Scottish Cycling is delighted to launch it’s new Club Management System, developed in partnership with ServeSport.
A bespoke system, developed to satisfy the needs of cycling clubs in Scotland, the ClubServe system delivers one integrated platform, which will simplify a plethora of administration process and hopefully transform the way clubs operate.
Each Scottish Cycling affiliated club will have access to its own club management system, with a the choice of a number of modules that are on offer, spanning areas from event sign up to finances, and from membership right through to a club development planning tool.
Below we detail the different aspects of the system, and what functionality this offers your club.
Bookkeeping
- Manage the organisation’s day to day bookkeeping
- Record income (money in) and expense (money out) transactions
- Categorise transactions
- Produce account statements/summaries
- Produce invoices and record payments against them
- Produce end of year/interim reports
Club Development Plan
- Create and manage an unlimited number of project plans
- Create and track objectives and actions and assign said actions to contacts both within and outside of your organisation
- Send out automated emails with project updates for assigned people, with the ability for said people to update progress on their project actions without having to log into the system
- Create customised Club Development Plans
- Attach documents and files to a project and run reports on progress
Club Reviews
- Self-assess your governance and operating policies/procedures
- Produce a strengths/weaknesses analysis
- Produce an action list to enable the organisation to make any necessary changes
- Access a wide range of relevant resources and guidance
- Populate the club development plan automatically with relevant action
Contacts
- Easily add and update an unlimited number of individuals and organisations on the system as contacts
- Record any type of information about the contacts and easily search for data via the contact query tool
- Record notes, conversations, emails and texts with contacts on the system
- Create an unlimited number of contact groups, enabling your organisation to group contacts by any criteria, e.g., volunteers, coaches, new members, groups, etc
- Promote activities and events to targeted contacts via email or text
Customer/Member Portal
- Provide members with an easy-to-use portal to manage their account, make and cancel bookings, enter competitions, keep up to date with activities at your organisation, etc
- Tailor the services provided to members
- Market club activities and events
Document Library
- Upload and categorise documents
- Use the governing body checklist to ensure your organisation is meeting best practice standards
- Share access to documents with relevant personnel and thirdparties
Events
- Easily create and manage a wide variety of event types such as coaching courses, fitness sessions, pay and ride sessions, holiday camps, performance squads, ticketed events and social events
- Create events across an unlimited number of venues and sites
- Create events for an unlimited number of different types of sports and activities
- Enable members and non-members to book places online via the customer portal, for themselves and anyone associated with them such as children and spouses
- Set up different types of fees and payment options, including the ability to provide preferential options for members, existing members and priority members
- Enable coaches to manage registers online, including the option to record the arrival and departure of children and to record comments and risk assessments
- Display custom event calendars to let customers know what is going on at your venue
- Monitor ‘no-shows’ and suspend booking rights if the club’s booking rules are broken
- Create and complete progress reports for members/parents that can be viewed on the customer portal
Membership
- Easily set up and manage a membership scheme
- Enable your organisation to set up any type of membership category, including family and group memberships
- Enable non-members to take out membership online via the customer portal
- Enable members to easily manage their membership online via the customer portal
- Set up discounts as required for family/groups, spouses, children, early payment and loyalty
- Take payment by debit/credit card and by direct debit
- Analyse and review budgets and income
- Track types of members such as new members to enable your organisation to provide tailored services and support
- Produce a wide variety of reports
Personnel Management
- Assign coaches to events/sessions
- Record timesheets for coaches
- Record and track qualifications and training requirements, and generate automatic reminders for when mandatory training is required to be undertaken
- Provide coaches and workers with their own app version of the system, enabling them to track their diary, take registers, and record comments/progress on their pupil
Resources
- Set up and manage any type of resource that you want members to book: rollers/turbos, bikes, etc
- Create any length of booking period, e.g., one hour, 90 minutes, one week etc.
- Enable members and non-members to book resources online via the customer portal, for themselves and anyone associated with them such as children and spouses
- Set up different types of fees and payment options, including peak, off-peak, etc
- Set up booking and pricing rules, including provision for limiting the number of bookings made by membership category
- Mark resources as unavailable, e.g.; for maintenance
Resource Library
- Access a wide range of governing body resources
- Easily find relevant resources by category
