Run your players, batches, coaches, fees and facility bookings from one system.
A sports academy runs on a timetable. Batches meet at fixed hours, coaches take them, and every player belongs to a group with its own fee and its own level.
Records for all of this usually live in different places. Attendance sits in a notebook, fees sit in a spreadsheet, and fixtures sit in a message group that nobody scrolls back through. Nobody sees one player whole.
Software built at GullySystem would start with the member and the batch. Attendance, fees, progress, kit, fixtures and facility use are attached to those two records and read from them.
Academies and clubs we can build for.
A cricket academy with nets and a fitness studio with monthly passes need different screens. What you sell, and how you charge for it, decides what gets built first.
- Cricket academies
- Football academies
- Swimming academies
- Badminton academies
- Tennis and squash academies
- Martial arts schools
- Sports clubs
- Yoga studios
- Dance studios
- Gyms and fitness studios
- Swimming pool companies
- Athletics and track clubs
- Gymnastics centres
- Skating and cycling clubs
- Boxing and wrestling gyms
- Multi-sport complexes
- School sports programmes
- Turf and court rental operators
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
The member and parent record
Many players are children. The record therefore holds the player and the adult who pays, pickup rules and emergency contacts.
- Player name, age and date of birth
- Parent or guardian contacts
- Emergency contact and medical notes
- Authorised pickup persons
- Enrolment date and sport
- Photograph for the pass
- Consent and waiver forms
- Adult members and family groups
- School and grade
- Source of enquiry
Trials, enquiries and joining
Most academies lose players between the first call and the first class. A visible list of enquiries shows who still needs a call.
- Enquiry source and sport
- Trial class booking
- Trial feedback from the coach
- Batch suggested after trial
- Follow-up reminders
- Joining form and fee collection
- Kit sizes taken at joining
- Waiting list for full batches
Batches and the weekly timetable
A batch is a group, a coach, a place and a time. Changing any one of these touches everyone in the batch, including the parents who plan their evenings around it.
- Batch by sport, age and level
- Days and timings
- Coach assigned
- Court, lane, net or ground
- Maximum strength per batch
- Players moved between batches
- Holiday and tournament cancellations
- Summer camp and short course batches
- Make-up sessions
Attendance and sessions
- Attendance marked on a phone by the coach
- Check-in by card or QR code
- Late arrivals and early exits
- Absent players flagged to parents
- Sessions taken against sessions paid for
- Make-up class credits
- Trial attendance kept separate
- Coach attendance and hours taken
Attendance is also the basis for coach pay in many academies. If both come from one record, the two numbers cannot drift apart.
Fees, packages and passes
Charges differ by sport, batch and plan. Some players pay monthly, some pay per term, and some buy a fixed number of sessions.
- Monthly, quarterly and annual plans
- Session packs with expiry
- Sibling and family discounts
- Registration and admission fees
- Kit and equipment charges
- Tournament entry fees
- Part payments and instalments
- Fee reminders to parents
- Receipts with your tax details
- Refunds and plan freezes
- Currency and tax rules for your country
Coaches and their records
Coaches are paid in different ways. Some are salaried, some are paid per session, and some share the fee of their own batch.
- Coach profile and qualifications on file
- Batches and sessions taken
- Pay by salary, session or share
- Leave and substitute cover
- Assessment notes written per player
- Coach-wise batch strength
- Background check dates kept by you
Player progress and assessment
Parents ask how their child is doing. A short, dated record lets the coach answer from facts rather than memory.
- Skill levels and grading
- Belt, stroke or stage reached
- Fitness test results
- Coach remarks by month
- Promotion to the next batch
- Video clips attached to a player
- Progress report shared with parents
- Selection for teams and squads
Fixtures, tournaments and squads
- Teams and squads by age group
- Fixture calendar
- Match venues and travel
- Players selected and confirmed
- Consent for travel
- Scorecards and results
- Entry fees and team costs
- Opposition and league details
- Player statistics over a season
Grounds, courts, lanes and pools
Facilities are shared between batches, rentals and events. Each slot is held by one use, and clashes show before they happen.
- Court, net, lane and pitch calendar
- Batch usage against hourly rental
- Walk-in and member bookings
- Floodlight and heating hours
- Maintenance and closure dates
- Pool water test log kept by staff
- Rental rate cards
- Advance and cancellation rules
Equipment, kit and the store room
- Kit issued per player
- Bats, rackets, balls and shuttles in stock
- Items lent and returned
- Damaged and lost items
- Uniform sizes and orders
- Supplier purchases
- Reorder levels
- Asset register for larger equipment
Memberships for gyms and studios
A gym or studio sells time rather than batches. The questions are who is in, who has paid and who has stopped coming.
- Membership plans and validity
- Entry by card, QR code or fingerprint
- Class booking with limits
- Trainer allocation and personal training
- Body measurements over time
- Lapsed member follow-up
- Freeze, transfer and upgrade
- Locker and towel records
- Supplement and merchandise sales
Pool and facility operations
- Lane allocation by batch
- Lifeguard and staff roster
- Chemical stock and dosing record
- Cleaning and filtration schedule
- Pool closure notices
- Service visits for pool installation and repair companies
- Annual maintenance contracts
Parent and member communication
Parents want to know when a class is cancelled and when a fee is due. A message sent from the system carries the right batch and date.
