Tennis club software without the paperwork
Junior academy groups, adult recreational players, group and private lessons, and two seasons a year: Klubio keeps a tennis club's entire administration in one system, just like at Tähtvere Tennis Club.
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Administratively, tennis is two clubs in one
A tennis club actually runs two organisations at once. One is the academy: juniors in groups by age and level, parents who expect clear invoices and an up-to-date schedule, and coaches who need their rosters. The other is the adult club: recreational players who get to the court when work and weather allow, private lessons arranged with a coach, and members who want to pay only for what they actually use.
Keeping those two worlds in one spreadsheet means constant translation: who is in which group, who paid for what, whose session moved with the season change. Klubio lets each side live by its own rules, in the same system, run by the same team, with one financial overview.
From the tennis school to private lessons
The academy, group by group
Juniors by age and level, each group with its own coach, schedule and monthly fee. A level change moves the player to a new group with everything attached.
Billing for group and private lessons
Flat fees for groups, attendance-based fees for recreational players and per-session counting for private lessons. Every fee model can be described in the rules.
Season change in one move
Onto the courts in spring, into the hall in autumn: schedule changes reach every player and parent with an automatic notification.
One account per family
Two juniors in the academy and dad himself in a recreational group: all under one family account, each player with their own invoices and schedule.
Membership fees under control
Reference numbers tie payments to the right player, arrears are visible continuously and reminders go out in a couple of clicks.
A new player joins
An application on the club's page, the right group by level, and a first invoice with the right rules. If the group is full, the player goes on the waiting list and gets an offer when a spot opens.
Tähtvere Tennis Club's experience
“We used to manage our sports school of nearly 400 members with software that had fallen behind the times. With Klubio we save many hours every month that we can put toward sports. We've also automated our membership fee billing, and members can finally pay their fees with digital payment links.”
How Klubio starts working in a tennis club
Fee models that mirror tennis life
There is no single right fee model in tennis. Academy groups usually pay a fixed monthly fee, adult players prefer to come when their calendar allows, and private lessons are arranged with the coach. In Klubio you describe each group's fee model separately: a flat fee, an attendance-based fee with a ceiling, or a combination. If a recreational player comes twice in January and eight times in February, the invoice is right both months, without anyone recounting anything.
Two seasons, one system
A tennis club lives in two seasons: on the courts in summer, in the hall in winter. A season change means a new schedule for dozens of groups, and it used to mean weeks of confusion where half the families knew the old time and half the new. In Klubio you change the schedule group by group and every player and parent gets a notification straight to the app. Attendance marking continues without interruption, because the groups and rosters stay the same. Only the times are new.
The head of sports sees the whole picture
When junior groups, adult training sessions and private lessons live in different places, nobody knows exactly how the club is doing. In Klubio it's all in one: how many players attend each group, where there are free spots, how many invoices are outstanding and how participation shifts month to month. With the accounting integration, invoices and payments flow straight to the bookkeeping software. The head of sports deals with tennis, not with spreadsheets.
The coach's day gets simpler
A tennis coach's day runs between courts, groups and private lessons. In the Klubio app the coach carries only their own world: today's sessions, group rosters and attendance marking with a couple of taps right on the court. In the evening nobody has to send anyone a spreadsheet. What the coach marked during the day is already in the club's billing and statistics.
May in a tennis club with 300 players
180 juniors in the academy, 120 recreational players in adult groups. The season-change month looks like this in Klubio:
- The club moves every group onto the outdoor-court schedule. The changes reach 300 players and parents by app notification the same evening.
- Adult recreational groups are billed by sessions attended; someone who made it onto the court eight times in May pays more than someone who came three times, automatically.
- Two juniors move up to the competitive group: new schedule, new monthly fee and the coach's roster switch with a single group change.
- At month-end the head of sports sees nine invoices outstanding and sends reminders with one click.
The same month that used to mean hundreds of messages and manual recalculations is a couple of hours of setup in Klubio. The rest runs itself.
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
Can I book courts with Klubio?
No. Klubio is not a court booking system but club management software: members, training groups, schedules, attendance and billing. If your club also rents courts to the public, you can keep using a booking system alongside Klubio. Klubio covers the club's own members and trainings.
How do I bill private lessons and irregular attendance?
With attendance-based fees: the coach marks participation and at month-end Klubio builds the invoice by sessions attended. The fee can carry a ceiling, so an active player never pays more than a flat package would cost.
Can juniors and adults live in the same system?
Yes. That is exactly how tennis clubs typically use Klubio. Academy groups and adult training sessions sit side by side, each with their own rules and fees. A family sees all of its players with one account.
What happens to the schedule at season change?
You change the groups' times and everyone involved gets an app notification. Groups, rosters and billing rules stay the same. Only the times and, if needed, the location change.
How does Tähtvere Tennis Club use Klubio?
Tähtvere Tennis Club manages an academy of nearly 400 members in Klubio: membership billing is automated, and by the club's own estimate the system saves many hours of administrative work every month, hours that now go to tennis.
How do we migrate from our current system?
Export your player 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 are up and running within a week.
What does Klubio cost for a tennis club?
Pricing is based on the number of players and starts at €20/month. Billing, schedules, attendance, apps and the accounting integration are all included. Start with a 14-day free trial.
Run your club the smarter way.
Join clubs who've ditched the spreadsheets and brought their operations into one modern platform.
