Public club directory
Help members, parents and visitors find the right committee by topic. The directory and organisation chart are available without an account.
People know where to take their questions.
How this feature works (Dutch)Sports club operations software
Explore what your club can manage with Clubista.
Look for a specific task or browse by area of work. See what each feature does and how it connects with the rest of your club.
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Volunteers & organisation
Set up your committees and positions. See gaps in coverage and make requests for help specific.
Explore this areaYour own committees and positions
Set up your own committees, positions and responsibilities. Record who holds each position and who can act on behalf of a committee.
Build around the way your club shares its work.
How this feature works (Dutch)Appointments and temporary cover
Distinguish permanent appointments, temporary cover and interim positions. See vacancies, approaching end dates and people holding several positions.
Keep temporary arrangements visible when planning succession.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe wijzig ik wie een functie vervult?Publish volunteer vacancies
Turn an open position into a public vacancy. Track recruitment with an owner, status and notes. Filled vacancies come off the public listing.
A gap in coverage becomes a specific request for help.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe publiceer ik een vacature?One-off tasks and helpers
Share a task with a date, location and the number of helpers needed. People can sign up without an account. A reserve list handles extra sign-ups, and the organiser records attendance.
Make space for people who can help occasionally.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe vraag ik handen voor een klus?Excel and CSV imports
Import existing lists and review the differences first. Choose which changes to accept, ignore or revisit later. Source settings determine which record takes precedence.
Start with existing data while staying in control of changes.
How this feature works (Dutch)Budgets & expenses
Agree what each committee can spend and decide. Follow requests and expense claims through to payment.
Explore this areaCommittee budgets and authority
Prepare, review and approve a budget for each season. Record which decisions the committee can take. Updated agreements get a new version while earlier versions remain available.
Each committee has a budget and knows which decisions it can take.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe vraag ik een uitgave buiten het kader aan?Expenses and spending requests
Submit an expense claim with its receipt and follow the review and payment status. Spending outside the agreed limits goes through a separate request, with an amount and an explanation.
Keep the request, evidence and decision together.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe dien ik een declaratie in? Step-by-step guide (Dutch): Hoe beoordeel ik een declaratie?Expense payment batches
Collect approved claims into a payment batch and check for missing bank details. Export a SEPA file for your bank. Payment itself is authorised and processed in the banking environment.
Prepare a payment instruction from approved claims. Requires compatible SEPA banking.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe maak ik een betaalronde voor declaraties?Spending and commitments
View recorded expenditure alongside commitments entered by committees. Orders can be visible before their invoices reach the accounts.
See commitments as well as money already spent.
How this feature works (Dutch)Next-season budget planning
Prepare the next season while the current one continues. Compare each committee's previous budget, recorded spending and new proposal, then bring proposals together for approval.
Use the current season to inform the next budget.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe stel ik een kader vast?Grant application records
Collect costs, invoices and proof of payment in a dossier and see which documents are missing. The current workflow is designed for the Dutch BOSA scheme; it does not tell you whether you qualify for funding.
Keep supporting records together throughout the season.
How this feature works (Dutch)Sponsorship
Follow contacts and contracts. Assign sponsor commitments to the committees that will deliver them.
Explore this areaSponsor relationships and contracts
Keep contacts, conversation stages and next actions under each sponsor. Record contract amounts, terms and commitments, with approaching end dates and notice deadlines visible.
Go into the next conversation with the agreement at hand.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe leg ik een nieuwe sponsor vast?Digital signing
Create a document from a sponsorship contract and invite its signers. Track signatures from the other party and the authorised club representatives. The document keeps the content that was sent for signing.
See which signatures are still needed to complete the agreement.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe laat ik een contract tekenen? Step-by-step guide (Dutch): Hoe teken ik een document namens de club?Deliver sponsor commitments
Assign each commitment to the committee delivering it. The volunteer records completion with evidence, without access to the contract amounts.
Turn a sponsorship package into work for the people delivering it.
How this feature works (Dutch)Advertising boards and available spaces
Place advertising boards on the map and link them to sponsors. See available spaces and the installation, replacement or removal work. Sponsorship and grounds volunteers use the same layout.
Keep sales and installation focused on the same position.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe verplaats of vervang ik een reclamebord?Sponsor invoices and payment status
Create draft invoices from signed contracts, review them and send them individually or in a batch. Track outstanding balances, record payments and send reminders. Export Dutch UBL or a CSV journal.
Follow a contract through to its invoice and payment status.
