Club Organiser | Features

Club Organiser allows you to manage your sports club, course or classes from anywhere with a connection to the Internet, via all devices, thus enabling you to be in touch with your members and clients when you need to be.

As a 'broad overview', some of the more important (and most popular) features included are :

COVID-19 symptom recording system.
Training Session Booking System to ensure no overcrowding of facilities. ⁵
New member registration direct from an electronic form on your club's website, uploaded to the Club Organiser system only once approved by the membership secretary or allocated club official.
Club Dashboard showing calendar (and member/client account balance on their dashboard)
Unlimited members/clients uploaded by you (or we can help)
Unlimited sections/squads AND Classes as set up by you (or we can help)
Dedicated Learn to Swim Sub Category for swim schools/clubs that teach lessons offer ability to create own swim pathways and outcomes which also appear on attendance reports
Members' Progress Diary with goals and achievements (can be accessed by coaches/teachers and viewed by member/client)
Email - with your club logo, to individual, class, group, or club as a whole (with attachments)
Club Documents - upload your own club docs (membership/code of conduct etc) with choice to make them visible to members through their personal login
Store club/course documentation (optional view by members/clients). Includes option and facility to produce mailmerge documents to email or post
Fee payment with account balance on dashboard - online payments by credit/debit cards or Direct Debit possible, subject to your club's preferred method
SMS messaging service ³
Registers (both LIVE and manual) giving direct access to emergency contact/medical details
For competitive swim clubs - store PBs, Governing body details, training times, upload QTs to create Eligibility Lists or upload Hy-Tek Entry Files / SportsSystem Files so eligible swimmers can enter and pay for galas direct from their login page
Tiered access levels for 'staff', including the ability to further restrict access to member's personal identifiable information.
Various report options throughout include DBS expiry, DD payments received/outstanding, Fixtures/Events/Merchandise payments received and Treasurers report to name just a few
Automatic monthly account debit and electronic upload of bank statements to allocate fees paid direct to client's account page
Family logins as well as individual member logins currently used.
Automatic reminders of DBS renewal dates
Automatic reminders of Qualification renewal dates
Integration with Swim England's OMS (Also Swim Wales and Scottish Swimming) - direct set up of new members and update of Swim England, Swim Wales & Scottish Swimming Numbers and Categories by club

Club Organiser software continues to grow, and as it's an all-inclusive price of £14.95 a month (less than £180 per year) for everyone, regardless of club/business size. If you do incur any extra charges (SMS messaging/above excess emails) then it's because your club have used them - we don't expect our clients to pay for things that other clubs use.

As we are still receiving requests from different club/business types, our expansion is ongoing and some of the features we're currently working on include:

Ability for athletes to confirm availability for meets and teams etc.
Automatically notify swimmers and the club of potential new club records (swimming clubs only)

A more exhaustive list of Club Organiser Features

Administration

Club Dashboard area showing club account balances, member totals etc. in one place
Club Calendar
Create additional administrators and users and set access security levels
Create unlimited club sections/classes
Store club documents
Bulk email using either text or HTML by section, team or club, with optional attachments
Bulk SMS club members by section, or club ³
Email individual members with optional attachments
Ability to store information regarding member's qualifications (especially coaches)
Online 'tickable' Registers & Attendance Sheets, complete with attendance reports by section/class (swimming clubs only)
Calculate Fees based on attendance rather than simply section fees in advance (dance and gymnastics)
Ability to display Club Message with message acceptance by member
Ability to alter Screen Wording on club home page to enable message to members to remain displayed until deleted by admin/superuser

Banking

Direct Debit facility to collect members' section fees at required intervals ¹
Upload bank statements in Quickbooks, or Excel, formats
Automatically debit member's section fees at required intervals
Automatically reconcile incoming bank payments to member's accounts
Manually reconcile incoming bank payments to member's accounts
Allow adhoc credits/debits to member's accounts
Generate member statements
Ability to generate cashflow spreadsheets for a given time period
Issue Credit Card refunds *

Documents

Upload documents into Club Organiser for viewing by members
Print register sheets for recording section attendance
Print medical information sheets for coaches/staff
Generate documents and forms, including a mail merge option
Generate DBS renewals
Generate late payment reports

Fixture Management (currently Swimming Clubs only)

Import Fixture information in Hy-Tek Meet Entry File (MeetManager) .ev3 or .hyv format (includes Races and Qualifying Times)
Import Fixture information in SportSystems Meet Entry File .sef format (includes Races, Cost and Qualifying Times)
Import fixture information from Microsoft Excel
Upload Qualifying Times for members
Upload Eligibility lists for members
Create Eligibility Data for members (when using Club Organiser to store Personal Bests)
Automatically create Credit Card option for each fixture ¹
Export Fixture entries in Hy-Tek Race Entry File (MeetManager) .hy3 format
Export Fixture entries in SportSystems Meet Entry File .sez format
Import British Swimming Times for individual swimmers

Event Management

Set up one time events for Club members
Set up payment schedules for each event
Automatically create Credit Card option for each event ¹

Race Management (currently Sailing Clubs only)

Set up one time races for Club members
Automatically create Credit Card option for each race ¹

Team Management

Set up teams based on age, sex, year of birth
Bulk email members of teams, with attachments

Personal Bests (currently Swimming Clubs only)

Historical PBs (store all PBs for every swimmer for every stroke, both Short and Long Course)
Import Personal Bests information using Excel
Import Personal Bests information from Hy-Tek Team Manager in Excel format ²
Import Personal Bests information from Hy-Tek Meet Manager
Import Personal Bests information from SportsSystem SDIF format files
Convert swim times from Long Course to Short Course, and vice versa ⁴
Allow members and parents to view Personal Bests
Ability to specify Time Trial times as Personal Bests
PB Ranking Reports
Club Records storage for both Short and Long Course

Reporting

View reports for Credit/Debit Card payments taken for fixtures, merchandise and events
View report for unpaid accounts
View report of Direct Debit Mandates set up and payments made by Direct Debit ¹
Banking Report (ideal for Treasurers to use)

Club Members (and Parents if under 18 years of age)

Family logins to give one login for more than one member of the same family
Member Dashboard area showing account balance, fees etc. in one place
Club Calendar
Allow members to view (and update) their own details held within Club Organiser using their own unique logins.
Allow members to print their own personalised club documentation. e.g. Membership Forms
Members can pay their Account Balance by Credit Card or Direct Debit ¹
Members can set up a Direct Debit Mandate to pay their section fees
Swimmers Diary allowing members (and coaches) to add their own thoughts and comments, with both short and long term goals
Merchandise Shopping Cart

Security

Club Organiser runs on an encrypted 256-bit SSL connection, and in a state of the art data centre, where encrypted backups are taken throughout the day, to ensure your membership details are safe and secure.
In accordance with the new General Data Protection Regulations (GDPR), effective from the 25th May 2018, we have to advise you that it is a fineable offence to keep personal data without prior consent and/or in an unsecured format. Should you decide to download any data from Club Organiser (e.g. reports), which contains member's personal identifiable information (e.g. Name, Email Address, Telephone No. etc.), please ensure you create a password protected entry for the file on your computer or device and delete the exported file as soon as you have finished using it. Club Organiser will not be held responsible or accountable for any insecure files/data found as a direct result of using the reporting facilities.

¹	Some extra initial set up required
²	For swimming clubs who use Hytek Software's Team Manager
³	Extra cost involved (currently 8p for each mobile number messaged)
⁴	Times converted using UK Swim England Equivalent Performance Tables
⁵	Extra one off cost involved to turn this facility on - £50