Sports school software that grows with the student
Hundreds of students, dozens of groups, several levels and tuition invoices every month: Klubio keeps a sports school's whole machinery in one system, without spreadsheets and paper piles.
14-day free trial · No credit card required
Why a sports school needs different software
A sports school is not just a big club. Students move between levels, from beginner preparation to training groups and on toward the master track, and every move changes their schedule, coach and tuition fee. Groups fill and empty season by season, admissions come in waves, and parents expect school-grade organisation: clear invoices, an up-to-date schedule and fast information.
On top of that comes reporting. If a sports school receives municipal hobby-education support, the funder wants to see participant numbers and attendance. When a parent asks for a year-end summary of tuition payments, it has to be available in a couple of clicks. A general-purpose spreadsheet or a group chat can't carry that load. You need a system where groups, billing and attendance are genuinely connected.
From levels to tuition fees
Groups organised by level
Beginner, training and master levels: each group with its own coaches, schedule and tuition fee. Moving a student up a level takes everything along.
Tuition billing
Invoices go out automatically, monthly or per term if the school bills by semester. Discounts, payment pauses and an exception for a mid-month joiner are already part of the rules.
Attendance & participation statistics
Coaches mark attendance in the app; the school gets a participation picture by group and student, usable for internal review and support reporting alike.
Admissions & waitlists
Digital applications on the website, waitlists for full groups and offers when spots open. An admissions wave no longer means email chaos.
Health certificates at a glance
Certificate validity, allergies and injury status sit on the student's profile, so you can see whose certificate is about to expire without digging through a folder.
Coaches get their own view
Every coach sees their groups, schedule and rosters and marks attendance, without access to the school's finances.
A sports school's year in Klubio
A sports school year splits into four seasons, and each one has its own bottleneck that Klubio smooths out.
Autumn: admissions
Applications flow from the website form straight into the system, new groups open in minutes, and the first tuition invoices go out in the joining month. Waitlists catch everyone who didn't get a spot.
Winter: reporting
For the municipal support report, participant counts and attendance already exist. Export the data and the report is essentially done. Parents can get a yearly summary of tuition payments on request.
Spring: level changes
The best students move up a level: with the group change, the schedule, coach and new tuition fee move along. Not a single invoice needs redoing by hand.
Summer: camps and pause
Summer camps go into the calendar as separate events, and regular groups' billing can be paused for the summer. In autumn everything continues where it left off, with full history.
How Klubio fits a sports school's everyday life
Levels and groups that change with the student
A sports school's structure is alive: new beginner groups open in autumn, the best students move up in spring, some groups get merged. In Klubio the group is the central unit: it carries coaches, a schedule and billing rules. When a student moves to a training group, their schedule and tuition change automatically, and the next invoice already follows the new level. History is preserved: you see which groups a student has passed through and how their participation has changed.
Tuition fees that respect real life
Levels have different fees, families need discounts, and someone always joins mid-month. Klubio's billing rules cover all of it: each group can carry a different tuition fee, sibling discounts apply in tiers, and a late joiner's first invoice can be adjusted by hand. When a student is ill or injured, you pause their billing and invoices simply don't get created. Payments are matched to the right student by reference number, and arrears are visible in 30, 60, 90 and over-90-day buckets.
The data funders and parents ask for
Hobby-education support reporting wants numbers: how many students, in which groups, with what participation. Because attendance is marked in Klubio at every session, those numbers always exist and can be exported, rather than being reconstructed after the fact once a quarter. For parents the same transparency works the other way: they see in the app what an invoice was for and whether their child actually attended, and a summary of tuition payments is a couple of clicks away.
A swimming school with 300 students
Three levels, eleven groups, six coaches. A month at the school looks like this in Klubio:
- Beginner level (6 groups): tuition €40/month with sibling discounts; autumn admissions run through website applications and two groups gained waitlists.
- Training groups (4 groups): €55/month; two students moved up to the master track in spring and their billing switched automatically.
- Master track (1 group): more individually set fees and morning sessions; the coach marks attendance poolside on a phone.
- At month-end the head exports participation data for the city's support report and sends reminders to late payers. Half an hour of work in total.
A school that used to live in three spreadsheets and coaches' notebooks fits in one system, and every number exists the moment someone asks for it.
See how these pieces work in detail
- InvoicingAutomated membership invoices, reference numbers, bank statement import and a debtor overview.
- 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.
Frequently asked questions
Does Klubio suit hobby schools that aren't purely sport?
Klubio is built around sport and physical activity, but the logic of groups, tuition fees and attendance works the same way for a dance or gymnastics school. If your school runs on groups and monthly fees, Klubio very likely fits.
How does municipal support reporting work?
Klubio doesn't submit reports to municipalities automatically, but everything they ask for lives in the system and exports as CSV: student counts, groups and attendance. Preparing a report means extracting data, not collecting it.
Can different levels have different tuition fees?
Yes. Every group carries its own billing rules: a different monthly fee, attendance-based fees with caps where needed, and tiered family discounts. A mid-month joiner or a long-term ill student can get an individual exception.
How many coaches and staff fit in the system?
There's no limit. Every coach has their own account and role: they see their groups and mark attendance, but can't access the school's billing. The head and the accountant hold wider permissions.
How does a large sports school migrate to Klubio?
Export your student list from your current system or spreadsheet and we import it with the group structure for free. A personal manager helps set up billing rules and schedules. Most schools are operational within a week.
What does Klubio cost for a sports school?
Pricing is based on the number of students and starts at €20/month. Every feature is included: billing, attendance, apps and accounting integration. Start with a 14-day free trial.
Can families get a year-end summary of tuition payments?
Yes. Every invoice and payment is stored per student, so a yearly summary is a couple of clicks away. The student's profile has a separate field for the name and ID code of the person claiming the tax deduction, so it is clear whose expense it was. Klubio does not currently submit data to the Tax Board automatically.
Run your club the smarter way.
Join clubs who've ditched the spreadsheets and brought their operations into one modern platform.
