Tennis club management, for the volunteer committee of a members' club, is the year's cycle of setting the subscription tiers, collecting the subs, keeping the member list straight so the courts are used by people who have paid, running the junior programme with a register and DBS-checked coaches, and reporting the money to the AGM. Tennis clubs have more fee tiers than most sports, full, off-peak, junior, student, family, social and country member among them, and more of the year's income arrives in one month, which is why the arrears figure in May decides the season. This page sets out how the season runs, what tennis club membership software has to keep, and where the free worksheets on this site fit.
The tiers are the whole subs question
A tennis club's subs are a table of tiers rather than one fee, and the mix decides the income: a club that is a third juniors and a fifth off-peak members raises far less than its headline full-member fee suggests. The committee sets the tiers at the AGM against the courts' running costs, the coaching programme, the affiliation and the insurance, and the club treasurer subs sheet on this site works the subs due, the arrears and the surplus from the counts in each tier so the fee table can be argued on the page before it is voted on. The break-even share it returns is the collection rate the club has to reach before the courts are paid for.
Who is on court, and whether they have paid
The membership secretary's job through the summer is knowing who is a member, and the gate or the booking sheet is where that is tested. A member list with a paid-up status against every name, read by the person opening the clubhouse or running the box league, is what stops the club playing the season on credit. Recording each payment against the member with the date it cleared, rather than ticking a spreadsheet from the bank statement once a month, is what keeps that status true on a Saturday morning.
The junior programme is a register and a set of checks
A junior coaching programme runs on a register taken every session against the squad, kept, and read by the head coach, the welfare officer and the treasurer for three different reasons: who came, who stopped coming, and who is being coached without being paid up. In the UK the coaches and volunteers working with juniors may need a DBS check, and in the US a club collecting details about children online has COPPA to follow; the register that names who ran the session is part of both records. Subsroom Pro keeps the register against the squad, with the attendance rate, the member who stopped coming and the unpaid count read from it.
Questions people ask about tennis club management
What does tennis club membership software have to keep?
The members with their tier and paid-up status, each payment dated against the member, the junior registers per squad, the team sheets for league matches drawn from paid-up members, and an export for the AGM and the governing body's affiliation return. Court booking is a separate product and many clubs run it separately.
How should a tennis club handle the May arrears?
With a list of names and dates rather than a percentage. The subs sheet gives the arrears as a figure; the record turns it into the members who have not paid, and a reminder sent from the record with the tier's figure on it collects most of them.
Do social and country members belong in the same record?
Yes, in their own tiers. They pay less, appear on no team sheet and are not on the junior registers, but they are members for the AGM, the constitution and, in the UK, the CASC conditions, so the list has to include them.
Sources
- GOV.UK, Community amateur sports clubs: detailed guidance notes, the conditions a UK club must meet on membership, fees and finances to hold CASC status
- 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