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 and files
- 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)
- 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 & Files
- Upload files into Club Organiser for viewing by members (FREE 512MB of storage per club)
- Print register sheets for recording section attendance
- Print medical information sheets for coaches/staff
- 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 |