Hobby school software that keeps pace with reporting
Classes, curricula, tuition fees and municipal reporting: Klubio keeps a hobby school's groups, billing and attendance in one system, whether the subject is sport, dance or robotics.
14-day free trial · No credit card required
A hobby school is a school, with everything that entails
A hobby school is not just a collection of classes. It is a registered educational institution with curricula, a school year of its own and obligations to funders. The municipality supporting hobby education wants to see student counts and participation; the parent paying tuition expects school-grade clarity: invoices on time, an up-to-date timetable and accessible information.
Meanwhile the school's everyday life is colourful: different subjects, different age groups, teachers spanning several classes and families where one child does art and the other sport. Spreadsheets and mailing lists break under that load. Klubio keeps groups, tuition and attendance in one place, so the numbers a report needs always exist, instead of being collected after the fact.
From clubs and classes to reporting
Classes as groups
Every class with its own teacher, schedule and tuition fee. Sport, dance, art or robotics, the logic is the same.
Tuition billing
Monthly invoices go out automatically with reference numbers, family discounts apply in tiers and arrears are visible continuously.
Attendance as the reporting foundation
Teachers mark participation in the app. The participation numbers a municipal report needs emerge from daily work by themselves.
Admissions and waitlists
Applications through the website, full classes grow waitlists and a new group opens in minutes.
Parents always in the picture
Timetable, invoices and announcements in one app, even when a family's children attend different classes.
Data always exportable
Student counts, groups and participation: CSV export at any moment, whether for a municipal report or a registry update.
How Klubio fits a hobby school's everyday life
Several subjects, one system
A hobby school's strength is its diversity, which becomes a curse in administration when every teacher keeps their own spreadsheet. In Klubio every class is a group with its own rules: the robotics class has its schedule and fee, the dance group its own. The head sees the whole picture: fill rates, participation and payments across all classes. Each teacher sees only their own.
Reporting becomes an export
A hobby-education support report asks for student counts, groups and participation. Because attendance is marked in Klubio in every class, those numbers always exist and export as CSV. Preparing a report means extracting data, not collecting it from teachers. The same goes for year-end statistics and per-capita funding applications.
The family sees everything in one place
When a family's two children attend three different classes, that used to mean three information channels. In the Klubio app the whole family lives under one account: each child's timetable, invoices and attendance shown separately, payment by bank link straight from the app, and school announcements arriving as app notifications.
The school year is covered start to finish
September brings a wave of applications, January a few joiners, May graduating classes and summer its camps. Klubio's admissions, waitlists, payment pauses and one-off camp invoices cover every one of those moments. In autumn, work continues where spring left off, with full history.
A hobby school with four subjects and 400 students
Sport, dance, art and robotics; twelve teachers. The school year's start looks like this in Klubio:
- In two September weeks, 120 applications arrive through the website. Children sort into classes and two robotics groups gain waitlists.
- In early October 400 tuition invoices go out automatically, family discounts applied, reference numbers attached.
- Teachers mark attendance in the app; in November the head notices one art class's participation dropping and contacts the families.
- In January the head exports student and participation data for the municipal support report: half an hour, not a week.
A school whose reporting used to live in teachers' notebooks and emails now produces any number in a couple of clicks.
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 a hobby school that isn't only sport?
Yes. Klubio's group logic works identically for sport, dance, art and technology classes: teachers, schedules, tuition and attendance. If your school runs on groups and monthly fees, Klubio fits.
How does municipal reporting work?
Klubio doesn't submit reports automatically. What it does do is hold everything the municipality asks for and export it as CSV: student counts, groups and participation.
Can registry data be taken from Klubio?
Student data is always exportable and national IDs live on the member cards, so the information needed for registry updates is in one place. Klubio does not currently have an automatic registry integration.
Can different classes have different tuition fees?
Yes. Every group carries its own billing rules: a different monthly fee, attendance-based fees where needed and tiered family discounts. One family's children in different classes consolidate onto one invoice.
How do teacher permissions work?
Every teacher has their own account and role: they see their classes, rosters and schedule and mark attendance, without access to the school's finances. The head and the accountant also see billing and the figures a report needs.
How does a hobby school migrate to Klubio?
Export your student list from your current system or spreadsheet and we import it with the class structure for free. A personal manager helps set up billing rules and timetables. Most schools are operational within a week.
What does Klubio cost for a hobby school?
Pricing depends on the number of students and starts at €20/month. Billing, attendance, apps and the accounting integration are all included. Start with a 14-day free trial.
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