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 taken by Direct Debit, straight into your club's own account, with a register that is right on the day you look at it. 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
| Member | Category | How they pay | Collected | Status | |
|---|---|---|---|---|---|
| 1 | A. Reid | Adult | Direct Debit | 02 Apr | Paid |
| 2 | The Okonkwos | Family of 4 | Direct Debit | 02 Apr | Paid |
| 3 | L. Beckett | Adult | Direct Debit | 02 Apr | Paid |
| 4 | E. Sandhu | Adult | Direct Debit | 02 Apr | Paid |
| 5 | S. Iwu | Junior | Direct Debit | 11 Apr | Failed |
| 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
Every club collects them, and every club has somebody who ends up chasing the last dozen. The problem is not the money going out; it is never being sure who is straight.
Most clubs run this on a spreadsheet, a bank statement and somebody's memory. That works, and for a small club it works for years. A few have a payment page, which takes the money and then tells you nothing useful about who is missing. Both end in the same three problems.
The list is wrong by April
Somebody built it in March. Since then four people have joined, two have moved to a family rate and one has left. The version on the treasurer's laptop and the version in the secretary's inbox stopped agreeing weeks ago.
Chasing falls to one person
Matching bank references to names, working out who is short, writing the awkward email. It is hours of unpaid work every year, and it lands on whoever is least able to say no.
Nobody can answer the simple question
How many paid-up members has the club got, right now? A club that cannot answer that in a second cannot enforce it either, so people play all season without paying and everyone quietly knows.
One list
What every member owes, and whether it has arrived
Every member, their category, what they owe and whether it has arrived. Not a snapshot somebody exported, and not a payment history you have to read backwards. The status is the current state and it changes itself when money moves.
Filter it to the people who have not paid. Filter it to the ones whose payment failed. Export the lot to a spreadsheet when your treasurer wants one, because treasurers always want one.
The list of names is on every plan, this one included. What a club plan puts on it is the money: a membership year, your own categories and prices, households, and a subscription against each name that settles itself when the Direct Debit clears.
| Member | Category | Chased | Status | |
|---|---|---|---|---|
| 1 | S. Iwu | Junior | 11 Apr | Failed |
| 2 | M. Ellison | Student | Once | Due |
| 3 | T. Sharma | Adult | Twice | Due |
- A person, not a payer. Name, category, how they pay, and behind a separate permission the contact details and the date of birth. A committee member reading the numbers does not need the club's phone list, so they do not get it.
- Members correct their own details. Email, phone and address, changed by the person who knows they have changed, from their own screen. Not their date of birth, not their category and not their name: those are the club's.
- Households, with somebody named to pay. A family rate is one price across several people, and each of them shows as paid on their own line. Renewals go to the person who actually holds the bank account.
- Tags in the club's own words. Committee, coaching, social, life member, whatever your club files people under. Nothing in the leagues ever reads one: the moment a fixture or a rating depended on a tag, renaming it would break a season.
- Search, and filter groups that stack. Juniors who have not paid. Adults with no sign-in. It is the question a treasurer asks out loud, typed into a screen.
- Two records of one person, merged, with a preview first. It shows you what it is about to do, and it carries everything across: their boxes, their ladder place, their draw entry, their subs and their sign-in.
- It knows who has stopped playing. The register keeps in step with your leagues, so it can show you the members who have not turned out since the spring. Those are the ones who quietly do not renew, and you find out in time to have a word rather than in the figures next April. Nobody has to type any of it in.
Your rules
You set the categories and the prices
Adult, student, junior, over-65, off-peak, social, life member, whatever your club actually publishes. Under-5s at nothing, because free is a price like any other and the register should say so rather than leave them off.
Family rates are priced by how many people they cover, which is how clubs write them on the noticeboard. One family, one payment, and every person in it shows as paid on their own line.
Your membership year runs when it runs. April to March, January to December, September to August. Somebody joining in October pays a part year, on your rule and not ours, and the figure is worked out for them before they fill anything in.
Next year is this year's list with your new prices on it. Rolling the year over carries the categories forward, and a member renewing comes back on the category they were on rather than picking one off a menu.
| 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 |
Why Direct Debit
Why club subs by Direct Debit, and not a payment page
A payment page still leaves somebody matching a bank statement to a list of names. Direct Debit is the only route where next year happens without anyone doing anything.
