About your club

Tell us about the club, its size and the main admin problems you would like the app to solve.

Club or organisation name *

What type of club or activity do you run? *

Briefly tell us what your club does *

Approximately how many children or members do you have? *

How many venues or locations do you operate from? *

What are the main admin problems you want this app to solve? *

For example, information may be spread across different systems, staff may not have the right access, records may be incomplete or it may be difficult to see what needs attention.

2

Your contact details

These details help us match the form to your order and create the main administrator account.

Your name *

Your role in the club *

Email address used when purchasing *

Email address for your main administrator login *

Please do not enter a password here.

Best contact number

3

Wording inside your app

We’ll adapt the wording so the app feels natural for the way your club operates.

What should we call the children or members in your app? *

What wording would you prefer? *

What should we call your organised sessions? *

What wording would you prefer? *

What should we call the people running your sessions? *

What wording would you prefer? *

4

Classes, sessions and member records

Don’t worry if this changes later — you’ll be able to add, edit or remove classes and sessions once your app is live.

Approximately how many current classes, groups or sessions do you have? *

How do you normally name your classes or groups? *

For example: Mini Movers Monday 4pm, Beginners Tuesday or Under 8s Blue Team.

Please list your current classes, groups or sessions *

A simple format is fine: class name — day — time — venue — staff role. Please do not include children’s names.

Are there any other fields you currently track?

Please describe the type of information only. Do not include real member information.

Which permissions or consent details do you need to track? *

Photo or video permission Emergency medical consent Activity participation consent Travel or transport consent Collection permission Terms accepted Other

Please choose at least one option.

How should important medical or support information appear? *

A clear alert on the member profile An indicator with full details inside the profile Both

Please choose one option.

5

Team access and permissions

Your Operations package includes unlimited team logins for your club. We’ll ask for the final names and login email addresses separately before launch.

Approximately how many team members will need access? *

Which types of users will need access? *

Club owner or director Administrator Manager Coach, teacher or instructor Assistant Volunteer Other

Please choose at least one option.

What other type of user needs access? *

How should access to classes and groups work? *

Please explain how the different access levels should work *

What additional access should managers or senior team members have?

For example, they may need access to all classes, reports, payment records or the missing-information tracker.

Is there any information that should only be visible to the main administrator?

6

Attendance, incidents, payments and achievements

Tell us how you want your core day-to-day records to work.

How do you currently record attendance? *

Which attendance options would you like? *

Present Absent Late Excused Trial session Left early Other

Please choose at least one option.

What other attendance option would you like? *

Include notes beside attendance records? *

Do you need to export attendance records? *

Would you like incident and accident recording included? *

What should an incident record include? *

Date and time Member involved Staff member recording it Description Action taken Parent notified Follow-up required Other

Please choose at least one option.

What other information should be recorded? *

Would you like to track payment statuses manually? *

This records whether someone has paid. It does not collect or process payments.

How are payments usually organised? *

Which payment statuses would you like? *

Paid Unpaid Overdue Payment plan Trial Not applicable Other

Please choose at least one option.

What other payment status would you like? *

What would you like the achievements area to track? *

What would you like this area to track? *

Briefly explain how you currently record or recognise progress

7

Your operations dashboard

Tell us what you need to see quickly when you first open the app.

What are the most important things you need to see at a glance? *

List these in order of importance.

Who should be able to see the full operations dashboard? *

8

Missing information and attendance trends

Tell us what should be flagged and which attendance patterns you need to review.

Should any information be treated as expired or needing regular confirmation?

For example, medical information or consent may need to be checked at the beginning of each year or term.

Who should be able to correct or update missing information? *

Is there a particular attendance pattern you would like the app to highlight?

For example, three consecutive absences or attendance dropping below a certain percentage.

9

Uniform, costume and equipment tracking

Tell us what items your club needs to keep track of and how those records should work.

Do you need an item, uniform, costume or equipment tracker? *

10

Dedicated summer camp dashboard

Tell us how your holiday camps, intensives or additional programmes are organised.

Do you currently run summer camps or similar programmes? *

11

Branding, current setup and additional requests

Help us understand how the app should look and whether there are any additional tools that would support your club.

What are your main club colours? *

Website or social-media page we can use for visual reference

Which style feels most suitable for your club? *

Briefly describe your club’s branding style *

What do you currently use to manage your club admin? *

Excel Google Sheets Paper records WhatsApp Email Another club platform A mixture of systems Other

Please choose at least one option.

What else do you currently use? *

Will you need existing records imported from a spreadsheet? *

What type of information is currently held in your spreadsheet? *

Please describe the categories of information only. Do not paste any real records here.

What currently works well in your admin system?

What causes the most frustration or wastes the most time? *

Is there anything else you would like included?

Where possible, we’ll include useful additional tools within your Club Operations package. If a request falls outside the package, requires a separate system or is significantly different from the agreed build, we’ll discuss it with you and provide a separate quote before doing any additional work.

Is there a particular date you hope to begin using the app?

This is for planning purposes and does not guarantee a particular completion date.

12

Priorities and final confirmation

One last step, then we’ll have what we need to review and begin planning your app.

Is there anything you definitely do not want included?

Is there anything else we should understand about your club or its admin processes?

I understand that the build process begins once this form has been submitted and reviewed.

By submitting this form, you confirm that the information provided is accurate and that you have not included any real child, parent, medical or emergency-contact information. Please see our Privacy Policy and Terms & Conditions .

Let’s set up your club app

About your club

Your contact details

Wording inside your app

Classes, sessions and member records

Team access and permissions

Attendance, incidents, payments and achievements

Your operations dashboard

Missing information and attendance trends

Uniform, costume and equipment tracking

Dedicated summer camp dashboard

Branding, current setup and additional requests

Is there anything else you would like included?

Priorities and final confirmation

Thank you — we’ve received your form