- Batch-wise announcements
- Class cancellation alerts
- Fee due and receipt messages
- Tournament notices
- Birthday and milestone greetings
- Parent app or portal
- Messages in the language the family prefers
Branches, owners and reports
Owners of several centres need the same numbers from each, shown side by side and sorted the same way.
- Strength by sport and batch
- New joins and drop-outs
- Fees collected and pending
- Attendance by centre
- Coach cost against batch income
- Facility use by hour
- Enquiry to joining conversion
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Enquiry
- Trial class
- Joining and fee
- Batch allotment
- Daily attendance
- Monthly renewal
- Assessment
- Tournament entry
- Promotion to next level
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Members and batches
The member record, batches, timetable, attendance and the fee that follows each player. This is what the front desk and coaches touch daily.
- 2
Fees and facilities
Plans, passes, receipts, reminders, and the booking calendar for courts, lanes, nets and grounds.
- 3
Coaches and progress
Coach hours and pay, assessments, grading, squads, fixtures and the progress report parents receive.
- 4
Parents and reporting
Parent messaging, a portal or app, centre-wise dashboards and links to payment and access devices.
How a build actually runs.
- 01
Understand
We sit through a full day at your academy, from the first batch to the last. We note what the desk writes down and what the coach remembers.
- 02
Map
Sports, batches, levels, plans, coaches, facilities and every place a fee or a session count is decided.
- 03
Design
A phone screen a coach can use at the ground edge. A desk screen the receptionist can use while a parent waits.
- 04
Build
Members, batches and attendance come first, because every other record depends on them.
- 05
Test
One centre runs a whole month of its batches in the new system while the old register stays open, and the two sets of attendance are compared line by line.
- 06
Deploy
Your member list, open balances and batch timetable are carried across. Coaches and desk staff are shown the screens they use.
What you bring, and when.
The build moves at the speed of the answers. These are the things we ask for, in the order we ask.
- 01
Member lists, batch timetables and fee books
Hand over the member list, batch timetables, attendance sheets, fee books and coach rosters. Photos of notice boards are fine. Design follows your weekly routine.
- 02
Head coach, front desk and accounts person
Everyone covers a different part and tests screens. Coaches and the office may disagree. The academy director decides.
- 03
Fee packages, pass rules and assessment sheets
Fee packages, pass rules, batch capacities and assessment formats are settled while the build runs. Court and equipment masters help. Each module is viewed by a reviewer on delivery.
- 04
Current members and parent contacts
Active members with dues and batch placements are loaded for go-live. Gateway and messaging accounts are set up beforehand. The director gives the final nod.
Systems we can put together for you.
- Academy and member management systems
- Batch and timetable software
- Attendance apps for coaches
- Fee, plan and pass management
- Parent apps and portals
- Coach pay and hours systems
- Player progress and grading records
- Tournament and squad management
- Court, lane and ground booking systems
- Gym and studio membership software
- Kit and equipment inventory
- Pool operations and service tracking
- Multi-centre dashboards
- Enquiry and trial tracking
Questions owners ask before starting.
What is custom sports academy software?
The software is shaped by a single academy or club, down to its sports, batch timings, fee plans and coaching staff. A packaged tool fits the average academy, and yours may not be average.
Can coaches mark attendance from a phone?
Yes. The batch list opens on the phone and attendance is marked in a few taps. Where the ground has poor signal, entries are held on the phone and uploaded once it reconnects.
Can parents see fees and attendance?
Yes, when you ask for it. A parent app or portal can show attendance, dues and receipts for each child, with no view of other families.
Does it handle several sports under one roof?
Yes. Each sport has its own batches, levels and plans. Members, fees and facilities sit in one shared record, so a child who swims and plays football is a single person on the system.
Can it connect to a turnstile, card reader or biometric device?
Often, yes. It depends on the device and what it exposes, so each one is checked first. Where it cannot connect, entries are made at the desk.
How are fees and taxes handled for our country?
Fee plans, instalment dates and receipts follow the tax rules and the currency your academy already uses. Your accountant reviews the receipts during implementation.
Can it handle player safety records, such as medical notes?
It can store what you choose to collect, with access limited by role. Parental consent for junior players is a legal matter, so your coaches and a qualified adviser decide the wording before any form goes live.
Can we import our existing member list?
Yes. Spreadsheets and exports from other tools are brought in, checked against batches, and corrected before anyone starts using the system.
Who owns the data?
You do. Member, fee and attendance records stay yours. An export can be taken whenever you ask for one, in a format your next tool can read.
How we work with this trade.
Ready products for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build a system that your coaches will actually open.
An academy is judged by whether classes start on time and whether parents trust the fee. Software that helps with both has to be quick at the ground.
Send your batch timetable, your fee plans and a month of attendance sheets. We start with attendance and fees. Everything else can follow once those two are right.
Tell us how your sports academies and clubs runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements