Klubownik: features, activity modules and setup conditions

Klubownik brings together class organisation, participant and family records, charges, communication and documents. This guide covers the main product areas and their conditions, checked on 1 November 2026. Access depends on the plan, club type, role and settings. Configuration requirements, separately granted access and planned functionality are identified where relevant.

Clubs running different activities can use shared groups, schedules, attendance, payments and the parent portal. A specialist sport module adds a defined workflow; it is more than a discipline label. Selecting football or swimming does not automatically provide match statistics or timing tools.

Participants, families and access

Participant records hold the information needed for club administration, group assignments, contacts and documents. Children can be linked to more than one guardian, and a parent can manage siblings through one account. Invitations help connect access to the recorded family; check email addresses and relationships before sending them.

Parents, adult participants, coaches and administrators have different access. A coach's view can be restricted to their groups, with family contact permissions configured separately. A person authorised to collect a child is not automatically a guardian with account-management access.

Groups, schedules and venues

A group has participants, a venue, scheduled times and assigned staff. Configure weekdays, times, effective dates and capacity. The calendar supports daily review, cancellations and supported exceptions. Accurate schedules provide the basis for attendance and subsequent work.

A room is a description attached to a time. Klubownik does not reserve rooms or automatically detect overlapping room allocations. The club checks these in its venue plan. See schedules and waiting lists.

Attendance, QR and limited connectivity

The coach opens a list on their phone, marks individuals or uses “all present”, then checks the result. Supported QR routes include staff scanning a participant's code and self-check-in after the relevant settings are enabled. These are not PIN or NFC-card entry systems.

The browser PWA can queue supported changes on a previously opened list. Sending needs connectivity and the appropriate signed-in account. Some browsers can retry in the background; others need the panel open. Automatic retry stops after seven days and the author must review the item; earlier review can also be required. Opening a fresh list, QR scanning and the parent portal require internet access. Attendance and QR scope.

Make-up classes

After activation for the club and participating groups, a qualifying absence can create a make-up credit. Set validity, the monthly cap and target groups. The parent or administrator selects an available session. The coach sees the participant and can use the supported release action for their session.

This is a workflow for supported scheduled groups. It excludes trial participants, individual pass-booked sessions and the shooting module. Expiry in the system does not decide rights under the contract. See make-up class configuration.

Capacity and waiting lists

Choose what happens when a group reaches capacity. Waiting lists are off by default and need configuration. In a supported queue, an available place can be offered to the next person with the relevant message through available channels.

Group enrolment, events and public forms are different routes. A public form for a full event rejects registration rather than adding the entrant to a queue. A number in software does not replace the club's assessment of safe venue capacity and staffing.

Fees, passes, discounts and online payments

The catalogue supports periodic charges, visit-based passes and one-off fees. Configure due dates, the first billing period, discounts and supported renewals. Creating a charge and automatically collecting money from a card are separate processes.

Payment methods depend on country, currency and a ready provider account. Stripe requires the club's account to be connected and verified; other gateways may be available in supported configurations. BLIK applies to the supported Polish setup and does not replace recurring card collection. Provider fees, terms and payout timing apply. Where several automatic discounts apply, the most favourable is used rather than an unrestricted sum.

Review arrears, payments and history in the panel. A family overpayment is part of settlement, not a promise of a universal prepaid wallet for any purchase. Camp instalments are a separate function. See fees and payments.

Matching ordinary bank transfers

After a bank inbox is configured, supported incoming-payment emails can be read and unambiguous PLN matches recorded automatically. This is not an open-banking connection and does not read the bank balance. Unclear payments require review.

Supported statement files can also be imported, with a person approving matches. Monthly import allowances depend on the plan. See automatic bank transfers and their limits.

Invoices, Polish KSeF and fiscal devices

Issuing documents requires seller details and the appropriate setup. Automatic invoicing after a supported payment and automatic submission to KSeF are separate settings. KSeF concerns Polish clubs and requires the relevant account connection. Document or submission failures need review.

Fiscal-device integrations have a pilot scope dependent on equipment and connection. Do not assume every device is supported or every payment automatically prints a receipt. The software does not determine the club's tax obligations or guarantee complete fiscal compliance. Review integrations for scope.

The parent portal and mobile apps

Families can review classes, recorded attendance, charges, documents, messages and published events. Development, badges and make-up classes appear in the supported scope after club configuration. Child and guardian relationships determine access.

The parent and participant app has public listings in the App Store and Google Play. Each store determines availability for a device and country. It is not a complete native copy of the administrator or coach panel. Browser access and adding the panel to the home screen are also available. See the parent portal.

Staff schedules, earnings, agreements and cover

Coaches use their own schedule, attendance, available documents and earnings records. After enabling earnings, the club configures class, hourly, attendance-based or monthly rates, with effective dates and supported exceptions. Statements can be reviewed, approved and marked paid.

A paid status does not instruct a bank transfer. Klubownik does not calculate payroll, tax or Polish ZUS contributions. Agreements and cover require activation; online agreement acceptance is not a qualified electronic signature. A cover request, another coach's acceptance and club approval form their own process. See coach pay and staffing.

Martial arts: grades, exams and athlete documents

The martial arts module provides grade systems, award history, requirements and exams. Use supported templates or configure a suitable system. Session counts, membership duration and age support a requirements review; authorised staff assess skills and decide grades. An approved exam result can update the history.

Athlete documents and sport-organisation templates support record keeping. They do not establish a live connection to every federation, automatic verification of eligibility or federation approval of a document. A discipline name does not guarantee a separate fight-statistics system or every organisation's rules.

