Fees, registers, parents and safeguarding in one place. Not in five.
KlubOS is club management software for judo, karate and BJJ clubs, football academies, swimming and gymnastics clubs in the UK and Ireland. Parents pay by card or Direct Debit straight into your club's account, coaches take registers on their phones, and the club website runs from the same data.
From £29 a month in the UK and €34 in Ireland, every feature included. No commission on parents' payments.
Built for clubs that run groups for children
Judo, karate and BJJ
Belts and gradings, competition entries, licences and medals on each athlete's record.
Football academies
Squads, fixtures and results, call-ups that parents confirm in the app.
Swimming clubs
Groups and session times, sign-up forms and trial sessions for new swimmers.
Gymnastics
Class registers, regular fees and kit orders, all in one parent account.
Dance, boxing and more
Any club that runs groups for children and collects regular fees.
What your club gets
Every feature is in every plan. Nothing here was designed in a meeting room: each part exists because something kept going wrong at a real club without it.
Fees that chase themselves
Regular fees are billed automatically. Parents pay from the reminder by card or Bacs Direct Debit (SEPA in Ireland), and every payment is matched to the right child.
An app for parents
Schedule, attendance, fees, messages and absence reporting on the parent's phone. It installs from the browser, so there is nothing to find in an app store.
Safeguarding register
DBS, PVG, AccessNI and Garda vetting dates for everyone who works with children, with reminders before each check is due.
Registers on the coach's phone
One tap per child, and it still works offline at the side of the pool or the mat. Falling attendance shows up before a family quietly leaves.
A club website that keeps itself up to date
News, timetable, sign-up form and results on your own domain. The timetable on the site is the same one coaches use.
Admin without the spreadsheet
Members, groups, staff, documents and consents in one place, with a full history of changes and an export whenever you want it.
Parents pay. The money lands in your account.
- ✓Your club connects its own Stripe account. KlubOS never holds your money.
- ✓Card, Bacs Direct Debit in pounds, SEPA Direct Debit in euro.
- ✓Each payment is booked against the right fee and child automatically, including Direct Debits that clear a few days later.
- ✓No commission from KlubOS. You pay Stripe's standard fees and your plan, nothing else.
Safeguarding checks you can see at a glance
One list of everyone who works with children, the type of check they hold and when it is next due. Your Welfare Officer's contact details sit in the same place.
The safeguarding register →- Enhanced, Standard and Basic DBS
- PVG Scheme (Scotland)
- AccessNI (Northern Ireland)
- Garda vetting (Ireland)
- Reminders 60 and 14 days before a check is due
- Only the last four characters of a certificate number are stored
One price per club size. Every feature included.
UK clubs pay in pounds, Irish clubs in euro. Prices exclude VAT. Pay yearly and get two months free.
Up to 40 athletes
£29 /month
€34 a month in Ireland
Up to 120 athletes
£59 /month
€69 a month in Ireland
No athlete limit
£99 /month
€115 a month in Ireland
How clubs start
1
A demo on your own club
Tell us your club name and sport. We show you KlubOS with your groups and fees, not a slide deck.
2
We move your data
Members, groups and fees from a spreadsheet or your current system. You start with your club already in it.
3
Parents get the link
Coaches take registers on their phones, parents pay from the app, and the website runs from the same data.
Polski klub albo szkółka w UK lub Irlandii?
Rodzice dostają aplikację po polsku, a klub płaci i pobiera składki w funtach albo euro.
Questions clubs ask
Is KlubOS available in English?
Yes. The admin panel, the coach app and the parent app all run in British English. Emails and notifications to parents go out in the language set for your club, and each parent can switch the app between English and Polish.
How do parents pay?
By card, or by Bacs Direct Debit in the UK and SEPA Direct Debit in Ireland, through Stripe. The money goes straight into your club's own Stripe account. KlubOS takes no commission on parents' payments; Stripe's standard fees are paid by the club.
Do parents need to download an app?
No. The parent app opens from a link and can be added to the home screen on iPhone and Android in two taps. There is no app store account and no update to install.
Does KlubOS carry out DBS or Garda vetting checks?
No. KlubOS keeps a register of checks your club has done: the type of check, the issue date and when the next one is due, and it reminds the club admin in good time. The checks themselves are done by your club through the official services.
What does it cost?
Every plan includes every feature; the price depends on the number of active athletes. £29 a month for up to 40, £59 for up to 120 and £99 with no limit. Irish clubs pay €34, €69 and €115. Prices exclude VAT. Paying yearly gives you two months free.
Can we move over from our current system?
Yes. Send us your member list as a spreadsheet (CSV or Excel) or an export from your current system and we import it for you, including groups and fees.
Where is our data kept?
KlubOS is hosted in the EU. Each club's data is isolated from every other club at database level, and photo and public profile consents are controlled by parents.
Who is behind KlubOS?
KlubOS was built in Poland with a judo club of more than 700 athletes and is used by clubs there every day. It is run by its founder, so you talk to the person who builds the product.
See KlubOS on your own club
Leave your details and we will reply by email with a demo set up on your club's name and sport. You will be talking to the founder, not a sales team.