktiva, Excellent Books, SmartAccounts and SimpleBooks. Invoices and payments move on their own.
Frequently asked questions
What size of club does Klubio suit?
From a small village club to Estonia's biggest academies. FC Flora, Estonia's largest youth football club, runs its entire youth operation on Klubio.
Can each age group be billed separately?
Yes. Every group can have its own fees and billing rules, including attendance-based billing and family discounts for multi-child families.
Do coaches get their own view?
Yes. Coaches see their groups, schedules and rosters and mark attendance in the app, without access to club finances.
How do we migrate from our current system?
Export the data from your current system, Sportlyzer or Excel for example, and we import all of it free of charge. That is how FC Flora moved across. A personal account manager helps you get the whole club running in the first month.
What does Klubio cost?
Pricing is based on the number of athletes and starts at €20/month. Larger clubs have tiered pricing. See the pricing page or ask for a quote.
Can licence data be managed in Klubio?
A player's card holds the licence number and its expiry date, and a coach's card also holds the licence level. So you can see from one place whose licence is about to run out, and the data can always be exported. Klubio has no automatic integration with the football association at the moment.
Can matches and player development be tracked?
Yes. A match carries the opponent, the result, and goals, assists and cards by minute. That builds a picture of a player across seasons rather than in one coach's memory. You can also keep a separate profile on an opponent, with notes.
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