Scheduling & Bookings

Club booking software that runs itself

Real-time availability, instant confirmations, and automatic waitlist management, so your admin team can focus on running the club.

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Club booking software

The club booking software built for volunteer-run clubs

ClubPal's club booking software gives members real-time visibility of available spaces and lets them book in seconds. No phone calls, no spreadsheets, no double-bookings, just a smooth, self-service experience for your members and a clear dashboard for your admin team.

Configure booking windows, set cancellation deadlines, and let the waiting list work automatically. Every booking is confirmed instantly by email, and any changes are communicated without manual intervention.

The same booking system runs training nights, matches, and sessions for every sport. Football, triathlon, running, cycling, swimming, netball, canoeing, martial arts, and rugby, cricket, hockey, table tennis, gymnastics, and athletics clubs all set capacity, manage waitlists, and take bookings the same way.

Real-time availability
Members see live space counts and can book the moment a slot opens, no refresh required, no overbooking possible.

Automated waitlists
When a session fills up, ClubPal adds members to the waitlist and notifies them automatically when a space becomes available.

Pass redemption
Multi-session passes are redeemed automatically at booking, no manual tracking needed from your admin team.

No more spreadsheets

Member self-service from booking to cancellation

Flexible booking windows

Configure exactly when members can book and how late they can cancel. Set early-access windows for pass holders, or restrict bookings to within a specific time frame before each session.

Open and close booking at any interval

Priority access for members or pass holders

Cancellation deadlines with optional penalties

Waitlist that works automatically

When a session fills, members are automatically queued. A cancellation triggers an instant notification to the next person in line, with a configurable window to accept before the spot moves on.

First-come waitlist with conversion tracking

Automatic notifications when a space opens

Configurable expiration for waitlist offers

Everything included

All the booking tools your club needs

Live capacity tracking

Real-time updates on available spaces for all sessions. Members see exactly how many spots remain before booking.

Waitlist management

Automatic waitlists for full sessions with priority ordering, expiration windows, and conversion tracking.

Attendance tracking

Mark attendance with a quick check-in interface. Track no-shows and analyse attendance patterns over time.

Payment at booking

Collect payment when members book. Track prepaid vs pending and process refunds for cancellations automatically.

Booking notifications

Instant confirmations, session reminders, and cancellation notices, all sent automatically without manual effort.

Pass redemption

Multi-session passes are automatically redeemed at booking with no manual tracking required from administrators.

Full feature breakdown

Everything in booking management

Live capacity tracking

Real-time updates of available spaces for all sessions

Instant booking confirmation

Immediate confirmation when members book sessions

Concurrent booking support

Handle multiple simultaneous bookings without overbooking

Availability display

Show remaining spaces to encourage early booking

Flexible booking windows

Configure when members can book (e.g., 48 hours to 2 hours before)

Early booking priority

Give members or pass holders early access to bookings

Late booking cutoff

Set minimum time before sessions when booking closes

Cancellation deadlines

Configure cancellation cutoff times with penalties if needed

Check-in system

Mark attendance with quick check-in interface

Attendance records

Complete history of member attendance for all sessions

No-show tracking

Track no-shows and apply policies if configured

Attendance reports

Analyze attendance patterns and member engagement

Payment at booking

Collect payment when members book sessions

Pre-paid tracking

Track which bookings are paid vs pending payment

Pass redemption

Automatically redeem multi-session passes

Refund processing

Process refunds for cancelled bookings

Automated waitlist

Automatically add members to waitlist when sessions are full

Waitlist notifications

Notify members when a space becomes available

Priority ordering

Configure waitlist priority (first-come, members first, etc.)

Waitlist expiration

Set time limits for accepting waitlist spots

Conversion tracking

Track how many waitlist members convert to bookings

Booking confirmations

Instant email confirmations for all bookings

Session reminders

Automated reminders before upcoming sessions

Cancellation notices

Notify members of cancelled or changed sessions

Waitlist alerts

Alert members when waitlist spots open up

Browse sessions

View all available sessions with details and availability

One-click booking

Quick booking process with saved payment details

My bookings dashboard

View all upcoming and past bookings in one place

Easy cancellations

Cancel bookings online within allowed timeframe

Recurring bookings

Book recurring sessions without re-entering details

Booking overview

See all bookings across all sessions in one dashboard

Manual bookings

Book on behalf of members from the admin panel

Booking modifications

Change or cancel bookings with automatic notification

Export bookings

Export booking data for reporting and accounting

Booking policies

Configure club-wide booking rules and restrictions

No more double-bookings

Ready to make bookings effortless?

Real-time availability, instant confirmations, and automatic waitlists, all included.

Try ClubPal Free

What clubs say

Loved by administrators, members, and coaches

“ClubPal really does work alongside clubs to add in features that help manage the club better. The system is designed by an active triathlete who understands the management issues behind running a club.”

“ClubPal was a no brainer. We now have a personalised one stop shop for all the needs of our members. Session costs can be paid online; no more hassle of collecting money manually.”

“It's the best decision we ever made. We used to have 3 or 4 different ways of doing our admin. ClubPal has rolled into one everything we could possibly need.”

No subscription required

Ready to simplify your club management?

Try ClubPal free today. No card required, no time limit, no catch.

If you don't take payments

£0

forever

Free in every country ClubPal supports, in every currency.

All features included
Unlimited members
No card required

When you take payments

20p + 3.5%

per transaction only

UK rate. 3.5% everywhere, fixed part varies by currency, see the table.

One flat fee, nothing else
Apple Pay & Google Pay
No subscription, no hidden fees