One record for everything
Personal data, both parents, family, groups, attendance, ratings, injuries and invoices. The timeline shows when the member joined and every move in and out of groups.
Members, parents and enrolment
Member records and paperless online enrolment
Every member has one record with both parents, groups, attendance and invoices. New members join through an online enrolment form that parents fill in on their phone — no retyping.
In all packages
At a glance
Online enrolment form with preview
Several forms, fields of your choice, GDPR consents, confirmation with a code by e-mail or SMS, e-signature and a membership statement. While you edit, “Preview” shows the form as parents see it — on a phone or a computer.
Handling applications
Approve — also several applications at once with “Approve selected” —, reject, ask for more details or put on a waiting list that waits only for the full groups. Clubsman spots duplicate members and places the member in the group on approval.
Access for members and parents
“Send access” sends a personal link for setting a password. Parents sign in with a code by e-mail that fills six boxes and confirms itself; with several children they pick a profile with one tap. For members without an e-mail address you print a letter with a QR code.
In detail
Members and enrolment: everything it does
Members and families
- Search by name, parents, e-mail address and phone; filters by group, role, access and billing.
- On a computer a table with one row per person and the parents’ contacts, on a phone short cards with a call button for the parent. Filters stay in view, and “Back” from a record returns to the same place in the list.
- A second guardian with their own contacts and notification settings.
- Families with a shared payer and quick filters (open or overdue invoices, no payer); family suggestions from shared contacts say why they are suggested.
- Custom extra fields plus fields for the federation registration number and citizenship.
- Merging duplicate members with their whole history.
Import and export
- Import from Excel or CSV with a template, preview and confirmation; e-mail addresses are checked on import.
- Export to Excel with a choice of columns; a coach’s export covers only their own groups.
- Export of a member’s personal data (GDPR) to JSON and Excel.
Groups and seasons
- Groups with staff (e.g. head coach and assistant) whom Clubsman can add to the group’s events by itself.
- Move to a new season, carrying over groups and members.
- Re-enrolment with campaigns, personal links and a choice of payment method.
- A coach can see only the groups they coach — the club sets this in roles.
An enrolment form that works on a phone
- Dates are typed on the number pad, and the draft is kept if the page closes.
- Groups the child does not fit by birth year, age or gender hide themselves.
- The list “You cannot submit the application yet” says what is missing and opens the field, signature or code with one tap.
- After submitting: a confirmation and an “Application status” page with the club’s logo and contact; “Enrol another child”.
- Close a form on a date or after a number of applications; a closed extra form (e.g. a camp) offers the club’s main enrolment form.
Getting started for a new club
- “Getting started · 1 of 9” on the home page: season, groups, coaches, members, training times and member access — each step with one button.
- Steps tick themselves off as the club adds groups, members and training times; hide them with ✕ and open them again in “Settings → Getting started”.
- An empty member list offers “Add member”, “Import from Excel” and a link to the enrolment form; empty groups offer “Create the first group”.
- The first enrolment form already has fields for all the basic data (date of birth, address, parents).
What users say
Clubs’ experience
The opposite of chaos is called “Spletni portal”. If you want a tidy membership register, a clear training timetable, simple membership-fee billing and an effective way of communicating with players and their parents, then you really need “Spletni portal”. Our children are used to E-asistent. Its brother “Spletni portal” likewise gives every member their own view, and parents are happy to use it. It has never been easier or simpler. If you don’t believe them, call us. We’ll reveal our unique user experience. The support team is top and sorts out everything you need.
Questions
Frequently asked questions
Can we import members from Excel?
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.
Who sees members’ data?
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.
Can we export our data?
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.
Related
Works together with
See how it works on a sample club
Try every feature in the trial environment with made-up data — as an administrator, coach, member or parent.