Gymnastics club software, for a club run by a committee rather than a business, has to keep a member list organised by class and squad rather than by a single membership, fees that are charged by the term or the block rather than the season, a register taken at every session because almost every member is a child, and a record of which coach ran which session because the club's safeguarding policy and its insurer expect one. That is a different shape from tennis or football, where the members are mostly adults and the subs are annual, and it is why a general club product needs to be checked against it. This page sets out what the software has to keep for a gymnastics club, how a term runs through it, and where the free worksheets on this site fit.
Members by class and squad, fees by the term
A gymnastics club's list is a set of classes and squads, each with its own session, coach and fee, and a member moves between them as they progress. The fee is charged by the term or the block, so the subs due is recalculated several times a year and the arrears reset with it. The club treasurer subs sheet on this site takes each tier's count and fee, so a recreational class, a development squad and a competitive squad go in as three tiers with the term's fee against each, and it returns the subs due for the term, the arrears and the share the club has to collect to cover the hall hire and the coaching.
The register is taken every session, and it names the coach
Almost every member of a gymnastics club is a child, so the register is not optional: the club's safeguarding policy, its governing body's affiliation and its insurer expect to know who was in the hall, who was responsible for them and when. Taking the register against the squad on a phone and keeping it gives the head coach the attendance rate per squad and the welfare officer the child who stopped coming; Subsroom Pro keeps the register against the squad with the session's coach on it, and works the rate and the unused places from the block.
Waiting lists, trials and the mid-term joiner
Gymnastics clubs run waiting lists for most classes, offer a trial session before a child joins, and take joiners mid-term at a pro-rata fee. Each is a state a member passes through, not a separate list, and software that keeps a child on the waiting list, the trial and the class as one record with dates against each is what stops the same child being on three spreadsheets. The mid-term joiner is one more member in their tier at whatever the club charges for the rest of the term, and the subs sheet takes them as such.
Questions people ask about gymnastics club software
Is gymnastics club software the same as a gym's membership software?
No. A commercial gym sells memberships to adult customers through a till and a turnstile; a gymnastics club keeps children in classes and squads with termly fees, registers and DBS-checked coaches, and is run by a committee. The records are different and so is the product.
How should termly fees and annual membership be kept together?
As two tiers against the same member: an annual club membership fee and a termly class fee. The subs sheet can be run for the term's class fees and separately for the annual membership, and the record keeps both payments against the member.
Does the software need to keep who coached each session?
For a club with junior members, yes: the club's safeguarding policy, its governing body and its insurer expect the register to say who was responsible for the session, and the coach's DBS check to be on file against them.
Sources
- GOV.UK, Find out which DBS check is right for your employee or volunteer: the check a club's coaches and volunteers working with juniors may need
- FTC, Complying with COPPA: frequently asked questions, the rules a US club collecting details about members under thirteen online has to follow
- ICO, UK GDPR guidance and resources: what a club keeping its members' details has to do as a controller