Every class, every level, capped
Recreational, development, and squad classes, on the floor or on the trampolines, each have a coach ratio you cannot exceed. Set the ratio, and ClubPal works out how many coaches each class needs.
Ratios are not a guideline, they are the whole constraint
Gymnastics is one of the few club sports where capacity is a safety rule rather than a preference. A recreational class has a coach to gymnast ratio, a development squad has a tighter one, and the number of gymnasts on a floor at once is limited by the coaches qualified to be there. Software that treats capacity as a soft suggestion is no use.
ClubPal sets capacity per session, so each class carries its own hard number and its own assigned coach. When a class fills, the waiting list takes over and promotes automatically as places come free, which matters when a term block is already paid for and a space sitting empty is money the club has lost.
The coaching side is held to the same standard. Set one coach per so many gymnasts and the required number recalculates as bookings arrive, a class can require a coaching award or a DBS check of anyone added as a coach, and a cover dashboard lists every class in the next four weeks that is short or whose coaches are not credentialed.
Trampolining works the same way, with the cap set by the beds you have up rather than the floor space. Most clubs affiliated to British Gymnastics run more than one discipline, so trampoline, tumbling and DMT classes sit on the same calendar as artistic, rhythmic, acro and preschool, each with its own level, price, coach and register.
The rest follows the same shape. Terms sell as blocks paid upfront rather than as rolling memberships, levels are membership packages with eligibility rules so a gymnast moving up buys the right one, and consent, medical, and photography permissions are collected once and exported when the club needs them.
The whole club's week, on one calendar
Sessions and club events sit on one calendar that every member can open on their phone. They book a place, pay in the same step when there is a fee, and the register is ready before anyone arrives.
Pictured is a demo club's week. Yours is set up the same way: create a session once, repeat it weekly, and cap it at the places you really have.
Try it with your own gymnastics club. Free to set up, no card required, and nothing to cancel.
Get started freeGeneral club software treats capacity as one number for the whole club, or as a soft cap that can be overridden at the door. Neither works when the limit is a coaching ratio.
Capacity belongs to the session, so each class carries the number its ratio allows and the system holds the line.
Built for how a gymnastics club actually runs
Questions from gymnastics clubs
Does ClubPal work for trampoline clubs?
Yes. A trampoline session is capped the same way as any class, by the number of places you set, so you can size it to the beds you have up and the coaches on the night. Trampoline, tumbling and DMT classes sit alongside artistic, rhythmic, acro and preschool classes on one calendar, each with its own level, price and register.
Is ClubPal free for gymnastics clubs?
There is no subscription, no per-member charge and no feature tier. A club that takes no payments through ClubPal pays nothing at all. When you do take money, the fee is 20p + 3.5% per transaction with card processing already included, so no second bill arrives from a payment provider.
Can we hold British Gymnastics membership numbers?
Yes, as a custom profile field collected at sign-up and shown on the gymnast record and in exports. ClubPal is not connected to British Gymnastics, so the club records the number rather than it being checked against their system.
How do term bookings work?
Sell the term as a pass covering a set number of classes, a fixed period, or both, and choose which classes it is valid for. It is paid upfront, usage and expiry are tracked, and families can opt in to renewing automatically.
What happens when a class is full?
Families join a waiting list and are promoted automatically, first in first out, when a place comes free, with an email to say so. If the class is paid, the place is paid for when joining and refunded automatically if it never comes good.
Can we enforce coach ratios?
Set a number of gymnasts per coach and the coaches a class needs rises with its bookings, never dropping below a minimum you choose. A class can require a coaching award or DBS check of anyone coaching it, and a cover dashboard shows every class in the next four weeks that is short.
Can parents book for more than one child?
Yes. Each child is a linked profile under the parent's login, so one parent books and pays for all of them. Siblings can share the parent's email address as long as each has their own date of birth.
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