In a sports club every discipline has its own licence calendar, renewal window and medical certificate rule. An athlete whose licence has lapsed cannot compete, and when association membership dues and athlete fees get mixed up the committee can no longer see the club’s real financial position. In the system we build, each athlete’s licence number, renewal date and medical certificate are tracked and the person responsible is alerted before anything expires. Athlete fees and association dues are collected into separate accounts, and income, costs and headcount per sport are visible on one dashboard.
Problems we see in clubs
- Missed licence renewals and expired medical certificates
- Athlete fees and membership dues mixed up in one ledger
- No separate view of income and costs per sport
- Match squads and paperwork gathered at the last minute
What the system includes
Athlete and member record
ID, sport, category, parent, licence and club history on one card.
Licence and renewal tracking
Federation licence number, renewal period and expiry alerts.
Medical certificates
Certificate date, validity period and a list of missing documents.
Fee management
Athlete fees, membership dues, donations and payment receipts.
Match squads
Build squads only from athletes with a valid licence and certificate.
Per-sport reports
Headcount, attendance, income and costs for each sport.
How it works day to day
- 1
A new athlete is registered and parental consent and documents are uploaded.
- 2
When the licence is issued, its number and renewal date are recorded.
- 3
Fees are generated at the start of each period and SMS reminders go out.
- 4
Before a match the system only suggests athletes whose paperwork is complete.
- 5
At month end the committee reviews financial and sporting reports per sport.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For single-sport clubs with few athletes, off-the-shelf club management software can cover fee tracking.
When custom software pays off
For multi-sport clubs where federation licences and medical certificates are critical and athlete and association accounts must be kept apart, a custom system prevents losses and penalties.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 19 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €350 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does it connect automatically to federation systems?
Federations rarely offer an open API, so licence data is handled through bulk import or a quick-entry screen.
Can the association’s accounts be kept in the same system?
Membership dues, donations and expenses are tracked in separate accounts and exported to your accounting software for statutory books.
Can athletes see their own information?
Yes. Licence status, fees and the training schedule are visible in the athlete and parent app.
Are medical certificates stored securely?
Certificates are stored encrypted, only authorised people can access them under GDPR and every access is logged.
