Requirements checklist
What to ask for when choosing software for sports clubs.
A checklist built from how sports clubs work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Member register and family groups
- Subscriptions by membership class
- Ground and court diary
- Squads, fixtures and results
- Training and coach payments
- Kit and equipment store
- Sponsors and the club ledger
Roles that need their own access
Who logs in, and what each person may see or change.
- For the membership secretary
- For the treasurer
- For team managers and captains
- For coaches
- For members and parents
Reports to ask for
Ask to see each one with your own sample data.
- Subscriptions due and received, by membership class and family
- Squad list for each team, with fee status beside each player
- Pitch use by week, with free slots and outside hire income
- Training attendance by age group and by player
- Fixtures played, results and match fees collected per game
- Coach sessions taken, pay due and certificates expiring
- Sponsor instalments received against the agreement
Systems it may need to connect to
Note which ones you already run.
- SMS
- Card and payment gateway
- Accounts export on request
Questions for any vendor
Put these to every supplier you are comparing.
- Can one system hold cricket, football and badminton sections?
- How are juniors moved to the next age group?
- Can parents see only their own children?
- Does it stop two bookings on the same pitch?
- Can subscriptions be paid by instalment?
- Can the treasurer export the ledger for an auditor?
- Who looks after the coaches’ certificates?
- What if our volunteers change every year?
- How is the cost decided?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Subscriptions are matched by memory
- Pitch bookings clash
- Squads live in message groups
- Match fees are collected twice or not at all
- Kit is issued without a record
Prefer to talk it through? See the sports clubs page.