Club membership and subs
Collect your membership subs in a click, and know exactly who has paid.
Clayside is club membership software for racket sports clubs. Subs are taken by Direct Debit, straight into your club's own bank account, with a register that is always up to date. Set your own categories, your own prices and configure it exactly how you want.
14 days with everything on, no card · From £265 a year
| No. | Member | Category | How they pay | Collected | Status |
|---|---|---|---|---|---|
| 1 | A. Reid | Adult | Direct Debit | 02 Apr | DuePaid |
| 2 | The Okonkwos | Family of 4 | Direct Debit | 02 Apr | DuePaid |
| 3 | L. Beckett | Adult | Direct Debit | 02 Apr | DuePaid |
| 4 | E. Sandhu | Adult | Direct Debit | 02 Apr | Paid |
| 5 | S. Iwu | JuniorAdultturned 18 | Direct Debit | 11 Apr | DueFailed |
| 6 | T. Sharma | Adult | Bank transfer | 09 Apr | Paid |
| 7 | M. Ellison | Student | Not set up | Not yet | Due |
| 8 | J. Okonkwo | Under 5 | Free | Nothing due | Paid |
| 9 | P. Bassey | Adult | Committee | Waived | Waived |
Why this keeps happening
Subs are the job that never finishes
Most clubs run subs on a spreadsheet, a bank statement and somebody's memory. The money comes in. What nobody can say is who is still to pay.
The list is wrong by April
People join, move to a family rate, leave. The treasurer's copy and the secretary's copy stopped agreeing weeks ago.
Chasing falls to one person
Matching bank references to names and writing the awkward email, every year, by whoever is least able to say no.
Nobody can answer the simple question
How many paid-up members have you got, right now? If you cannot say, people play all season without paying.
One list
What every member owes, and whether it has arrived
Each member's status changes itself when the money moves. Filter to who has not paid, and export the lot when your treasurer wants a spreadsheet.
| No. | Member | Category | Last | Status |
|---|---|---|---|---|
| 1 | S. Iwu | Junior | Payment failed, 11 Apr | Failed |
| 2 | M. Ellison | Student | Link sent, 3 Apr | Due |
| 3 | T. Sharma | Adult | You chased them, 12 Apr | Due |
- Members correct their own details. Email, phone and address. Not their date of birth or category: those are the club's.
- Households, with somebody named to pay. One family rate, each person paid on their own line.
- Contact details behind their own permission. A committee member reading the numbers does not get the phone list.
- Tags, search and a merge for duplicates. In your club's own words.
Your rules
You set the categories and the prices
Whatever your club publishes: adult, junior, family of four, under-5s at nothing, an off-peak rate that cannot book a court at peak times.
Your year runs when it runs. Somebody joining in October can be pro-rated, or not if that's how you operate. Next year carries the list forward with your new prices.
| No. | Category | Covers | Fee (£) |
|---|---|---|---|
| 1 | Adult | 1 person | 96.00 |
| 2 | Student | 1 person | 42.00 |
| 3 | Junior | 1 person | 38.00 |
| 4 | Under 5 | 1 person | 0.00 |
| 5 | Family of 2 | 2 people | 172.00 |
| 6 | Family of 3 | 3 people | 205.00 |
| 7 | Family of 4 | 4 people | 232.00 |
| 8 | Family of 5 | 5 people | 255.00 |
The renewal round
Renewals in three steps: set up, ask, collect
The Money screen shows the year as nine ticks in the order you do them. The one you are on is drawn in full, with its own button and its own count. Nothing sends itself and nothing runs on a clock.
Waiting for you · 5
Set up
Start next year, open it, and check the prices are correct. Each member's price is fixed the day their membership is issued, so a March rise does not touch October's joiners.
Ask
Send the notices, see payments arrive, and then send a reminder. A family gets one email with a link for each of them. Renewals reuse last year's Direct Debit, so most members just tap to accept.
Collect
Collect, chase what is left, close last year. You see the whole run and the total before it goes.
The rest of the year
"Waiting for you" is the short list: people whose money has arrived, and members who say they have paid. One press deals with each.
Before the notices go
The register checks itself before you send
Eight counts above the Send button, each a link to those names. What used to turn up in April turns up before you send.
Juniors
Nobody needs to check birthdays, because the register does
A date of birth on the register answers every age question on the day. The treasurer stops going through the juniors with a calendar before each renewal.
Members · 2
- Turn 18 and you are an adult on the register that day. Home tells the club who, and the renewal round flags anyone still on a junior price before it sends.
- Juniors never get an email address of their own. Their post goes to a parent.
- The whole family renews from one link, and a junior is never the one paying.
How members pay
Direct Debit for most, bank transfer for the rest, one record for all
A failed payment is one person owing
That member shows as owing and nothing else. Nobody is thrown out of a box over it.
For the member who will not do Direct Debit
Your bank details print on every renewal. They tap "I have paid by bank transfer" and you tick it when it lands.
Every member has a tab that adds up
Subs, payments and lessons, each with a reason. Mistakes are corrected, never erased.
Refunds square themselves
Refund from your own bank dashboard, then one click on the record.
Who does what
The committee is not one login
Give each person the job they actually do at your club, and they see what that job needs. Your members' details stay with the people looking after them: players see the league rather than the register, and phone numbers and addresses go only to the roles that use them.
OwnerBox adminTournament managerCompetitions managerSecretaryTreasurerCommitteeCaptain
Up to 15 people can run your club, on every plan including the free one, and none of them counts towards the members your plan holds.
Where the money goes, and where the records live
Your account, your members, your data
The subs go from your member to your club's bank. We are not in the middle.
The account is your club's
Members type their bank details on GoCardless's own page. We never see them.
