One record for members, squads, fixtures, pitch bookings and subscriptions.
Manage a sports club from one system. The member register, subscription classes, squads, fixtures, pitch diary, coaching sessions, kit store and sponsor agreements share one set of records for the whole club. A player’s fee status shows on the team sheet, and a pitch cannot be double booked. Coaches are paid from sessions taken. The treasurer reads subscriptions, match fees and bar takings in one ledger.
- Membership classes, fee rules and squads entered as your committee sets them
- Member list, open subscriptions and the fixture list migrated
- Edits to classes and pitch rules handled by GullySystem staff when asked
Clubs for cricket, football, hockey and racquet sports keep the register, subscriptions, squads, fixtures and pitch diary in one system that GullySystem configures. Each member carries a class, a fee status, a squad place and the kit issued. Coach certificates sit on the same record. Sponsor instalments and match fees reach the same ledger.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Joining
A new member or parent fills the form. The secretary sets the class, the guardian, the playing position and any medical note, and the first subscription is raised.
- 2
Squad and selection
A team manager builds a squad for each age group and season. Players reply to the fixture message. The captain sees who is free and who has an unpaid subscription.
- 3
Ground and training
Home fixtures, training nights and outside hire are booked against the pitch diary. A coach marks who attended each session.
- 4
Match day
Kit is issued from the store and match fees are taken. The score, scorers and cards are entered, and the match report is attached before the result goes to the league.
- 5
Treasury
Subscriptions, match fees, sponsor instalments, bar takings and coach payments reach one ledger. The month is reconciled against the bank statement.
- 6
Season end
Juniors are moved up an age group. Lapsed members are listed. Renewals go out with next season’s fee schedule.
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.
- Subscription Billing
Each membership class bills its own fee on its own cycle, and a missed instalment is visible on the team sheet before the squad is picked.
- Resource and Room Booking
Pitches, nets and the clubhouse are held in one diary, and an overlapping slot is refused whether it is a fixture, training or outside hire.
- Attendance & Time Tracking
A coach marks who arrived at each training night, and the monthly turnout for every player is read from those marks.
- Stock Tracking and Alerts
Shirts, bibs and balls are issued to a team before a fixture and checked back in afterwards, so shortfalls are named by squad.
- Contract Management
Each sponsor’s agreement records the board, shirt or programme it covers, the instalments due and a renewal date the treasurer sees early.
- Receipts Management
Subscriptions, match fees and bar takings are receipted as they arrive and posted to one ledger the treasurer reconciles each month.
- WhatsApp, SMS and Email Notifications
Fixture changes, rain cancellations and fee reminders go out by email or message to the squads or families they concern.
- Roles and Permissions
A coach, a captain and the treasurer each open different screens, and a change of volunteer is a change of role rather than of file.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the membership secretary
Register new members, set classes, link siblings and run the season-end move of juniors into older age groups.
For the treasurer
Match subscriptions to families, post match fees and sponsor instalments, pay coaches and reconcile the month with the bank statement. Nothing waits on a notebook.
For team managers and captains
Collect availability and pick the side. See who is unpaid or injured, then enter the score and report after the final whistle.
For coaches
See the session list, mark attendance and read the turnout for each age group. Check your own certificate dates.
For members and parents
See the fixture list, reply to availability requests and view the subscription balance for each child.
The numbers the owner asks for.
- 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
Who this is built for.
- Cricket, football and hockey clubs with senior and junior sides
- Racquet clubs for badminton, tennis and squash with court bookings
- Multi-sport community clubs sharing one clubhouse and one membership list
- Clubs that hire out pitches or halls to schools and outside teams
- Youth sports clubs with several age-group squads and volunteer coaches
When it is not the right choice.
- A neighbourhood team that plays a handful of friendlies can manage with a message group and a shared sheet.
- A gym with machines and personal training will find Gym Management Software closer, and a members’ club with dining and rooms will find Country Club Management Software closer.
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
- SMS
- Card and payment gateway
- Accounts export on request
Questions owners ask before a demo.
Can one system hold cricket, football and badminton sections?
Yes. Each section keeps its own squads, fixtures and coaches, while the member list, pitch diary and ledger are shared across the club.
How are juniors moved to the next age group?
At season end the register lists every child whose birth date crosses the cut-off, and the secretary confirms the move in bulk. The rule for the cut-off comes from your league.
Can parents see only their own children?
Yes. A guardian opens the fixtures, availability requests and subscription balance for linked children, and nothing else.
Does it stop two bookings on the same pitch?
Yes. The diary refuses an overlapping slot on the same pitch. A rain closure marks every affected fixture so managers can rearrange them.
Can subscriptions be paid by instalment?
Yes. A class can be set to monthly, termly or yearly instalments, and each payment is posted to the family. A missed instalment shows on the team sheet.
Can the treasurer export the ledger for an auditor?
Yes. The examiner can be handed files listing receipts, expenses and each member’s balance, exported straight from the ledger for the year under review, without any retyping. A direct link to an accounting package is a quoted extra.
Who looks after the coaches’ certificates?
Each coach has a record with certificate type, issue date and expiry. The secretary receives a list of those lapsing, and the coach sees the same dates.
What if our volunteers change every year?
Logins are tied to a role, so a new treasurer receives the treasurer’s screens without a spreadsheet handover. Each earlier entry stays signed by whoever recorded it, so a new treasurer can see exactly who took a payment or changed a fee after the handover.
How is the cost decided?
Cost follows how many sections play, how many people log in, and how busy the booking diary gets across a full season of matches. You watch a working demo loaded with your own fixtures before anything is priced, and the quotation is then sent for just the sections you pick.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
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