Other sport modules and specialist scope

The product registry includes ready martial arts, shooting and sailing modules. Each changes relevant screens, terminology and workflows. Sailing includes a yearly plan and development pathway; shooting has its own operational scope. Choose a module that fits the activity actually provided.

Dedicated football, swimming, volleyball, basketball, equestrian and language-school specialisations have planned status in the registry. Clubs with those profiles can use shared class administration, but should not buy on the assumption that every specialist match, timing or subject tool is already available.

Gamification, development and attendance review

Configured mechanics can award points for supported activities and show levels, badges, streaks and challenges. The scope differs between modules. The club establishes rules and families see the development information made available to them.

Statistics and segments help review recorded attendance and arrears. Missing records should not automatically mean departure, and a scheduled break needs appropriate treatment. Longer-absence follow-up is a separate optional contact rule. These are review signals, not predictions or a guarantee that members will stay. See attendance review and follow-up.

Documents, consent and safeguarding

Prepare documents from supported templates or your own material, select recipients and choose the acceptance route. Keep versions and associated records. Parents can use the portal or an appropriate paper-and-scan route. A drawn signature is not a qualified electronic signature, and template wording needs review before use.

The Polish safeguarding module supports standards, statements and incident records. It does not check staff in official registers or perform the organiser's legal duties. Image consent is a separate choice. See documents and consents.

CRM, messages and communication channels

Supported messages respond to defined events, while custom rules and segments provide additional communication options. Select recipients, available channels and enabled rules, then review sending results. Quiet hours and message limits have defined scope; they do not mean every urgent message waits until morning.

Email, announcements, in-panel messages and supported device notifications are available. SMS requires activation, a paid plan and Polish destinations. WhatsApp is a separate add-on with a package and setup. Channels are not interchangeable or enabled for every message; chat and parent-to-parent conversations have their own settings. See parent communication.

Events and camps

An event can have dates, an audience, capacity, questions, fees and approval. Supported online payments need a ready provider account. Spectator-ticket sales, opponent pairing and tournament brackets are not provided.

Camps and day camps have a separate registration list, pricing, initial payment, instalments, options and documents. Camp payments are by bank transfer, without online checkout. The qualification-card generator uses a Polish form rather than universal EU camp documentation. See camps and events.

The club shop and clothing

The shop is an existing function: products, size and colour variants, stock, pricing and orders. Supported online payments require the club's Stripe connection. Bank transfer and cash are activated separately. Physical goods are collected at the club; shipping is not provided.

A separate clothing option helps collect sizes and record distribution. Check the conditions for digital products, vouchers and associated event registration in the relevant offer settings. See the club shop.

The club website, recruitment and forms

The website builder combines blocks and can use the club's schedule and pricing data. Publish the website before use, and purchase and connect a custom domain through DNS if needed. Club-website language versions are a separate paid add-on, distinct from selecting the panel's language.

Recruitment records enquiries and supports follow-up, trial booking or admission. Parent self-booking of a time works on the club's published Klubownik website. An embedded enquiry form elsewhere does not provide the same booking calendar. Widgets and some messages may be Polish. See the club website and recruitment and trial classes.

Several venues, clubs and businesses

Locations organise groups, addresses and selected message recipients. There is no administrator role limited to one venue, and attendance statistics do not provide that location breakdown. Room allocations still need the club's venue plan.

An owner can manage several clubs within the plan's limits; the participant limit applies across the account. Business and billing-account settings are a separate area, not a complete accounting package for a group of legal entities. See multiple locations.

Personal calendars, import and export

A personal calendar link can be added to a supported application, including Google Calendar. The external application refreshes its subscription on its own schedule. This does not imply two-way timetable editing from any calendar application.

XLSX/CSV import provides mapping and preview. It does not connect accounts in other programs or move complete history, schedules, passes, invoices or documents. Undo has a time limit and conditions; some updates to existing records are not reversed. Exports have defined formats, scope and permissions. Obtain a sample before agreeing a migration or exit process. See moving data to Klubownik.

AI assistance and reviewing actions

An assistant available in the club's configuration can help with questions, interpretation and supported action preparation. Scope depends on role and enabled functions. Review suggestions and changes: a model response is not a guarantee of correctness or an authoritative decision.

The service uses an external model. Masking selected fields does not guarantee that the complete conversation is anonymous: the question entered and selected context can be sent to the provider. Review the current data scope and terms before use, and avoid including unnecessary information in a question.

Separately granted access and planned functions

Training Planner has plan, library, calendar and staff-note screens, but access is granted separately to a club; choosing a subscription does not automatically enable it. Similarly, pilot API access needs club activation and a key with defined scopes. It is not an unrestricted API for all records and actions.

Video, a separate native app carrying a club's own brand and planned sport specialisations are not generally available offerings ready to activate. No release date is promised here. If a purchase depends on one of them, establish its actual availability and workflow first.

Languages, appearance and everyday use

The interface provides a choice of 14 languages, light and dark modes and terminology adapted to club type. That does not mean every widget, document, printout and message works in every language. Test the workflow you need in the selected language, especially when serving families internationally.

The panel accommodates different devices, but this description is not proof of a complete accessibility audit. Check the actual screen and working method of the people who will use it.

Security, operation history and setting up a club

Roles and club relationships limit data access, documents use supported private access routes and selected operations record history. The club still needs to configure access, recipients and devices. This overview does not replace the agreement, data information or verification of the complete environment.

Setup covers club details, groups, schedule, the offer, staff and selected workflows. Start with sample records, then deliberately activate communication and integrations. A new owner's first club has a 30-day trial without a payment card; some channels and add-ons have separate conditions.

The demo asks for your email and activity type and uses sample records. Explore the workflows appropriate for your club.