Who hasn't paid for March?
Flipping through the ledger page by page, or scrolling a sheet where half the cells are coloured by hand, to find the people who still owe.
For gyms and sports clubs
Your club's book, without the paperwork
MyClubBook keeps members, monthly fees, income and expenses, the training schedule and attendance in one place. Everyone on your team sees the same up-to-date picture, on the computer or on the phone at the gym.
No card needed. Set up in about ten minutes.
Sound familiar?
Which file is the right one?
"Fees 2025 final (2).xlsx" on one laptop, another copy in someone's email, and a phone photo of the book for when you're away.
The book stays in the office
A parent pays at the door and the coach writes it on a scrap of paper. Someone has to copy it in later, if it doesn't get lost first.
Month end means an evening of sums
Adding up fees, rent and competition costs by hand, and hoping nobody overwrote a formula along the way.
Who's actually been coming?
The sign-in sheet in the hall is a page nobody adds up, so you can't tell the regular from the one who turns up twice a season.
Did someone change this?
A number in the sheet is different from last week and nobody remembers who touched it, or why.
Why clubs switch from paper and spreadsheets
A notebook and a spreadsheet can hold the numbers. MyClubBook also does the work around them.
| Paper ledger | Spreadsheets | MyClubBook | |
|---|---|---|---|
| See who still has to pay this month, at a glance | No | Partly | Yes |
| See who came to training, and how often | Partly | Partly | Yes |
| Open it on your phone at the gym | No | Partly | Yes |
| Coaches record payments and attendance at the door | Partly | No | Yes |
| One current version for the whole team | Partly | No | Yes |
| Each person sees only what their role allows | No | No | Yes |
| A history of who changed what, and when | No | No | Yes |
| Monthly and season totals without formulas | No | Partly | Yes |
| Backed up automatically | No | Partly | Yes |
Everything a club office needs
Made for the way small clubs actually run: simple enough for the front desk, complete enough for the owner.
Members
- Name, date of birth, phone, email and photo in one profile
- Emergency contact, training group, rank or belt, and your own notes
- Active, inactive or left, with join and leave dates
- Search by name and filter by group or status
Bring your existing list
- Import members from Excel, OpenOffice or CSV
- Preview every row before anything is saved
- Duplicates are spotted for you
- Your old files keep the past; you start clean from today
Monthly fees
- A default fee for the club and a custom fee for anyone on a special deal
- A members × months grid shows paid and due at a glance
- Other payments too, like exam fees or kit, each with its reason
Income and expenses
- Rent, salaries, equipment, utilities, competitions and more
- Income from sales and events next to your fees
- Totals per month and for the whole season
- Export payments and transactions for your accountant
Dashboard
- Who still has to pay this month, with a one-tap payment
- Season income against expenses on one chart
- The latest payments, so nothing slips by
- Your season starts in the month you choose
- A reminder when the last training has no attendance marked yet
Schedule
- Trainings with group, coach and the goal of the practice
- Competitions, belt exams and other events with time and place
- The last and the next trainings on one screen
- Everyone on the team sees the same plan
- Copy a training to next week with one click
Attendance
- Tick who came, right at the door, from the phone
- Everyone in one tap, or search by name for the rest
- Any coach can record it, and correct it for a week
- Each member's attendance in their profile and in the export
Team and roles
- Invite coaches and helpers by email
- Owners and coaches run members, money, trainings and events
- Helpers see members, trainings and events and mark attendance, but no money
- Every change is recorded: who, what and when
- One short note per coach for the rest of the team, in place of a group chat
More than one club
- Run several clubs or branches from one account
- Each club keeps its own members, money and team
- Switch between them in one click
- English and Bulgarian; everyone picks their own language
Up and running in an evening
Create your account
Sign up with your email or your Google account.
Set up the club
Name, logo, currency, the default monthly fee and the month your season starts.
Add members and your team
Import your spreadsheet or add people one by one, then invite your coaches.
Your club's data, looked after
Stored in the EU
Data and photos are kept in Western Europe on Cloudflare's infrastructure.
Yours to take
The club owns its data. Export members, payments and the income and expense ledger whenever you like.
Private by design
Encrypted connections, role-based access and automatic backups kept for 30 days.
Members stay members
Only your staff sign in. Members don't need an account and never get emails from us.
Free
MyClubBook is free while we grow. If paid plans come in the future, club owners will hear about it at least 30 days in advance, and nothing is charged until the owner agrees.
Create your clubGuides
How clubs handle fees, data and the season, and how MyClubBook fits your sport.
Guide
How to track membership fees for a small club
A simple system for monthly fees in a sports club or gym: what to record, how to see who still owes at a glance, how to handle custom fees, late payers and the end of the season.
Guide
What a sports club needs for GDPR
GDPR for a small sports club or gym in plain words: what personal data you hold, on what basis, how to handle children's data, how long to keep records, and a checklist you can finish in an afternoon.
For martial arts clubs
MyClubBook for martial arts clubs
Fees, belts and ranks, kids' groups, gradings, sparring nights and competition payments for a judo, karate, boxing, kickboxing or MMA club, kept in one place by all the coaches.
Questions
Do my members need an account?
No. Only the people who run the club sign in: owners, coaches and helpers. Members are records your club keeps.
Can I bring the list I already have?
Yes. Import members from Excel (.xlsx, .xls), OpenOffice (.ods) or CSV. You see a preview first, and duplicates are flagged. Past payments stay in your old files; you record fees in MyClubBook from the day you start.
Does it work on a phone?
Yes. MyClubBook runs in any modern browser, on the phone, tablet or computer. There is nothing to install.
Who can see and change the money records?
Owners and coaches record, edit and delete payments and keep the club's income and expenses. Helpers see members, trainings and events and mark attendance, but see no money at all.
Can we track who comes to training?
Yes. Every training in the schedule has an attendance list: the coach ticks who came, from the phone, at the door. It can be corrected for a week. Each member's profile shows the trainings they attended, the dashboard reminds you when the last training has nobody marked yet, and the members export has one column per training.
Where is our data and who owns it?
Your club owns it. It is stored in the EU (Western Europe), and you can export members, payments and the ledger at any time. Removing a person wipes their details but keeps the club's money records whole. The privacy policy explains the details.
What does it cost?
Nothing for now. If that ever changes, club owners get at least 30 days' notice and nothing is charged without their agreement.
Can I use it with an AI assistant?
Yes. Connect MyClubBook to Claude and ask in plain words who still owes, who came to training or what is on this week; you can also record a payment or attendance by saying so. Every change is shown to you first and made only when you confirm. See the AI assistant page for the steps.
Close the ledger. Open MyClubBook.
Set up your club tonight. Tomorrow, payments and attendance go in from your phone at the door.
Create your club, free