Nobody reconciles anything
No references to match, no statement to read, and no working out whether a payment came from Amy or from her mother. Every payment knows whose it is, because it was set up as theirs.
Renewals happen on their own
The instruction survives the year. Set next season's prices, check the list, and collect. Members who are staying do not have to do anything at all, which is exactly the group you most want to keep.
A failure is visible the day it fails
A bank transfer that never arrives looks identical to one nobody has checked for. A failed Direct Debit has a date and a reason on it, so it gets sorted out in April rather than noticed in September.
Members are used to it
It is how they pay for the gym, the phone and the car insurance. It is also how your club already pays its own insurance and its affiliation, so it is something your treasurer already deals with.
Every household about to be charged, what each of them owes, and the total. The screen you check and the money that moves are worked out by the same thing, so they cannot disagree. Your club's first ever run is offered a household at a time.
A member is told they are down for next year, and one press on that notice says they are not. It reaches your money screen as a count with the names behind it, in August when you can still fill the boxes rather than next April when the collection fails.
Cancelled, failed and expired all look like "renewed" until March, when a club finds out nine subs never collected and nobody was told. Somebody whose Direct Debit has gone is offered a fresh one when they renew, on the same link.
Two or three names with a reason and a date, not a list of two hundred to work down. And nobody loses anything over money: a failed payment moves that member's subs line and touches nothing else, not their box, not their ladder place, not their entry in the draw.
Your money, your decisions
Automatic collection, nothing else automatic
The point of this is to remove typing, not judgement. Every decision that affects a member is one your club makes, and none of them are made for you by software at three in the morning.
Refund, waive, adjust
Refund somebody who joined and left. Waive a committee member's fee. Charge a hardship rate. Every one of them is recorded with a reason beside it, so next year's committee can see why.
Chase, or don't
Reminders are off until you switch them on, and you see who will get what before anything is sent. Some clubs want three reminders and a deadline. Some want to have a word in the bar. Both are supported by doing nothing.
Nothing is taken by surprise
Collection is a button your club presses, and it shows you the names and the total first. Members get the notice the banking rules require, from the processor, before any money moves.
And nobody is forced onto Direct Debit. Your club's bank details can sit on the payment screen beside it, so a member who would rather send a transfer, or hand over a cheque, still has an answer that does not involve finding the secretary. When the money arrives, you tick them off the list. It is a few clicks and the register is straight again.
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, and a club that wants to run half and half can.
Every one of those decisions is written down with who made it and when. The record says what moved, never what it said: a change to somebody's phone number is logged as a change to their phone number, and the number itself is not in the log.
Who does what
The committee is not one login
A club is several people doing different jobs, and a shared password is how a club ends up unable to say who changed something. Three roles on the club side, each a list of what that person can do rather than a rank above the next one.
| Role | What they can do |
|---|---|
| Secretary |
|
| Treasurer |
|
| Committee |
|
The treasurer who banks the subs cannot change what the club pays us. Those are two different sorts of money and the person who buys the software is usually not the person who collects the fees, so the plan sits with the owner and the subs sit with the treasurer.
Up to 15 people can run your club, on every plan including the free one. Owners, the secretary, the treasurer, the committee, whoever runs the competitions: split it however you like. None of them counts towards the members your plan holds, because the people who run a club are the reason the club is here.
The person who set the club up leaves eventually. Charging you for a second owner would be charging you to protect our own renewal, so it is not a thing any plan sells.
The part only Clayside can do
Your leagues already know these people
A payment system holds a list of payers. A league holds a list of players. At most clubs those two lists have never met, which is why somebody plays a full box league season having not paid since the year before last. Here they are one record.