How this feature works (Dutch)A portal for your sponsors
Give a sponsor a personal link to contract status, delivered commitments and outstanding invoice amounts. They can update contacts, send a message or express interest in a package.
Let sponsors find their information without accessing the internal club workspace.
How this feature works (Dutch)Business club and networking
Let businesses describe what they do, need and offer. Support introduction requests, meetings, updates and conversations. The committee manages access and publication.
Give business club members a place to find each other.
How this feature works (Dutch)Equipment & facilities
Track equipment and kit. Record facilities and responsibilities around your grounds.
Explore this areaEquipment, stock and orders
Record equipment and allocations by team. Keep track of stock and orders. Placed orders can appear as commitments against the committee budget.
Connect equipment management with its costs.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe houd ik materialen bij en bestel ik bij?Kit plans, allocation and deposits
Plan kit by team or age group, including sizes and replacement years. Record allocations and deposits. Orders include quantities, printing and prices.
See what teams have and what needs replacing next season.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe bestel ik kleding bij de leverancier? Step-by-step guide (Dutch): Hoe geef ik kleding uit en houd ik de borg bij?Grounds map and key records
Map pitches, buildings and rooms. Find who manages a location, what is stored there and who holds a key. View the grounds in 3D and explore at eye level.
See which people and equipment use each facility.
How this feature works (Dutch)Inspections and renewal dates
Record inspections and expiry dates for facilities. Upcoming checks stay visible, so follow-up becomes routine.
Find inspection information alongside the facility it concerns.
How this feature works (Dutch)Planning, shifts & events
Plan recurring work and keep reusable event plans. Assign tasks and ask for extra help when you need it.
Explore this areaSeasonal planning and reminders
Plan recurring work around key dates in the season. Generate tasks with dates and responsible people, then use task reminders to follow up.
Give preparation a place before the deadline arrives.
How this feature works (Dutch)Event plans and response checklists
Keep the steps for recurring activities and start a new run around a date. For unexpected situations, start a response checklist immediately with the steps to follow.
Give the next organiser a practical starting point.
How this feature works (Dutch)Event registration and payments
Publish an activity and share its registration link. Participants register without an account. Set a capacity and waiting list, and choose free registration, payment through a configured provider or invoicing afterwards.
Keep participants and payment status with the same activity.
How this feature works (Dutch)Bar duties and other shifts
Schedule shifts by day and time, with recurrence and staffing requirements. Assign a shift to a team, keep cancellations visible and record attendance. You can check qualifications for the shift.
See which upcoming shifts still need people. Bar-duty qualification rules currently follow the Dutch setup.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe zet ik bardiensten in het rooster?Coaching agreements and remuneration
Record who works with each team, under what arrangement and for which period. Keep additional agreements and see approaching end dates. Remuneration is restricted to people with financial permission.
Hand over coaching arrangements while the amounts stay restricted.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe leg ik een afspraak met een trainer vast?Collaboration & governance
Record decisions and open questions. Help successors find the work and agreements that come with their position.
Explore this areaDecisions, actions and open questions
Record decisions and connect them to the relevant committees. Actions become tasks. Give open questions an owner and close them with an answer or a linked decision.
Give meetings a follow-up people can find.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe leg ik een besluit vast?Requests between committees
Send a question or request to the relevant committee. An owner picks it up, responds and resolves it. Forwarding preserves the history; overdue requests can escalate to the responsible board member.
Let the person asking see whether their request is being handled.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe vraag ik iets aan een andere commissie?Messages to the right group
Send a message to a committee, committee leads, club volunteers, a board portfolio or the business club. Clubista works out the recipients when you send and keeps them in the message archive.
Group messages follow the current appointments.
How this feature works (Dutch)Access that fits the work
Set permissions through committees and positions. Choose which committees work openly or privately. Financial and other restricted information have their own access rules.
Share the information people need for their work.
How this feature works (Dutch) Step-by-step guide (Dutch): Hoe geef ik iemand toegang tot Clubista?Privacy requests and retention
Maintain the processing register and record access, correction or deletion requests. Configure retention periods for records such as helpers and event registrations. The cleanup keeps a record of what it has done.
Make data management part of routine club operations.
How this feature works (Dutch)Documents in your club's style
Use templates for outgoing documents with club details and consistent presentation. The administrator can maintain the club's own wording and layout.
Keep documents recognisable when different people create them.
How this feature works (Dutch)See how it could work for your club.
Look around a sample club. Try a workflow and switch between the example roles to see how access changes. The demo introduction and club content are in Dutch.
No account needed. Your practice environment is available for four hours.