Run your sports club without spreadsheets.
Athletes, medical certificates, fees, calendar, matches and accounting in one place. With AI that reads your bank statement and files certificates for you.
Everything the club office needs
Designed with the people who chase certificates, fees and line-ups every week. Every page works on your phone too.
Athletes & certificates
Complete records, registrations, medical certificates with expiry alerts and automatic requests to families.
Fees & instalments
Payment plans per team, sibling discounts, reminders grouped by family. You always know who owes what.
Calendar & matches
Training, matches and venues in one calendar. Import league fixtures and share them to phones.
Cash book & budget
Income and expenses by category, year-end report, bank reconciliation.
Communications
Emails to families from the club’s own mailbox, with templates, automatic notifications and a full log.
Family portal
Each family sees fees, receipts and documents for their children and can pay online.
Online registration
Public form with consents and signatures: the registration lands in the software already filled in.
Documents
Private archive for certificates, IDs and contracts, kept separate for each club.
Staff, members, sponsors
Staff roles and payments, members’ register, sponsor contracts and payments.
You ask. The AI does the rest.
Under a minute to see a club office that runs itself.
Screens with made-up data.
The AI does the dull work. You check and confirm.
MyClubX uses AI where it saves hours, and always leaves the final word to you.
- Bank statement: upload the bank file and each transfer is matched to the right athlete and instalment.
- Certificates: a family emails the certificate, the AI reads it, files it and updates the expiry date.
- Ask the AI: plain-language questions about your data, answered with your club’s real numbers.
- Privacy: each club’s data stays separate, right down to the database.
Every feature, in detail
What you actually get, area by area. Open a box to see what you can do: everything is switched on in the demo.
Athletes & registrationsA complete record for every athlete, season by season.
- List with filters by team, status and certificate, and the season’s numbers at the top.
- Athlete record: personal details, parents and payer, medical data, instalments and payments, documents and every email exchanged.
- Discounts per season (siblings, reductions) at a glance.
- Bulk actions on several athletes and CSV export with the columns you choose.
- Recycle bin: an athlete deleted by mistake can be restored.
- Switch season at the top and find every year exactly as it was.
Fees, instalments & discountsSet fees once, instalments are created for you.
- Fees per team with amounts, due dates and payment details.
- Reusable instalment plans (for example registration + three instalments).
- Automatic discounts, such as for siblings, with a preview before applying them.
- Checks for anomalies: athletes without a fee, duplicate instalments, amounts that don’t add up.
- Copy fees from last season and be ready in minutes.
Due dates, reminders & paymentsAlways know who owes what, and whose certificate is expiring.
- Outstanding payments and schedule, with a summary per athlete.
- Reminders to all late families or only some, grouped by family.
- Record many payments at once, including partial ones or only overdue items.
- Medical certificates and staff qualifications with alerts before they expire.
- Receipt generated on payment, ready to send.
Online registrationFamilies fill it in from home, you approve in one click.
- Public form with link and QR code to share on social media or at the gym.
- Custom fields, privacy notice, consents and signatures.
- Automatic confirmation emails and ready-made messages for families.
- Review each request: approve, ask for a correction or reject; several at once, too.
- Families enter the team code and immediately see the fee, instalments and bank details; once approved, the athlete is already in the software.
- Prepare next season’s form by copying the current one.
Athlete & family portalEvery family has its own private area.
- Instalments, receipts and documents for their children, always available.
- Upload the medical certificate or a document straight from the phone.
- Pay instalments online with PayPal, recorded automatically in the software.
- Access via an activation link, automatic for new members if you like; revoke it in one click.
Teams & staffWho coaches whom, in what role and at what cost.
- Teams with members, leagues and an income statement per team.
- Staff with roles, registrations and qualifications with expiry dates.
- Fees and expense refunds linked to payments in the cash book.
- Contract for each role generated from a template, ready to sign and always linked to the role.
First team: contracts & reimbursementsAthletes on a contract or on reimbursements, with the thresholds under control.
- For each athlete, season by season: paying member, volunteer with reimbursements, worker with a contract, or no fee.
- Anyone who does not pay the fee drops out of the instalment schedule by itself; instalments already collected stay.
- All from the athlete’s record: season agreement, contract from a template, payments recorded in the cash book.
- Yearly summary against the €5,000 and €15,000 thresholds and the €400-a-month cap on flat-rate reimbursements.
- Monthly statement as CSV for your adviser and for the RASD report.
Athlete housingYour athletes’ accommodation, its costs and who lives there.
- Flats with beds, owner, lease and documents.
- Rent, building charges and utilities: due dates appear by themselves and go into the cash book in one click.
- A payment imported from the bank links to its due date.
- Who lives where, bed by bed, and what each guest costs per month.
- In the athlete’s record: her accommodation and its cost to the club.
Calendar, schedule & venuesTraining and matches without clashes.
- One-off or weekly recurring sessions; edit or delete a whole series at once.
- Month and week views: create and move events by dragging them.
- Venue availability and clash checks.
- Venues with costs, court certification and side-by-side comparison.
- Export matches and training sessions.
AttendanceTake the register on your phone at courtside.
- Register for every session in a few taps, editable afterwards.
- Attendance summary per athlete and per team, sortable and exportable.
Leagues & calendars on your phoneLeague fixtures without retyping them.
- Import a team’s fixture list, with the venues.
- Update rescheduled matches without duplicates.
- Governing bodies and registration tiers for each league.
- A calendar link for athletes’, families’ and coaches’ phones that updates itself.