| Member | Category | How they pay | Status | |
|---|---|---|---|---|
| 1 | A. Reid | Adult | Direct Debit | Paid |
| 2 | The Okonkwos | Family of 4 | Direct Debit | Paid |
| 3 | L. Beckett | Adult | Direct Debit | Paid |
| 4 | E. Sandhu | Adult | Direct Debit | Paid |
| 5 | S. Iwu | Junior | Direct Debit | Failed |
| 6 | T. Sharma | Adult | Bank transfer | Paid |
| 7 | M. Ellison | Student | Not set up | Due |
| 8 | J. Okonkwo | Under 5 | Free | Paid |
| 9 | P. Bassey | Adult | Committee | Waived |
| Player | Category | Subs | |
|---|---|---|---|
| 1 | A. Reid | Adult | Paid |
| 2 | L. Okonkwo | Family of 4 | Paid |
| 3 | T. Sharma | Adult | Paid |
| 4 | E. Sandhu | Adult | Paid |
| 5 | M. Ellison | Student | Due |
| 6 | S. Iwu | Junior | Failed |
- Paid status sits beside the name on the roster. The person building next season sees it while they are building it, in the boxes and on the club ladder alike.
- The courts are on the same list. Being on the register is the whole of what lets somebody book a court, and when two members agree a time for their league match, the court is booked in the same press.
- Somebody joins once. A member added to the register is a player you can put in a box, and a player entered on a roster is somebody the register knows about. There is no second list and no import between the two.
- The joining link is a form, not a queue you have to invent. Somebody fills it in, nothing they wrote appears anywhere in the club until a person accepts it, and accepting puts them on the register at the price your club published.
- And the club decides what to do about it. When you plan a new season Clayside can offer to leave unpaid members out. That is off by default and always will be, because whether somebody plays is a committee's call and not a database's. Nobody is ever taken out of a box that is already running.
The sentence a treasurer wants: everyone in the autumn boxes is a paid-up member, and nobody had to cross-check two spreadsheets to say it.
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 of that, and there is nothing in this arrangement for us to hold.
The account is your club's
You open it, the money lands in your club's bank, and your members type their bank details on the payment provider's own page rather than on ours. We never hold your subs and we never see anybody's account number.
A flat price, and none of your subs
One price a year for the software. We take no percentage of anything your club collects, on any plan, so a good year at your club is not a bigger bill from us.
Your members are not a mailing list
A member adds their own address and proves it with a code. We write to them about their own membership and nothing else, only if your club turns it on, and never about anything of ours. A junior holds no address at all.
Your club has its own database
Not a row in a shared table with a club column on it. Export the lot whenever you want, on any plan. Stop paying and the screens go while every record stays exactly as it was.
What we want out of it. Not a slice of your subs, so nothing about what you pay us moves when your club has a good year. What we are actually selling is a club that is easier to join and members who keep turning out, because a club whose league is running and whose subs collect themselves is a club that renews next spring.
A club's records are held until the club removes them, and what we keep about anybody is set out in full on the privacy notice. What a league holds about a player, and why a junior's date of birth is the switch that closes doors rather than a field somebody collected, is on the safeguarding page. Both are written to be read by a committee, not by a lawyer.
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 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, you see exactly what will happen before anything is written, and one press undoes what the import created. If the club is already running its leagues here, the people are on the register the moment you switch it on, because they were never a second list.
Connect the club's account, then collect
Connect your club's own GoCardless account, check the run on screen, and press collect. One link, put wherever your club already puts things, is how new members join and how everyone else renews.
One note on step three. Connecting a club's own GoCardless account is in early access while our partner application is approved, so ask us and we will turn it on for your club. Everything else works today and works on the trial: your categories, your prices, the register, who owes what, the joining link, renewals, and payments your club records itself when somebody sends a transfer or hands over a cheque.
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.
Straight answers
The questions a committee will ask
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, you see what will happen before anything is written, and one press undoes what the import created. Your categories, your prices, your dates, your rules about joining halfway through the year.
There is no Clayside-defined membership category anywhere in this. Every club we have looked at has a different list, and a product that argued with yours would be wrong on day one.
Would you email our members?
Only about their own membership, only if you turn it on, and never about anything else. We do not sell anything to your members and we never will.
The code is the whole of the proof. A member signs in with the address your club already holds for them, or with one they add themselves, and either way nothing happens until they answer the code sent to it: an address on your register opens nothing on its own. Under-18s are not contacted at all: a junior's record is a name, a date of birth and their category, every contact detail belongs to a parent or guardian, and a date of birth that makes somebody a junior takes their sign-in address off the record on the spot. Our safeguarding page sets out the whole of it and the privacy notice says how long anything is kept.
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.