Members & Club
Flexible membership management for sports clubs
Create custom packages, automate renewals, control eligibility, and issue digital cards, everything your club needs.
Membership management
Manage your members, not your spreadsheets
ClubPal gives you everything you need to run your club's membership programme. Create flexible packages with your own rules and pricing, automate renewals to eliminate the annual chase, and give members the self-service tools they expect.
Whether you're managing a handful of members or hundreds, ClubPal scales with you. Link memberships to session eligibility and payment processing for a seamless, end-to-end club management experience.
Custom packages
Create as many membership tiers as you need, each with its own price, duration, and eligibility rules.
Auto-renewal
Set memberships to renew automatically and eliminate the annual chase for subscription payments.
Digital cards
Issue Apple Wallet membership cards instantly, members always have proof of membership on their phone.
What joining looks like from the member's side
Every package you create shows up on one page with its price and description. Members pick the one that fits and join themselves, with no email chain, no paper form, and nothing for you to key in afterwards.
Eligibility rules are enforced at the checkout, so nobody buys a tier they do not qualify for and you are not left unpicking it later.
Deep dive
Eligibility rules, restrict membership to the right people
Fine-grained access controls
Eligibility rules give you fine-grained control over who can purchase each membership package. Restrict by age, gender, existing membership status, or any combination of conditions.
Age-based restrictions (min and max)
Gender-specific membership packages
Membership-status prerequisites
Purchase date windows
Rules that run themselves
Once configured, eligibility rules enforce themselves automatically at checkout. Members who don't qualify simply can't purchase, no manual checks, no awkward conversations, no admin overhead.
Automatic enforcement at checkout
Clear messages explaining why a member can't purchase
Admin override capabilities when needed
All features
Everything you need to manage memberships
Custom packages
Create unlimited membership tiers with custom pricing, duration, and descriptions. Set featured packages and control display order for your members.
Auto-renewal
Schedule memberships to renew automatically via ClubPal Payments. Members are notified in advance and can opt out or change plan at any time.
Family memberships
Group family members under a single account with shared billing. Each member gets their own profile and independent booking access.
Digital membership cards
Issue Apple Wallet-compatible digital membership cards instantly. Cards update automatically when a member's status changes.
Eligibility rules
Control exactly who can purchase each package. Set age ranges, membership prerequisites, gender restrictions, or open date windows, enforced automatically.
Pro rata pricing
Automatically calculate prorated prices for mid-period joiners. Late joiners pay a fair price and never lose out on full membership value.
Qualifications and credentials
Hold DBS, PVG, first aid and coaching awards against the member with issue and expiry dates, and see everything due to lapse on one dashboard.
Full feature breakdown
Everything in membership management
Unlimited packages
Create as many membership tiers as your club needs, each with its own name, price, and description
Duration control
Set fixed durations (monthly, quarterly, annual) or custom start and end dates for seasonal memberships
Package images
Add a cover image or icon to each membership tier to make packages visually distinct
Featured packages
Highlight your most popular or recommended packages with a featured badge to guide member decisions
Age restrictions
Set minimum and/or maximum age thresholds for each membership package
Gender restrictions
Restrict packages to members of specific genders for gender-specific club programmes
Membership prerequisites
Require an existing active membership before a member can purchase a given package
Purchase date windows
Allow purchases only within a defined date range, ideal for seasonal or early-bird sign-ups
Family accounts
Group family members under shared billing while each member retains their own independent profile
Junior accounts
Create child profiles linked to a parent or guardian account with appropriate access controls
Joint memberships
Create packages designed for couples or pairs with a single shared subscription
Credential catalogue
Define the qualifications your club tracks once, with suggestions covering DBS, PVG, AccessNI, Garda Vetting, Working With Children Checks and SafeSport
Issue and expiry dates
Every credential held against a member carries both, so status is calculated rather than remembered
Expiry warning window
Set how many days before expiry a credential starts showing amber, separately per credential type
Expiring dashboard
Member, credential, date and status, soonest first, filterable and exportable, defaulting to everything that is not valid
Credentials on the profile
A card on the member page listing what they hold, with dates and status, beside membership and payments
Used by eligibility rules
A required qualification rule checks the credential is in date on the day of the session, not merely that it was once recorded
Groups are real records
