Sports club management system
- Subs due for the season if every member pays
- 30,400.00
- Members on the list
- 240
- Subs collected so far
- 21,280.00
Every figure here comes from the figures you enter and the method stated beside it: your members in each tier, your fees, your paid-up count, your fixed costs, your sessions and your register. Where a guide names a published figure it names the source and the date it was read. This site publishes no accounting, tax or charity-law advice: what your club's status requires of its books is your accountant's or your governing body's answer, and the guidance cited on each guide is the starting point, not the ruling.
A sports club management system has one job a bank statement and a group chat do not do: say, on any day, who is a member of the club, which section and fee tier they are in, whether they are paid up, which sessions they came to and whether they can be picked. Most amateur clubs run the member list in the membership secretary's spreadsheet, the money in the treasurer's bank statement and the registers on paper in the coaches' kit bags, and the three disagree by the second month of the season. This page sets out what a sports club management system has to keep for a volunteer-run club, how the season is worked through it from the subs going out to the AGM report, and what it costs to keep the club as a record rather than a set of spreadsheets that only one person can open.
Open the Club treasurer subs sheet Free to use. No account, no card, no trial clock.
List every member in a section and a fee tier before the subs go out
Seniors, juniors and social members pay different subs and appear on different team sheets, so the list starts from the sections and the tiers and works down to the names. The free subs sheet on this site gives the subs due, the arrears and the surplus a set of tiers implies before a single reminder is sent, which is the figure the committee sets the fees from.
Record every payment against the member with the date it cleared
A sub paid in cash at training, by bank transfer with no reference, or by a parent for two juniors at once is the reason the treasurer's figure and the membership secretary's figure never match. Recording each payment against the member, dated, keeps one paid-up status the coaches can read from the register, and is what the treasurer's report to the AGM is drawn from rather than reconstructed from the statement.
Take the register against the section and draw the team sheet from the paid-up members
A register kept on a phone against the section shows the attendance rate, who is training without being paid up and who has stopped coming, and the team sheet is drawn from the members who are both paid up and present. That is also the record the club's welfare and safeguarding officer reads when a junior's attendance changes, and the one the governing body asks for when the affiliation is renewed.
Subsroom Pro
Keeping the member list the whole committee can trust
Upgrading turns the worksheet into the record. The fee tiers become a member list with names on it; a payment is recorded against the member with the date it cleared; the register is taken against the section from a phone and kept; the team sheet is drawn from the members who are paid up. Export is always available, so the club's records are the club's whether or not you stay.
- Download the subs sheet or the register as a file to send to the committee
- Your subs sheets and registers without our name on them
- Save a subs sheet and open it again next season
- Your club name and badge on every printed sheet and register
- Take every sheet, register and team sheet out at once
- Send a subs reminder or a team sheet to the members from inside the record
$49per month, whole club
Start Subsroom Pro PricingSubsroom Pro is $49 per month for your whole club, billed monthly, and renews each month at that price until you cancel. The price and the renewal terms are shown again before checkout.
What a club treasurer asks before running the Sports club management system
Is a sports club management system the same as a club website builder?
No. A website builder publishes the club's pages, fixtures and news; the management system keeps the members, the subs, the registers and the team sheets. Some platforms bundle the two, and many volunteer clubs run a free website and keep the members somewhere else entirely, which is the arrangement Subsroom is built for.
Does the club need a system if it has fewer than a hundred members?
The spreadsheet works until the second person needs it. The moment a coach needs to know who is paid up at training, or the AGM needs a subs figure the treasurer did not build by hand, the list has to be somewhere more than one person can read, and that is the system whatever size the club is.
Can a member's subs be split, discounted or paid by instalment?
A member sits in one fee tier, and the tier carries the season's figure; a payment is recorded against the member whenever it clears, so an instalment plan is simply several dated payments against one member and the arrears is whatever is still owed. Discounts are a tier of their own (a family rate, a student rate) rather than an edit to the standard figure, so the subs sheet still adds up.
Will it hold your club's members, beyond the Sports club management system?
Tell us how your club runs today, which sports and sections you have, how the subs are collected, and what keeps going wrong.