Locations in one system
The structure of rooms, sections and access rights stays consistent.
ClubBase for sports schools
Sports school management software
Students, coaches, sections, parents, locations, payments and an activity log without separate databases.14 days, no card · one or several locations
Everyday workflows
Your studio’s work on clear screens.
What your team can do in ClubBase during a working day.Roles and access rights
Finances, the schedule and people are visible only to authorised roles.
Parents and payers
Student, guardian and payer are linked in one profile.
Activity log
Critical changes record who made them and when.
Features for this type of studio
Everything you need in one place.
Schedule, clients, attendance, roles and money share the same context.- locations and rooms
- sections and groups
- students and parents
- roles and access rights
- payment control
- activity log
Looking specifically for class booking? How the online booking software works — groups, capacity, memberships and reminders.
Roles and access
Each role sees its own part.
Data and actions are shown to the person who needs them for their work.Director
Sees the whole network and critical changes.
Front desk
Works with their own location.
Coach
Has access to their own sections.
Parents
Get what they need in Telegram.
What people come with
What usually breaks in a sports school.
This is what we hear on demos more often than anything else. Next to it: what ClubBase does about it.- Locations live in different spreadsheets.
- Staff roles do not match their access.
- Paying parents are mixed up with students.
- Nobody knows who changed critical data.
Locations live in different spreadsheets
Each location keeps its own file, and the summary is put together once a month by copying. Here the location is a field in one set of data: a front desk admin sees their own, the director sees all of them and the difference between them.
Roles do not match access
In a shared spreadsheet either everyone sees everything, or access is handed out file by file. Here access rights are tied to the role and the location: a coach sees their sections, and the school’s finances stay closed to them.
Parents mixed up with students
Children and parents’ phone numbers end up in one list, and a year later it is unclear whom to call about payment. Student, guardian and payer are separate roles next to one person.
Nobody knows who changed critical data
When a child disappears from a group or an amount changes, a spreadsheet cannot tell you who did it. The activity log stores the real person who acted and the time of the event.
A working day
One action changes what everyone sees.
- A front desk admin sees their own location.
- A coach sees their sections.
- Parents have the schedule and balance.
- The director sees the summary and the audit log.
The first week
How a sports school moves into the system.
We bring over the school
Spreadsheets of students, parents and balances go into the import location by location. The system shows rows with errors before saving.
We set up the structure
Locations, rooms, sections, groups and coaches. Recurring training sessions are created once per season.
We hand out access
A front desk admin gets their own location, a coach their sections, the director the full picture. Nobody sees more than they need.
You look at the summary
After a week you can see room occupancy, attendance regularity and debts for each location separately and together.
Compared with a generic CRM
Why a regular CRM falls short in a sports school.
The question comes up on every demo. The short answer: a studio is built around the class, not around a deal.Access by location instead of everyone seeing everything
A generic CRM hands out rights by role inside one pipeline. A school needs a different cut: a person works with their own location and their own sections, and the director sees the network. You can build this with filters, but every new employee becomes a separate setup.
An activity log instead of guesswork
When a child disappears from a group or an amount changes, you need an answer to "who and when", not a discussion in a chat. A CRM keeps a deal history; here the history covers critical changes to operational data.
A section is neither a project nor a deal
A section has a schedule, a room, a coach, a list of students and its own pay rule. In a CRM all of this has to be patched together from card fields, and after the second schedule change the data drifts apart.
Honestly
Who it suits and who it doesn’t.
Without this, a demo wastes everyone’s time. If you are in the right-hand column, write to us and we will suggest a simpler option.A good fit
- Several locations or several dozen groups
- Several coaches and admins with different access
- Paying parents and a need to see who changed what
Not worth it yet
- One section with one coach
- You need official reporting for a government body: that is not here
- The school works without memberships and without attendance tracking
Questions about this type of studio
Answers before the demo.
Can access be limited by location?
Yes. The location is taken into account in operational data and access rights.
Can I see who changed the data?
Yes. The audit log stores the real person who acted and the time of the event.
How many locations can one school have?
There is no limit on the number. Each location has its own rooms, schedule and access rights; the director sees all of them together.
Can a coach work at two locations?
Yes. Access is given to sections, not to a single location, so the coach’s schedule is built from all of their groups.
How is coach pay calculated across different sections?
The school sets the pay rule, and it can differ between sections. Every amount opens down to the classes it came from.
Is there reporting for the education authority or a government body?
No. ClubBase runs the school’s operations: people, sections, attendance and money. Official reporting forms have to be prepared separately.
How much does it cost?
The price depends on the number of active students, and each additional location has its own rate. Current prices are on the pricing page. The first days of access are free, no card required.
Start with your own structure