Sports Club Management
Everything people belong to, and nothing it costs you in athlete places.
The tennis circle, the chess club, the running group: the parts of an institution that people actually belong to, and the parts usually run on a WhatsApp group and somebody’s memory. This module gives every club a page of its own that anyone can sign up for and join, a way to collect membership dues if the club charges them, a board where members organise their own games, and a record of who turned up. Club members are ordinary accounts, not athletes, so thousands of students can be in clubs without touching the athlete allowance you bought for your squads.
Built for
- Universities and colleges with student clubs alongside their competitive squads
- Membership clubs that run on annual dues: tennis, badminton, swimming, cricket
- Academies running interest groups that are not coached training
- Anywhere participation has to be evidenced but nobody is enrolled
Priced by club members
A band covers the members across all of your clubs together. Members are ordinary accounts, not athletes, so they never touch your athlete limit. Somebody whose club dues have lapsed stops counting until they pay.
| Club members | Billed annually | Billed monthly |
|---|---|---|
| Up to 250 | ₹499/mo₹5,988 a year | ₹599/mo |
| Up to 1,000 | ₹833/mo₹9,990 a year | ₹999/mo |
| Up to 2,500 | ₹2,083/mo₹25,000 a year | ₹2,500/mo |
| Up to 5,000 | ₹3,125/mo₹37,500 a year | ₹3,750/mo |
| Up to 10,000 | ₹4,167/mo₹50,000 a year | ₹5,000/mo |
All prices exclude 18% GST. Move up a band whenever you need to, from Settings → Add-ons, and you keep the members you already have. Talk to us about anything larger than 10,000 members.
A page anyone can join
Each club gets its own address on your site, and it has two faces. The street sees what the club is: what it does, how to join, and what is coming up if you allow it. Behind the sign-in is the club itself: its announcements, its programme, its board. Registration is open to everybody, a prospective student, a parent, somebody with no connection to you at all, and takes a moment.
- A club per sport, or none at all for a general-interest group
- Description, picture and contact address you control
- One account works for every club at your academy
- Built up as a draft, published when you are ready
Joining, on your terms
Some clubs should let anyone walk in. Others need somebody to look first, and a few should be open to your own people only. That is a setting on each club, so an open running group, a vetted committee and a students-only society can sit side by side in the same institution.
- Open clubs admit somebody the moment they join
- Approval clubs hold them until a coordinator admits them
- Or restrict a club to the people already at your academy
- An optional cap on the club’s own size, checked as people join
Membership dues, if the club charges them
A club can be free, or it can charge, and most membership clubs do. Set the fee, the term and how long after it ends before somebody lapses, and the club keeps its own ledger: who is paid up, who is due, who has lapsed, and who the committee has waived. A lapsed member keeps their place but the club goes quiet for them until they pay, which is the only reminder that ever really works.
- Monthly, quarterly, yearly or paid once for life
- Add GST if you are registered, or leave it off: you are asked, never assumed
- An optional joining fee, charged with the first payment only
- Waive dues for a committee member or an honorary one
- Receipts and renewal reminders sent for you
The money is yours, all of it
Members pay online through your own Razorpay account, so the money goes straight to you and settles on your own cycle. We take no commission and never hold a rupee of it. Where you would rather collect at the desk (cash, UPI, a bank transfer), a coordinator records it and the member’s standing updates the same way.
- Your gateway, your account, your settlement
- No cut of your dues, ever. The add-on is what you pay us
- Cash and UPI at the clubhouse recorded in the same ledger
- Refunds, with the term unwound exactly as it was
- Members owing, oldest first, with a CSV for the committee
A board where members find each other a game
The thing a WhatsApp group is really for: somebody posts that they are playing at six and are a player short. Members see it on the club page, tap to join, and the spot closes when it is filled. It is the reason a community opens the app on a Tuesday rather than once a year when dues are due.
- Post a time, a court, a format and how many players you want
- Singles, doubles, practice, or anything, and a level if it matters
- Your own level labels: NTRP steps, grades, whatever the club uses
- One tap to join, one to drop out, and the spot reopens
- Nudged two hours before, in the app and on the phone
Club members are not athletes
This is a fact about the data rather than a promise: joining a club creates an ordinary user account and never an athlete record. Your plan’s athlete allowance is for the people you coach. Clubs are billed separately, by how many members you have, and a member who has lapsed on dues does not count until they pay.
- No athlete record, so no athlete capacity consumed
- People you already coach join with the account they have
- Outsiders register once and can join any of your clubs
- A directory of every club account, filtered by club or by whether they are yours
Tell them, and know who came
Post an announcement and it reaches the members, in the app and by email for those who want it. Put on events, trials, volunteering days or ordinary sessions, ask who is coming if it helps, and mark the register on the day.
- Announcements notify active members as you publish them
- Members mute a talkative club without leaving it
- Four kinds of activity: event, trial, volunteering, session
- RSVP with a capacity, and a cut-off before it starts
- A register marked on the day, one tap per person
Evidence of who actually took part
Saying you will come and coming are different things, and only one of them is evidence. The participation report counts attendances against the activities each club has run, and it lists the members who have never turned up rather than quietly leaving them out.
- Attendance per member against the club’s activity count
- Responses recorded separately from attendance
- Members who have never attended still appear, at zero
- A student representative can organise but not mark the register
Handed to the people who run each club
A club is usually run by its own members, not by your administrator. Give somebody the coordinator’s role on one club and they run that club and no other (its roster, its programme, its dues) without seeing anything else in your academy.
- Coordinator, coach or student representative, per club
- Scoped to that club, checked on every request
- Only active members of a club can be given a role in it
- Your System Admin keeps the overview across all of them
Common questions
Do club members use up our athlete allowance?
No. A club member is an ordinary user account, never an athlete record, so joining a club consumes none of the athlete capacity on your plan. Clubs are billed separately, by the number of members across all of them. See the bands above.
Can we charge a membership fee for a club?
Yes. Each club sets its own: free, or a fee per month, quarter, year or once for life, with an optional joining fee and GST if you are registered. Members pay online or at the desk, receipts and renewal reminders go out for you, and the club can see who owes what. A club that should stay free simply stays free.
Do you take a cut of the dues we collect?
No, and we never hold the money. Dues are collected on your own Razorpay account and settle straight to your bank on your own cycle, exactly as your facility bookings and invoices already do. What you pay us is the add-on itself.
What happens when somebody does not pay?
After the grace period you set, they lapse. They keep their membership, but the club goes quiet for them (no announcements, no programme, no board) and they are told plainly why and how to fix it. Paying restores everything with no re-joining and no re-approval. A lapsed member also stops counting toward your member band.
Can people who are not part of our academy join a club?
Yes, if you want them to. Anyone can create an account on your clubs page and join from there. If a club should not be open like that, set it to approval and admit only the people you recognise, or restrict it to the people already at your academy.
How is a club different from a team?
A team is a squad a coach selects to represent you in competition. A club is something people choose to belong to. They are kept deliberately separate: being in the running club says nothing about being picked for the athletics team.
Who can create and manage clubs?
Your System Admin, along with any role you grant the clubs permissions to. Individual clubs are usually handed to their own people: a coordinator, a club coach or a student representative, scoped to that one club, so they run it without seeing anything else in your academy.
What if we have more members than the largest band?
Talk to us. Larger institutions are handled as an agreed cap at a price we settle with you, rather than by squeezing you into a band that does not fit.