How does Klubownik work?
An overview of selected Klubownik modules and capabilities, from setting up a club to integrations.
Getting Started
You create a club on a single screen: choose a path (basic panel, martial arts or shooting) and enter the name, time zone and country. The club starts its 30-day trial right away, and a start-up checklist waits in the panel: location, first group, schedule and the public sign-up link.
First you choose a path (basic panel, martial arts or shooting) — it decides the next steps on the start-up checklist in the panel.
Enter your email and activity type. Then choose a demo variant and role. You use a shared account with sample data; do not enter your customers’ data.
The questionnaire helps configure a new or existing club. Review the proposed settings, select changes and confirm their application.
Access and saving depend on feature availability and permissions. Review the proposals in Settings → Configuration Center before applying them.
Core Features
Add participants manually or import an XLSX/CSV file, including exports from WodGuru, MAAT and eFitness. The wizard suggests column mappings; confirm them and review the preview, including groups, before saving. Manage families, guardians and custom fields in the panel.
Create groups, assign coaches, set a recurring schedule — the system auto-generates training sessions. Spot limits, waitlist with auto-promotion, age segments.
View training sessions, events and exams in the club calendar. Send the schedule to Google Calendar one way, or subscribe through iCal in an app that supports the format.
Mark attendance with one click. Batch save, auto-closing sessions, attendance history. Makeup system with credits — participants can self-book replacement sessions.
The club must enable make-up sessions. Booking in the parent panel depends on an available credit, free places and the club’s settings.
Manage fees, discounts and outstanding balances according to club settings. Enable online payments after connecting and verifying the provider account; handle cash and bank transfers using your selected methods.
Issue invoices and corrections, download PDFs and use billing profiles. Sending to KSeF requires configuration and the club’s token; automatic sending works when the relevant settings are enabled.
Share documents for online acceptance and check each participant’s status. Acceptance applies to the specified version; history, CSV export and bulk tools are available.
Create events, open registrations, collect payments — all in one place. Waitlist with auto-promotion, photo gallery, public booking via widget on your website.
Manage correspondence in the inbox, publish announcements and use email templates. Push notifications and CRM rules follow your configuration; sending requires appropriate channel and recipient settings.
Motivate participants: XP for attendance, badges for achievements, training streaks, group challenges, leaderboards. Club tokens, child mode, automatic push notifications about progress.
Clubs with shooting as their primary module currently have no gamification panel.
For clubs whose country is Poland: safeguarding settings, an incident register and staff declarations. Parents have documents, a designated contact and a reporting form.
Access depends on country, plan and permissions. The club is responsible for its procedures; the application helps document them.
Industry Modules
Over 30 ready-made rank templates (including karate, judo, BJJ, taekwondo, kickboxing, krav maga) and your own systems. Belts, exams, requirements, club card (once enabled).
Adapt the grading system to your discipline and the way your club works. Use a template or your own system.
Shooting courses with editions, online sign-ups, documents to sign and PDF certificates.
Clubs with shooting as their primary module currently have no gamification panel.
Integrations
Stripe Connect handles club online payments after account connection, verification and activation of the relevant methods. Cards, BLIK, Apple Pay and Google Pay are available subject to each method’s requirements.
Verification may require additional information. Methods depend on the account, currency and device; renewable subscriptions in Klubownik use cards.
The club’s training sessions and events go to Google Calendar one way — automatically every 6 hours or right away with the “Sync now” button. Changes made in Google Calendar don’t come back to Klubownik. Plus an iCal subscription (Apple Calendar, Outlook, Thunderbird) with a private link.
Invoices for passes, fees and the shop sent straight to Poland’s National e-Invoicing System (KSeF) using the FA(3) schema. You turn on the automation once the club’s KSeF account is connected. For clubs based in Poland.
In a pilot for clubs whose country is Poland: POSNET Thermal HD Online over TCP and ELZAB Mera Online on Windows. Requires local software, pairing and workstation configuration. ELZAB K1 Slim does not support fiscal receipt printing through this integration.
Automatic discovery helps find the device but does not replace installation, pairing and configuration. Confirm the model, operating system and available operations before starting.
XLSX/CSV import covers participants, guardians, groups and payments from month columns. WodGuru, MAAT and eFitness have dedicated export-file importers. Confirm the mappings and review the preview before saving. Schedules, attendance history and invoices are not imported.
Undo does not restore fields filled in for existing participants. New payments, refunds, invoices or related records added after the import can block undoing the entire import. Review the preview before saving; email invitations are sent separately in the next step.
You embed the schedule, price list, sign-up form, class booking, recruitment, events and camps on your website — in the club’s colours. You’ll find the codes in the Embeds & Links menu.
Roles & Panels
From the dashboard, open current tasks, participants, payments and settings. Owners and administrators have different access to some settings; available features depend on modules and the plan.
Your schedule is the entry point to the staff panel. Mark attendance in assigned groups; when the relevant features are enabled, view your own settlements and request a substitute.
The club assigns permissions. Attendance-only mode limits access to data and actions; it does not provide full reports or settlements.
View your family’s training sessions, payments and documents in one panel. When the club enables the relevant features, you can register a child for an event or choose a make-up session.
You see people linked to your account. Registration, make-up sessions and progress depend on the club’s modules and settings.
The module brings together staff profiles, session reports, settlements, contracts and substitutions. Administrators manage staff work, while instructors use their own profiles and enabled features.
Calculations support your work but do not replace checking the data. Administrators approve settlements; instructors accept their assigned contracts.
Settings & Administration
Club settings cover areas such as schedules, participants, payments, communication and documents. The sections you see depend on modules, your plan and permissions.
Start with the settings your club needs to operate. When available, Configuration Center lets you review and approve proposed changes.
In Statistics, choose a period and view summaries of finances, attendance and participants. Owner or administrator access depends on the plan; download available reports as CSV or PDF.
In Data Export, the owner or administrator selects categories and fields for an Excel file. Other screens provide separate exports, including CSV files for documents and acceptances, and CSV/PDF reports from Statistics.
The competition entry generator requires the appropriate module and plan. Select the scope the recipient needs and check the file before sharing it.
Security & Compliance
Access to data depends on the account, role and club permissions. You can enable two-factor authentication, and the system records selected operations. Data processing rules and commitments are described in the privacy policy and DPA.
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This page presents selected features. The help centre offers topic guides, while the Manual provides screen instructions with screenshots in Polish.