- Match roster as a PDF: called-up athletes with shirt number, card, libero and captain, plus the team staff.
Cash bookIncome and expenses in order, on an accrual and a cash basis.
- Accounts (cash, bank, PayPal…), categories and a chart of accounts.
- Transfers between accounts and opening balances.
- Any account’s balance on any date.
- Every fee payment lands in the cash book automatically.
Bank statement with AIUpload the bank file, the AI does the matching.
- Each transfer matched to the right athlete and instalment, even when a parent with another surname pays.
- Entries already recorded are recognised as duplicates.
- One transfer split across several instalments or athletes (for example two sisters).
- Matching rules that learn from your corrections.
- Preview before confirming; an import can be undone if needed.
Budget & annual reportThe season’s finances, ready for the general meeting.
- Budget and actuals compared line by line.
- Cash-basis report for your accountant.
- Month-by-month income and expenses.
- Cash and bank reconciliation against the statement.
- Copy the budget from another season, and export.
SponsorsFrom negotiation to payment.
- Sponsor records and deals with their negotiation status.
- Sponsorship contract generated from a template.
- Payment and invoice recorded on the deal.
- Activities promised to the sponsor, with their deadlines.
Members, volunteers & meetingsYour association’s obligations, in order.
- Members’ register with admissions and leavers.
- Insured volunteers.
- General meetings with minutes generated from a template, and board roles.
- Safeguarding: officer and obligations per person.
- Registers ready to print.
Documents & receiptsThe club archive, and documents that write themselves.
- Archive with categories and search: certificates, IDs, contracts.
- Receipts and certificates generated for one athlete or a whole team.
- Contracts and minutes from customisable templates, with fill-in fields.
- The club’s logo, signature and stamp on every document.
CommunicationsEmails to families from the club’s own mailbox.
- Messages to one team, several teams or individual athletes.
- Reusable email templates.
- Automatic notifications (payment reminders, expiring certificates…) with timing and recipients of your choice.
- Families’ replies read inside the software.
- A log of every message and its outcome.
Orders & kitKit and uniforms without scattered spreadsheets.
- Item catalogue with sizes and prices.
- Orders for one person or a whole team.
- Size requirements and a summary for the supplier.
- Delivery recorded and the order charged to the payment schedule.
On your phone, like an appInstalled from the browser, opens full screen.
- An icon on the Home screen, without going through the app stores.
- «Today» page: the season’s figures, what is left to do, training sessions and matches with the register in two taps.
- Each login can be linked to its staff record: a coach sees only their own teams’ commitments.
- Photograph a document: the AI works out what it is and whose it is, and files it when you confirm.
- A bottom bar with what you need in the gym: Today, Athletes, Photo, Ask the AI.
- No athlete data is stored on the phone.
Every dayThe things you use every time you log in.
- Dashboard with tiles and charts you can rearrange.
- Reminders for the club office.
- One search across athletes, transactions and pages.
- AI assistant that answers about your data and explains every page.
- Users with tailored roles and permissions (office, treasurer, coach…).
- Interface in Italian, English, French, German and Spanish, plus a PDF user manual.
Your club in every family’s pocket
Each family logs in from their phone and finds everything about their children. Fewer calls, fewer messages, less chasing.
- Instalments and receipts always at hand.
- Pay online with PayPal: the payment is recorded automatically.
- Upload the certificate with a photo, and the expiry date updates.
Up and running in three steps
No installation, no training. If you can use a phone, you can use MyClubX.
Create the account
Two minutes, free, no credit card. Each club gets its own address.
Bring your data
Athletes from Excel, league fixtures, your bank statement.
Ask the AI
From the first question the software works for you. You check and confirm.
Simple plans
Start free. Upgrade only when your club grows. Every plan includes monthly AI credits; if you need more, you can buy them separately.
Free
- 30 athletes
- 2 users
- 50 AI credits a month
- Athletes, teams, staff
- Fees, instalments and payments
- Calendar
- Cash book
Plus
- 200 athletes
- 5 users
- 500 AI credits a month
- Everything in Free
- Family portal
- Online registration
- Attendance, leagues, venues
- Documents, communications, budget
Pro
- Unlimited athletes and users
- 2000 AI credits a month
- Everything in Plus
- AI bank statement import
- Sponsors and budget planning
- Your club’s own web address
Frequently asked questions
Do I need to install anything?
No. MyClubX runs in the browser, on computers and phones. Each club has its own address, for example yourclub.myclubx.app. On a phone you add it to the Home screen and use it like an app.
What happens when I go over 30 athletes on Free?
Everything keeps working and your data stays visible; to add new athletes you move to Plus. Nothing is deleted.
Can I try everything before signing up?
Yes: the demo is a sample club with every feature switched on. You can change any setting; emails are only simulated and the demo resets every night.
What are AI credits?
They measure how much you use the artificial intelligence: every question or document it reads uses a few. Each plan includes a number of credits a month, renewed on the 1st; if they’re not enough you can buy extra credits or move to a higher plan. In the demo each visit gets a small amount to try it out.
Can I import my existing data?
Yes: athletes from Excel, league fixtures and your bank statement. If you need anything else, we’ll help.
Who can see my club’s data?
Only the users you create, with the roles and permissions you choose. Each club’s data is separated at database level.
Does it work for sports other than volleyball?
Yes for athletes, fees, documents and accounting. Dedicated support for football, basketball and other team sports is coming.
Try MyClubX today
Jump into the demo in one click, or create your club’s account: it’s free.