A group has a name, a description, a roster and the permissions it grants, rather than being free text typed onto a profile
Renaming is safe
Members, packages, eligibility rules, file shares and chat channels all keep pointing at the same group and start showing the new name immediately
Assigned by a package
A membership package can put members into groups on purchase and renewal, and optionally take them off again when the membership expires
Apply to existing members
Add a package’s groups to everyone already holding it rather than waiting for renewals to catch up. It only adds, so running it twice is harmless
One group, many jobs
Target an email, filter and export the member list, share a folder, restrict who can book or buy, and decide who is in a chat channel
Archive rather than delete
An archived group keeps its members and keeps granting what it grants, but stops appearing in the pickers so nobody adds to it by accident
Delete tells you what it touches
The confirmation names the members, permissions, packages, eligibility rules and file shares the delete will affect, and warns when a chat channel depends on it
Unique names
Group names are unique within the club ignoring case, so Coaches and coaches cannot both exist
Active / lapsed status
Members are automatically marked as lapsed when their membership expires, no manual intervention needed
Renewal reminders
Automated email reminders sent before expiry, configurable at 30, 14, 7, and 1 day intervals
Membership history
Full log of past memberships, payments, and status changes for every member
Pro rata pricing
Automatically calculate prorated prices for members joining mid-period so they only pay for what's left
Early-bird pricing
Set temporary reduced pricing with a purchase deadline to reward early sign-ups
Discount codes
Create single-use or multi-use codes to apply discounts to specific membership packages
Custom fields
Add custom fields to membership forms such as emergency contact, medical notes, or club-specific information
Document upload
Allow members to upload supporting documents such as medical certificates or signed waivers
Privacy settings
Control which profile fields are visible to other members vs administrators only
Seven field types
Text, paragraph, single select, multi select, yes/no checkbox, date and time, so a field matches the answer you actually want
Grouped into sections
Fields sit in named groups such as Medical or Emergency Contact, shown as sections on the profile and on forms, reorderable and safe to delete because you are asked to move the fields first
Collected at signup
Mark a field to show on the registration form and it appears on both registration and the membership purchase form, optionally required
Three visibility levels
Hidden from the member but visible to admins, read only, or editable by the member themselves
On the booking record
Choose which fields ride along with a booking, so emergency contact or medical information sits beside each booking and in its export
Included in exports
Profile field values come out in the member export, with multi select values as a quoted comma-separated list
Welcome emails
Send an automatic customisable welcome email the moment a new membership is purchased
Renewal reminders
Configurable automated reminders at multiple intervals before a membership expires
Lapsed notices
Automatic notification sent to members when their membership lapses, with a direct renewal link
Apple Wallet cards
Generate Apple Wallet-compatible .pkpass files for every active member automatically
Real-time updates
Cards update automatically when a member's status changes, no manual reissue needed
QR code check-in
Members present their card QR code for session check-in, replacing paper sign-in sheets
Admin roles
Assign admin, coordinator, and member roles with appropriate access levels for each
Session gating
Link membership status to session booking eligibility so non-members can't book member-only sessions
Content gating
Restrict access to member-only content, documents, and resources on your club website
Permissions granted by a group
Tick the permissions a group confers and every member of it holds them for as long as they remain in it. One place to audit, one place to revoke
Access leaves with the member
Take somebody out of the Committee group and the access the group granted goes with them, with nobody having to remember what to revoke
Both sources combined
A member holds a permission if either their own account or one of their groups provides it
No privilege escalation
A group can only grant permissions you hold yourself, and System Administrator can never be granted by a group. Both are enforced on save, not just hidden in the interface
Scoped access without a permission
A session leader or a coach gets access to their own session and its bookings automatically, without being able to edit, cancel or delete anything else
No subscription required
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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.”
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Ready to simplify your club management?
Try ClubPal free today. No card required, no time limit, no catch.
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- All features included
- Unlimited members
- No card required
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- One flat fee, nothing else
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- No subscription, no hidden fees
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