A flat price, and none of your subs
We take no percentage of anything your club collects, on any plan.
Your members are not a mailing list
We write to them about their own membership and matches, never about us.
Your records, whenever you want them
Export the lot on any plan. Stop paying and every record stays.
The detail is on the privacy notice and the safeguarding page.
Getting started
Set it up in an afternoon
Start a free trial, and everything below is on for 14 days with no card. Nothing here needs a call, and nothing needs us.
Your categories and your prices
Type your club's own list in: the bands you publish, the family rates, the free one for the youngest. Say when your membership year runs and what somebody joining halfway through pays.
Import your members
Paste the rows out of your spreadsheet, headings and all, with each person's membership type and whether they have paid. You see what will happen before anything is written.
Connect the club's account, then collect
Connect your club's own GoCardless account, check the run on screen, and press collect. Put your club link on a poster for the whole year: a member signs in, and anybody new asks to join.
For the AGM
Your club's figures, ready for the AGM
How many members you had at the end of each year, who came back, who played, and what was collected. Counted from your own register, so nobody builds it from three spreadsheets the week before the meeting.
The number that argues for the leagues
Members who play are the ones who come back. Now you have the figure, not the feeling.
One spreadsheet for the meeting papers
A tab a section, no names in it. AGM club analytics has all seven sections.
One Register
The same register runs the rest of the club
Court booking
Members book on their phone. No double bookings.
Lessons
Members ask, the coach says yes.
Teams
Who can play Saturday, in one tap.
Your data
Download everything. Import your list. Who sees what.
Written for your sport Tennis club membership
What it costs
Membership software priced on how many members you have
A flat price a year, or a tenth of it a month. Every club plan also includes the whole of County, our top competition plan, so nothing about your competitions gets smaller when you take the register on.
Four plans, one price a year
Club plans
Your membership register, your own categories and prices, the subs collected by Direct Debit into the club's own account, and the box leagues, ladders and tournaments beside them.
Bigger than Club 1000? That is a conversation rather than a card. Every plan side by side.
Prices in GBP. No card needed to start the trial. Cancel any time. Your data is always exportable.
Questions
What clubs ask about membership
Does our money come to Clayside?
No, and it never will. Your club opens its own GoCardless account. The subs go from your member to your club's bank, and we are not in the middle of it.
Your members type their bank details on GoCardless's own page, so we never see them either. There is nothing here for us to hold and nothing to lose.
What does it cost?
A flat price a year, on how many members your club has: Club 125 £265, Club 250 £550, Club 500 £950, Club 1000 £1650. Monthly is a tenth of the year, so paying annually is two months free. Above 1,000 members it is a conversation rather than a card.
Every club plan also includes the whole of our top competition plan, County: 20 boxes, 8 club ladders and your club tournaments. Taking the register on never makes your leagues smaller. The pricing page puts every plan side by side.
We take none of your subscriptions. GoCardless charges your club its own fee for each collection, published on their site and paid to them, and that is the only other cost in this.
What about a member who will not pay by Direct Debit?
Your club's bank details can be shown on the payment screen beside the Direct Debit button, so that member has an answer without having to find the secretary. They send a transfer, and when it lands you tick them off the register in a few clicks.
Cash at the desk and cheques work the same way: your secretary records what actually happened, and that member shows as paid like anybody else.
Direct Debit is the route we build around, because it is the one that removes the work rather than moving it. It is not the only thing the register can hold.
Can we refund someone, or waive a fee?
Yes. Refunds, waived fees, hardship rates, a committee decision to charge someone less: all of it stays with your club, and every one of them is recorded with a reason beside it.
Nothing is collected without somebody at your club pressing the button, and the screen shows you exactly who will be charged and how much before it does anything.
Who at the club can see what?
Three roles on the club side, and each is a list of what that person can do rather than a rank. Secretary, Treasurer, Committee. Contact details are their own permission, so somebody can run the register without holding the club's phone list.
Up to 15 people can run your club, on every plan including the free one, and none of them counts towards the members your plan holds. Owners, the secretary, the treasurer, the committee and whoever runs the competitions, split however you like: we have no opinion about how your club organises itself.
The person who set the club up leaves eventually, and charging you to protect against that would be charging you to protect our own renewal.
Do we have to move our whole membership system?
No. Paste the rows straight out of your spreadsheet, headings and all, or save it as a CSV first (File, Save As, .csv) and bring that in instead. Your column headings are matched for you, and you see what will happen before anything is written. Your categories, your prices, your dates, your rules about joining halfway through the year.
A new club starts with Junior, Student and Adult at suggested prices, to change or add to. Every club we have looked at has a different list, and yours is the one that counts.
Would you email our members?
Only what your club sends: a receipt, a renewal link, a court booking, and one message a club can send its whole list from the app. Nothing from us and no newsletters. Receipts and renewals always arrive, and a member can turn off the emails about matches, lessons and teams.
Once your club is paying, its emails arrive under your club's name. A reply to a message about money reaches your club's owner. A reply to anything else reaches us, and we pass on what is yours.
Can we see how the club is doing year on year?
Yes. AGM club analytics is on every club plan, for the secretary, treasurer and committee.
What happens if we stop paying?
The club screens go and your records do not. The register, the categories, the membership years and every payment recorded against them stay exactly as they were, and they come back the day you come back.
You can export the lot at any time, on any plan, including the free one. The Direct Debit arrangement is between your club and its members through your club's own account, so it is unaffected by anything to do with us.
Have a look
Know who has paid, before the season starts
Start a trial and put your own categories in. Fourteen days with everything on, both halves of the product, and no card at any point.
You cannot change anything in the demo, and it holds a real club's worth of people.