Trials, squads, training registers, fixtures and fees for football academies.
Manage trial requests, player registration, age-group squads, training registers, fixtures, assessments, fee instalments and kit in one system. Each player carries a consent form, a medical note, a squad history and a fee plan from the first trial to the last match of the season. Coaches take registers and name match squads from a phone. The office reads the same records, and parents see their own child’s fixtures, dues and reports.
- Squads, age bands and fee plans entered the way your academy runs them
- Player lists, guardians and unpaid instalments brought across
- Changes to fee plans and squad rules made by GullySystem staff on request
Football academies and youth clubs with several age-group squads run trials, registration, training, fixtures and fees in Football Academy Management Software, which GullySystem configures for the club. Each player holds a consent form, medical note, squad history, assessment marks and fee plan. Coaches mark registers and select match squads on a phone. Parents see fixtures, fees and reports.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Trial
A trial request is logged. It carries the child’s birth year, position and the date offered. After the session, a verdict and a note are recorded against the child.
- 2
Registration
An accepted child becomes a player. The consent form, medical note, guardian contacts, photograph and chosen fee plan are attached, and a squad is assigned by birth year.
- 3
Training
Sessions are planned against pitch slots. Registers follow. Coaches mark them on a phone, noting injuries or absences, so the head of youth sees who is missing from which group.
- 4
Match day
The fixture is entered with opponent, venue and kick-off. The squad is named, the starting eleven and substitutes are recorded, and parents get the time and meeting point.
- 5
Assessment
Every term, the head coach scores technical, tactical and physical marks and adds a written note. The family receives a short report for their child.
- 6
Fees and season close
Instalments fall due by plan, receipts are posted and arrears are listed. At season end, kit is counted back in and players are moved up an age band.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Each trial request is logged with the child’s birth year and position, then the session date and the coach’s verdict follow the same record.
- Document Management
Consent forms, medical notes and guardian contacts are stored on the player’s file with renewal dates, so a coach can open them on an away trip.
- Attendance & Time Tracking
Coaches mark who turned up at the touchline, and the system lists players who have missed several sessions running.
- Resource and Room Booking
Pitches, training halves and floodlit slots are held by squad and day, so a double booking shows before the coaches arrive.
- Performance Management
Coaches score technical, tactical and physical marks each term, and the notes build into a report the family can read.
- Subscription Billing
Monthly, term and season plans raise each instalment on its due date, with sibling and scholarship terms already applied.
- Stock Tracking and Alerts
Shirts, gloves and bibs are counted by size, and an alert shows when a size falls below the level you set.
- Payroll Management
Sessions and matches covered by each coach feed the monthly pay or match-fee sheet, which the director approves.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
Academy director
Read player numbers by squad, instalments overdue, coach cost against fee income and kit stock without asking each coach for a list.
Head of youth
Move players between age bands, review trial verdicts and assessment marks, and see which squads are short of a goalkeeper or a defender.
Coaches on the touchline
Mark the register, name the match squad, record minutes and write term notes from a phone at the touchline.
Office and accounts
Register players, chase consent forms, raise instalments, post receipts and send notices to families.
Families
See the fixture list, meeting point, fee dues and the child’s report without phoning the office.
The numbers the owner asks for.
- Players by squad and birth year, with consent forms pending
- Training attendance by squad and by player
- Minutes played and appearances by player across the season
- Assessment marks by player and term
- Instalments due, received and overdue, by squad
- Kit issued and outstanding by player
- Coach sessions covered and match fees payable
Who this is built for.
- Football academies running several age-group squads
- Youth clubs that train children after school and at weekends
- Residential football academies with scholars and a boarding house
- Franchise academies with more than one training centre
- Clubs that run holiday camps and trial days alongside the main squads
When it is not the right choice.
- One coach training a small group for cash payment can get by with a paper register and a phone.
- Gyms and sports centres selling memberships rather than squads suit Gym Management Software better, and swimming schools suit Swimming Academy Management Software.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp or other messaging
- SMS
- Card and payment gateway
- Accounting export
- Calendar feed for fixtures
Questions owners ask before a demo.
Can a player train with an older squad and still stay in their own?
Yes. A child keeps a home squad by birth year and can be added to a second squad for sessions or fixtures. Fees and registers follow the plan you choose for that child.
Where do the medical and consent forms live?
They sit on the player’s file as scanned pages or typed fields. A coach on an away trip can open the allergy note or guardian number from a phone, if you give coaches that access.
Can parents see their own child only?
Yes. A family login shows its own children, fixtures, dues and reports. Other players and squads are never shown to it.
How are minutes played recorded?
The coach enters starters and substitutions with the minute of each change. Minutes and appearances for the season then total by player, and they can be printed for a family.
Can it run fees for siblings and scholarship players?
Yes. Sibling reductions and fully or partly funded places are held as rules on the fee plan, so the instalment raised already reflects them.
What about holiday camps and trial days?
A camp is set up as its own event with dates, price and a booking list. Children who attend can later be converted into registered players.
Does it track coach pay?
Yes. Sessions covered and match days worked are recorded by coach, and monthly pay or per-match fees are prepared from them for your approval.
How long is the set-up and what do we see first?
Set-up effort follows the squad count and the state of your lists, and a demo with your squads and fixtures comes first. Pricing waits until you have seen it.
Are our records ours to take if we part ways?
Yes. Player files, registers, fixtures and fee ledgers export to spreadsheets, and the quotation names the export route.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Football Academy Management Software with your own data.
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