Groups & members
Set up your training groups, add members and keep skills and details tidy. A member can be in multiple groups.
Club AI · ask your club in plain language
For coaches & club boards
Your club runs on clarity.
Clubtool brings groups, scheduling, attendance, members, tournaments and membership fees together in one calm, fast app — with Club AI as your smart assistant. Tap attendance after training and the numbers roll straight into your dashboard.
Free to start · no credit card needed · available in English & Dutch
14sports supported
1app for your whole club
0separate spreadsheets needed
2languages (EN & NL)
Features
Everything your club needs, without the hassle
From the weekly training session to the annual tournament, member administration and fees — Clubtool covers your entire club administration, for every sport.
Attendance
Open a group, tap who's there — done. The numbers roll automatically into your dashboard and reports.
Scheduling & seasonal timetable
Weekly training slots with time and location, plus exceptions. Separate summer/winter timetables with a configurable winter start month.
Multi-sport & age categories
One tool for 14 sports, with sport profiles and automatic age categories based on the Dutch federation classifications.
Tournaments
Round-robin, knockout, Swiss or a continuous ladder with ELO rating and club ranking. Includes match clock, courts and live standings. Pro
Membership fees & payments
Define fee schemes, generate charges and track who has paid. Optional online collection via iDEAL and SEPA. Pro beta
Events & competition
Register members for club events, manage seasons and competition teams, and export everything whenever you need it.
Notifications & web push
An in-app notification centre, plus email and web push on mobile and desktop. Automatic training reminders via smart rules.
Member login & portal
Members log in themselves and manage their own profile, contact details and consents (GDPR) — and request a copy of their data.
Committees & org chart
Map your board and committees in an org chart, link members and tasks, and give each committee its own roles and permissions.
Club news
Post messages and announcements your members see in the app and on their dashboard — club news instead of scattered chat threads.
Trial members & intake
Follow up new sign-ups and trial sessions in a dedicated intake flow and convert prospects smoothly into members. Basic
AI-powered
Meet Club AI
Club AI is your smart assistant inside the app: ask questions about your club in plain language, summarise notes, carry out tasks through a conversation and turn feedback into a tidy report. You stay in control — the AI does the legwork.
Ask your club
A floating assistant with page presets and a free question field: "How was group A's attendance this month?" — instant answer.
AI in notes
Dictate a note or have a long memo summarised to its essence. Speech becomes text, text becomes overview.
Actions through a conversation
Let Club AI prepare tasks — for example creating a group or setting up an event. Always a confirmation first, before anything happens.
Feedback becomes a report
A short conversation about feedback automatically produces a clear, well-phrased report — ready to follow up.
Opt-in per club
Pseudonymised
EU / GDPR, DPIA completed
Sensitive data off by default
A human decides
Try Club AI in the demo
Club AI is a Pro module in beta that a club admin enables. By default no direct personal data goes to the AI: data is pseudonymised and aggregated before it is sent.
Clickable demo
Feel how Clubtool works
With fictional data from "Demo Sports Club". Click through the screens — everything works without an account. Switch between desktop and mobile to experience the mobile-first app.
Demo Sports Club
Hi, coach
Tuesday · 3 sessions today
80%present this week
64active members
3sessions today
Attendance · Selection
Tue & Thu · 17:00 · Hall 1
4 / 5 present
Tap a member to toggle present/absent.
Weekly timetable
Training slots per season
Monday
18:00RecreationalHall 1
Tuesday
17:00SelectionHall 1
19:30Beach trainingOutdoor field
Wednesday
16:00Youth U12Hall 2
Thursday
17:00SelectionHall 1
20:00Strength trainingGym
Saturday
10:00Indoor leagueSports hall
10:00Field leagueField 3
Switch between summer and winter — the timetable adapts.
Club championship
Group stage + knockout · 8 players
Pool A — standings
| # | Player | W | Pts |
|---|---|---|---|
| 1 | Daan de Vries | 3 | 9 |
| 2 | Liv Hendriks | 2 | 6 |
| 3 | Sem Bakker | 1 | 3 |
| 4 | Noor Jansen | 0 | 0 |
Knockout
Daan de Vries 21Tess de Boer 17
Liv Hendriks 19Mees Vos 21
Daan de Vries 21Mees Vos 15
Winner: Daan de Vries
Club AI
Ask your club in plain language
Club AI
Hi! I work on pseudonymised club data. Ask a question, or pick an example below.
How was the Selection's attendance this month?
Club AIThe Selection averaged 82% attendance in June (12 sessions). That's 4 points higher than May. Two members dropped below 60% — want me to set a reminder for them?
Who missed the last 3 sessions?
Club AITwo Selection members missed the last 3 sessions: member #14 and member #22 (pseudonymised). You'll see the real names in the app. Shall I create a follow-up note?
Summarise today's notes.
Club AIIn short: good vibe, focus was on technique. Points of attention: one member with a mild ankle complaint (build up gently), and the group wants more match play. Save this as a training note?
Example answers on fictional, pseudonymised data.
Membership fees
Season 2025/2026 · 2nd instalment
€ 80outstanding
4members open
12paid
Outstanding charges · € 20 pp
Tap a charge to mark it as paid.
This is a fictional demo. Ready for your own club?
Create your club for free
Security & GDPR
Safe with your members' data
Clubs work with children's data. Clubtool is built privacy-by-design, with strict separation between clubs and strong security for admins and staff.
- Two-factor authentication (MFA)
- Passkeys & biometrics
- Strict separation between clubs
- Roles & permissions (need-to-know)
- Audit log of actions
- Photos automatically EXIF-stripped
- Encrypted backups
- GDPR export & consent management
For developers
Build on your club's data
Connect your club website, membership records or your own tooling to Clubtool through the public REST API: members, groups, attendance, events, seasons and competition teams.
- Manage API keys yourself in the app, with read/write scopes per resource
- Strictly separated: a key only sees your own club's data
- OpenAPI 3.1 specification with an interactive API reference
- Bulk endpoints, cursor pagination and sensible rate limits
Go to developers.club-tool.nl
The public API is part of the Pro plan.
Pricing
A plan that grows with your club
Start free. Upgrade only when your club grows or you want more modules. Cancel monthly.
Free
€0
forever
For a small club or to get started at your own pace.
- 30 members · 5 groups · 3 accounts
- Groups, scheduling & attendance
- Members & skills
- Member login
- Notifications & reminders
- Passkey/biometric login
- Support & feedback
Basic
€9.99
per month
For the growing club that wants more out of it.
- 150 members · 15 groups · 10 accounts
- Everything in Free, plus:
- Events
- Competition & seasons
- Trial members / intake
- Custom club branding
Pro
€19.99
per month
For the club that wants everything in one place.
- Unlimited members, groups & accounts
- Everything in Basic, plus:
- Tournament planner (ladder + ELO)
- Membership fees & payments beta
- Club AI assistant beta
- Custom roles & permissions
- Reporting & export
- Public API for integrations
Prices are per club, excluding VAT. Modules marked beta are in development and enabled per club.
Ready to bring clarity to your club?
Create a club in a few minutes and invite your coaches. Free to begin.