Frequently asked questions

A web app for sports clubs, associations and sports schools that we have been developing for more than 12 years and that more than 130 sports organisations use. Clubsman (formerly Spletni Portal) brings members and parents, training groups, the calendar with attendance, online enrolment, invoices and payments, communication, sales and reports together in one place, and adds an AI assistant and an interface for AI agents.

No. Members and parents, enrolment, calendar and attendance, invoices and payments, communication (e-mail, SMS and phone notifications), shop, tickets and reports are in the same app and work on the same data. Your accountant keeps the books in their own program as before — Clubsman prepares Excel exports for them.

Yes. It works in the browser on a computer, tablet and phone, and you install it on your phone as an app straight from the browser — no App Store or Google Play — and receive notifications on the device. For recording attendance coaches also have the Prisotnost SP attendance app, which works even without signal.

All of them. The calendar, attendance, enrolment, invoices and communication are the same for every sport. Training plans and the sketch board know 15 sport profiles (e.g. football, basketball, volleyball, handball, swimming); the Belts module is for martial arts.

The interface is in Slovenian, and every text is also available in English.

No. The price depends only on the modules the club uses — the number of members, parents, coaches and administrators is unlimited in every plan.

Yes, in two ways. In the trial environment you explore Clubsman with a sample club and made-up data: you send a request and receive a personal link by e-mail. Every club also gets a 30-day free trial of the Gold plan with its own data; after the trial you choose a plan from the 2027 price list, and the data you entered stays.

The club receives a proforma invoice with a payment reference. On payment an invoice is issued and the licence is extended by a year. 14 and 7 days before it expires, Clubsman sends a reminder and a new proforma invoice by itself.

Yes. You add single modules to the Bronze or Silver plan from the module price list (a custom plan). You order the module yourself on the Licence page: you receive a proforma invoice for the pro-rata part up to the end of the period, and once paid the module is switched on. If a fixed plan is cheaper, Clubsman suggests it; no club pays more than €1,200 per year + VAT.

Yes. The AI assistant with Club knowledge, the Analyst and commands is in every plan. In Bronze and Silver the club administrator uses it; in Gold and Platinum every role does — coaches, members and parents — together with the API for AI agents. For Bronze or Silver you add it for every role, with the API, through the “AI assistant for all roles and API” add-on (€120 per year + VAT) on the Licence page.

Yes. Every plan includes the club as a legal entity, and Platinum up to three — e.g. sections with their own tax number and separate invoice numbering. You can buy an extra entity in any plan for €200 per year + VAT: order it on the Licence page, and once the proforma invoice is paid we set it up together with you.

You can upgrade at any time — you pay the pro-rata part of the difference. A move to a lower plan takes effect at the next renewal.

After expiry Clubsman keeps working for another 14 days. From day 15 to day 28 members can still use it, while administrators see only the renewal page. After 28 days access is locked, but the data stays stored. You can export your data at any time during the year.

New clubs get a first-season guarantee: if you are not happy in the first 12 months of the licence, tell us before the first year ends and we refund the full amount paid for the licence that year (excluding SMS packages). Export your data to Excel first; the refund ends the licence. The guarantee applies once per club.

E-mail is included without limits for a club’s normal use. SMS messages are paid by use with prepaid packages, and credits never expire. Silver includes 200, Gold 1,000 and Platinum 3,000 SMS per year — Clubsman adds them at each licence period.

On servers in the EU. Before first use the club signs a data processing agreement (GDPR Article 28) in Clubsman and receives a signed copy as a PDF; the list of sub-processors is published. Administrators sign in with two-step verification.

Only those whose role allows it. The administrator has every right, a coach by default the calendar, attendance and their own groups, and a member or parent only their own data. The club can create custom roles (e.g. treasurer or accountant). The server checks the rights on every request.

Yes. You export members, invoices and reports to Excel, accounting data for your accountant, and for a single member you can prepare a personal data export (GDPR). Members can export their own data themselves.

Yes. Import from Excel or CSV comes with a template with drop-down lists and instructions. Before you confirm you see a preview: who is new, who is updated and which data is not valid (e.g. an e-mail address, phone number or date of birth). We help you move from Excel or another program free of charge.

Yes. Every plan includes up to 2 hours of free remote staff training per year — for administrators, coaches and the accountant, in one or more sessions as agreed. Each further hour costs €45 + VAT; Platinum also includes on-site onboarding. On top of that, Clubsman has help on every page and guided tours.

Yes. In the member record you add to the Basket what the member pays — articles with an agreed price, discount and quantity, for example the training fee with a family discount and equipment rental, also without SEPA direct debit. When issuing you choose “By each member’s basket”, once or automatically every month: everyone gets an invoice with their own lines, and anyone with an empty basket is left out and named in the notice before issue. A price change in the price list does not change the prices in the basket. Available in every plan.

Yes, at no extra cost. The Accountant role reads the invoice book, payments and reports, takes the Excel exports, enters received invoices and locks periods, but does not change issued invoices. An accountant working for several clubs switches between them without signing in again.

Yes. The Safe sport environment module is in every plan, and the club switches it on itself. It includes a public page with the contact person, emergency numbers and the way to report, a code of conduct with acknowledgements, a record of trainings and checks, and a yearly self-assessment with actions. Clubsman does not receive reports of abuse and is not a certificate of legal compliance — it helps keep prevention in the club organised and clear.

Yes, with the Sponsors, donors, partners module: contracts (sponsorship or donation, in money or in kind), promises to the sponsor as tasks with a deadline and a person, instalments that become invoices, reminders for the club and a one-page “Partnership overview” report with the club’s figures. A sponsor never sees members’ names, payments or delays. It is included in Gold and Platinum, and costs €120 per year + VAT on top of Bronze or Silver.

Yes. The Club equipment module tells you what the club has, how much and where — in the store, in the van, with a team or with a person. You hand equipment out with a hand-out form signed on screen or on paper, Clubsman tracks inspections and due dates, members report damage on “My equipment”, and at the end of the year the stock-take committee counts the equipment in Clubsman and gets a PDF report. You can import the catalogue from Excel. It is included in Gold and Platinum, and costs €60 per year + VAT on top of Bronze or Silver; the club administrator switches it on.

Clubsman has an open interface for AI agents: REST described with OpenAPI, and MCP. An administrator creates a key with chosen rights or approves a connection; Claude, ChatGPT and other assistants that support MCP connect by signing in to Clubsman, with no keys to copy. An agent may do only as much as the person who connected it, every call is logged, and you can end the connection at any time. The API for AI agents is in Gold and Platinum; for Bronze or Silver you add it with the “AI assistant for all roles and API” add-on (€120 per year + VAT).

The club connects its own Stripe account and is the merchant itself: the money goes straight to the club’s account, and Stripe charges its fee to the club. By default Clubsman adds no fee of its own.