Gymnastics club software that keeps up with the youngest
Groups from three-year-olds to competitive gymnasts, spring showcases, costumes and hundreds of parents: Klubio keeps a gymnastics club's whole operation in one system where no announcement or invoice goes missing.
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A gymnastics club's real customer is the parent
Gymnastics starts earlier than any other sport: the first gymnasts come to the hall at three, often with a parent. That means the club's real communication partner is the parent: they read the announcements, pay the invoices, look for costume information and decide whether the child continues next season. The younger the gymnast, the more important it is that information reaches home clearly and on time.
From the club's side, gymnastics is a sport of big groups and special moments: dozens of children in one hall session, spring showcases and competitions that come with costumes, participation fees and rehearsal schedules. The ordinary monthly fee and the exceptional extras have to live side by side without the bookkeeping tangling. Klubio holds both halves together.
From the youngest to the showcase
Groups from tots to competitors
Toddler groups, recreational groups and competitive squads: each level with its own timetable, coach and monthly fee. As a gymnast progresses, they move to a new group with everything attached.
Performance extras
A costume, showcase or competition fee goes out as a one-off invoice to exactly the participants, alongside the monthly fee, not inside it.
Attendance for big groups
Thirty children in the hall is not a problem: the coach marks attendance in the app with a couple of taps and statistics accumulate on their own.
Announcements that reach home
Rehearsal times, costume information and hall changes go as app notifications to the parent app, not on a note by the hall door.
Monthly fees and family discounts
Invoices go out automatically, siblings get tiered discounts and billing can be paused during illness.
Admissions and waitlists
Toddler groups fill through website applications; a full group grows a waitlist and a new group opens in minutes.
How Klubio starts working in a gymnastics club
Three-year-olds need a different club than competitors do
For a toddler group, the club's most important quality is clarity: when the session happens, what to wear and what it costs. For the competitive squad it's load, camps and the competition calendar. In Klubio both worlds live side by side: a simple monthly fee and the parent app for the toddler group; a denser schedule, camps as separate events and season-long participation tracking for the squad. When a gymnast grows from one world into the other, it's a single group change.
The spring showcase is a project of its own
Every gymnastics club knows what a spring showcase means: extra rehearsals, costumes, participation fees and questions from hundreds of parents. In Klubio the rehearsals go into the calendar as separate events, the costume and participation fee is issued as a one-off invoice to exactly the performers, and all information travels by app notification. Costume size can be asked on the application form itself and stays on the gymnast's card as its own field, so nobody has to chase it again at ordering time. The week after the showcase you can see who has paid, without anyone keeping a spreadsheet.
Parents see everything in one place
A gymnastics parent often has two children in the club, each with their own schedule, invoices and announcements. In the Klubio app the whole family lives under one account: both children's sessions, attendance and invoices as separate lines, with payment by bank link straight from the app. When the club sends an announcement it lands in both children's views, and the club manager stops answering the same questions every evening.
Season's end and planning for returners
In spring every gymnastics club faces the same question: who continues in autumn and how many new groups to open? In Klubio the answer is in the data: group fill rates, waitlist lengths and attendance statistics show where demand grows and where it shrinks. Autumn's groups can be planned from numbers rather than gut feeling, and the application round opened before the summer break.
Showcase month in a club with 280 gymnasts
Twelve groups from toddlers to competitors, the showcase at the end of the month. It looks like this in Klubio:
- Extra rehearsals go into the calendar across two weeks: 280 families' schedules update and notifications reach the app automatically.
- The €25 costume and participation fee is issued as a one-off invoice to 240 performers; reference numbers match the payments on their own.
- Two toddler groups fill up by spring. Eight children on the waitlist get offers when a new group opens in autumn.
- In showcase week the manager sees in one view who has paid and whose rehearsal attendance is slipping.
In Klubio, a showcase month that used to mean notes in plastic pockets and hand-kept lists becomes a calendar, invoices and notifications in one system.
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
Does Klubio suit the very youngest groups?
Yes. A toddler group is a group like any other in Klubio, with a simple monthly fee and the parent app. The younger the child, the more communication runs through the parent, and that is exactly what the app is built for.
How do we bill costumes and performance fees?
As one-off invoices to exactly the participants. A costume or participation fee doesn't interfere with the group's monthly fee, and payments match automatically by reference number.
Are big groups comfortable to manage?
Yes. Marking attendance takes a couple of taps even with a group of thirty, and rosters, announcements and invoices run per group, not per child by hand.
Do rhythmic, artistic and group gymnastics fit in one system?
Yes. Each discipline is simply its own set of groups with its own schedules and fees. The club sees the whole picture, coaches see their groups and families see their children.
How do we keep hundreds of parents informed?
Announcements go out as app notifications to the app: to the whole club, one group or selected recipients. Anyone not using the app sees the same information on the web.
How does a gymnastics club migrate to Klubio?
Export your gymnasts' list as a spreadsheet or give us access. We import members and groups for free, and a personal manager helps set up the billing rules. Most clubs start within a week.
What does Klubio cost for a gymnastics club?
Pricing is based on the number of gymnasts and starts at €20/month. Billing, schedules, attendance, apps and the accounting integration are all included. Start with a 14-day free trial.
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