Judo club software that respects the work on the mat
Mat groups from kids to adults, belt exams, camps and competitions: Klubio keeps a judo club's members, belt grades and billing in one system, so the coach can be on the mat instead of behind a computer.
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In judo a member's journey is long, and the club has to remember it
What makes a judo club special is the length of the journey: a child starts with a white belt at six and may still stand on the same club's mat at twenty. In between come belt exams through the kyu grades, first competitions, camps and group changes. The information that gathers around each member is an asset that must not vanish into a coach's notebook: grade, exams, licence and participation.
At the same time, a judo club's everyday life is as prosaic as anyone's: monthly fees must be collected, new beginners sorted into groups, parents kept informed, and exam and camp fees invoiced separately. Klubio puts both halves together: the member's journey and the club's finances in one system.
From mat groups to belt exams
Mat groups by age and level
Little ones, kids, juniors and adults: each group with its own coach, timetable and monthly fee. As a judoka progresses, they move to a new group with everything attached.
Belt grades on the member card
Kyu and dan grades live on the member's card as tags. One filter shows who the yellow-belt candidates are and who hasn't taken their exam.
Attendance shows exam readiness
The coach marks participation in the app, and statistics show who has trained enough to be admitted to a belt exam, a decision based on data, not memory.
Exam and camp fees separately
A belt exam fee, camp participation fee or a new judogi order can be issued as a one-off invoice to exactly those it concerns.
Monthly fees automatically
Invoices go out on their own every month, reference numbers tie payments to the right judoka and family discounts apply in tiers.
Licences and competitor data
A licence number and expiry date sit on the judoka's card, with the coach's licence level alongside. You can see in advance whose is going to run out before the next competition.
How Klubio starts working in a judo club
Belt grades as the club's data asset
A judo club knows by heart who wears an orange belt, until the club has a hundred kids and three coaches. In Klubio you mark the grade on the member's card and it becomes a filterable data field: yellow-belt candidates in one view, exam registrants as a separate list, per-grade statistics across the club. When a coach changes, the knowledge doesn't leave. The new coach opens the group and sees every judoka's journey.
Exam season without the paper pile
Belt exam season is a judo club's most admin-heavy time: candidate lists, participation checks, exam fees and recording results. In Klubio the coach reads from attendance statistics who has been on the mat enough, the exam fee goes out as a one-off invoice to exactly the candidates, and the new grade is marked on the card after the exam. Next season the same cycle starts from clean data.
Kids and adults on the same mat, under different rules
In a judo club, six-year-old tots and adult hobbyists train side by side, but their relationship with the club is completely different. Kids' groups run on a fixed monthly fee with communication flowing to the parent app; adults often prefer an attendance-based fee that reflects actual mat sessions. In Klubio both models live side by side, and a family where both the child and the father do judo sees everything with one account.
The club grows without an office
Most judo clubs start with one coach and one mat. There is no office and none is coming. Klubio is built so that no office is needed: applications, invoices, reminders and announcements run from the system, and managing a club of sixty judokas is fundamentally no different from two hundred. Growth doesn't mean growing administration, only new groups in the system.
Exam month in a club with 200 judokas
Spring belt-exam month, four groups from tots to adults. It looks like this in Klubio:
- The coach filters out 38 exam candidates based on attendance statistics. The number of sessions attended sits behind every name.
- The €15 exam fee goes out as a one-off invoice to exactly those 38; monthly fees are untouched and payments match by reference number.
- After the exam the new belt grades are marked on the member cards. The club's history holds every judoka's journey from white belt on.
- Summer camp information goes out as an app notification to all groups, with the participation invoice only to those who registered.
An exam season that used to mean a whirl of lists, envelopes and emails is three clear steps in Klubio, and the data stays with the club.
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
Can belt grades be tracked in Klubio?
Yes. The belt grade lives on the member's card as a tag you can filter and build lists by. Klubio doesn't generate an automatic exam protocol, but candidate selection, fee billing and grade recording all happen in the system.
How do we bill belt exams and camps?
As one-off invoices to exactly the participants. An exam or camp fee doesn't interfere with the group's monthly fee, and payments match automatically by reference number.
Can the adults' group be billed by sessions attended?
Yes. An attendance-based fee with a ceiling suits hobbyists who come irregularly. Frequent visitors never pay more than a flat package would cost.
Can licences and competitor data be managed?
Yes, on the member card. Every judoka's licence number and expiry date are recorded there, and the whole list exports as a file. Klubio does not currently have an automatic integration with the judo federation.
How do we keep parents informed about exams and competitions?
Announcements go out as app notifications to the parent app. Exam times, camp information or a competition invite arrive instantly, not at the bottom of a mailing list.
How does a judo club migrate to Klubio?
Export your member list as a spreadsheet or give us access. We import the judokas 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 judo club?
Pricing is based on the number of judokas 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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