Scheduling & Bookings

Run smarter sessions with less admin

Automate recurring schedules, manage waiting lists, and track attendance across every class your club runs.

A club's session schedule on a phone, listing each session with its start time and venue

Session management

The scheduling tool built for volunteer-run clubs

ClubPal's session management gives you full control over your club's schedule, from one-off sessions to complex recurring patterns with exceptions. Set capacity limits, configure booking windows, and let the waiting list manage itself.

Whether you're running weekly swim sessions, daily gym classes, or monthly skills workshops, ClubPal handles the scheduling so your volunteers can focus on coaching, not admin. For the real-time availability and waitlist engine members book into, see our club booking software.

Recurring sessions
Set up repeating schedules with exceptions for holidays and one-off cancellations, without re-entering everything.

Capacity & waiting lists
Set participant limits and let ClubPal automatically manage the waiting list when sessions are full.

Attendance tracking
Track actual attendance vs bookings, identify trends, and export session analytics for your committee.

A month view of a club calendar, with Track Running every Monday, Pool Swimming every Tuesday, Spinning every Wednesday and Social Run every Thursday

A whole term, set up once

Build the repeating pattern once and the calendar fills itself in. Track Running every Monday, Pool Swimming on Tuesday, Spinning on Wednesday, for as far ahead as you want to publish.

Cancel a single week for a bank holiday, move one session to a different venue, or drop a one-off in on a Saturday. The rest of the pattern carries on untouched.

Flexible scheduling

From one-off sessions to complex recurring programmes

Recurring schedules with exceptions

Set up a repeating session once and manage individual exceptions without disrupting the whole schedule. Cancel a single date, change a venue, or adjust capacity for a one-off event.

Daily, weekly, and custom repeat patterns

Cancel or modify individual instances

Session leaders and coach assignments

Access control per session

Restrict sessions to active members only, require specific membership packages, or open sessions to the public for guest bookings. Full control over who can book.

Members-only and package-restricted sessions

Custom booking windows per session

Configurable cancellation and refund policies

Everything included

All the session tools your club needs

Recurring sessions

Set up repeating sessions with customizable patterns. Handle holidays and one-off cancellations without starting from scratch.

Waiting lists

Automatic waiting list management for full sessions. Members are notified and offered a spot when a cancellation comes in.

Package-based pricing

Configure flexible pricing for different membership packages. Set allowed payment methods and pass types per session.

Session categories

Organise sessions with colour coding, categories, and featured session highlights for easy member discovery.

Booking confirmations

Members receive instant booking confirmations and automated reminders before each class.

Session analytics

Track attendance rates, revenue per session, capacity utilisation, and member ratings over time.

Photo and video galleries

A Media tab on every session. Drag and drop photos and video straight onto the page, including HEIC files from an iPhone, with no converting first.

Fullscreen lightbox

Members browse a session gallery full screen with the arrow keys, see who uploaded each shot and when, and download the full-resolution original.

Coach cover and credentials

Set one coach per so many participants and required cover recalculates as bookings arrive. A session can require a qualification of anyone added as a coach, enforced even on a manual add.

Full feature breakdown

Everything in session management

Session creation and editing

Create and modify session details with flexible configurations

Recurring sessions

Set up repeating sessions with customizable patterns

Session exceptions

Handle holidays, cancellations, and one-off changes

Session instance management

Manage individual instances of recurring sessions

Session categories and filtering

Organize sessions by type with advanced filtering options

Session colour coding

Visual identification with customizable colour schemes

Featured sessions

Highlight important or popular sessions

Location and map integration

Session locations with integrated mapping

Session leaders and coaches

Assign and display session instructors

Participant information sharing

Share relevant details with session participants

Session photo and video galleries

A Media tab on every session for sharing photos and video with members

Drag-and-drop bulk upload

Drop several files onto the page at once with live per-file progress

Fullscreen lightbox viewer

Browse with the arrow keys, view uploader and date, download the original

Broad format support

JPEG, PNG, WebP, GIF and HEIC photos, plus MP4, MOV and WebM video

Large file handling

Uploads up to 1 GB, chunked automatically above 2 MB to survive a dropped connection

Permission-gated uploads

Every member can view. Only admins and coaches with ManageSessions can upload or delete

Session capacity limits

Set maximum participants per session

Waiting lists

Automatic waiting list management for full sessions

Booking window configuration

Control when bookings open and close

Members-only sessions

Restrict access to club members only

Required membership packages

Specify membership requirements for session access

Custom booking form fields

Collect additional information during booking

Participants per coach

Set a ratio and required cover recalculates itself as bookings arrive, never dropping below your fixed minimum

Per-session override

An administrator who sets the required number for a specific night by hand beats the formula for that night

Coach eligibility rules

A second rule set on the session covering who may be added as a coach: qualifications, age range, member groups or a profile field

Enforced on every path

The check sits in the booking layer, so an administrator adding a coach by hand goes through the same rule as a coach adding themselves

Checked against the session date

A credential that lapses before the session is refused now, rather than at the door

Cover dashboard

Every session in the next 28 days that is understaffed or whose cover is not credentialed, with a count badge on the admin home

Expected attendance

The mean of confirmed bookings over the last six occurrences, shown beside required cover so late bookings do not hide a gap

Package-based pricing

Flexible pricing structures for different packages

Allowed payment methods per session

Configure payment options per session type

Passes and allowed passes

Session pass system for bulk bookings

Cancellation and refund windows

Automated refund policies based on timing

Booking terms and confirmation

Clear terms and confirmation process

Session notes and ratings

Participant feedback and session notes

Session booking status tracking

Track status: confirmed, waiting list, cancelled, coach

Session attendance tracking

Track actual attendance vs bookings

Session revenue and cost reporting

Financial performance tracking per session

Session analytics

Capacity %, attendance, and ratings analysis

Exclude sessions from reports

Flexible reporting configurations

Everything included

Ready to simplify your session scheduling?

Recurring schedules, waiting lists, and attendance tracking, all included at no extra cost.

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