The verdict in three sentences
For a Dublin club with 1,800 members, 14 sections and 9 pitches and halls, the 2026 market offers either a subscription of €90 to €550 a month or a custom build of €12,000 to €55,000 (2026 market ballpark, ex VAT). The deciding factors are pitch booking and safeguarding records for volunteers, two areas that sales demos tend to skip. Score every provider on a 100-point scorecard before you discuss discounts, so the slickest demo does not win by default.
Market options and what they cost
A club of this size runs annual renewals, family memberships, juvenile sections, floodlit pitch slots shared with schools, coaches who need vetting and sponsors who expect visibility. No option is right for every club: it depends on how far your setup departs from the standard.
| Provider type | Upfront (EUR, ex VAT) | Recurring (EUR, ex VAT) | Lead time | Fits when |
|---|---|---|---|---|
| Club management SaaS | 0 to 2,500 setup | 90 to 550 a month | 1 to 2 months | Needs close to a standard governing body model |
| SaaS plus custom add-ons | 4,000 to 12,000 | 200 to 550 a month | 2 to 4 months | Unusual pitch rules or sponsor packages |
| Specialist custom software agency | 12,000 to 40,000 | 150 to 550 a month maintenance | 3 to 6 months | Club-specific workflows across 14 sections |
| Large IT services firm | 30,000 to 55,000 and up | 400 to 1,100 a month | 4 to 6 months | Integration with council or campus systems |
| Freelance developer | 7,000 to 18,000 | Variable | 2 to 5 months | Small scope, tight budget, accepted risk |
As a nearshore reference, Kolonell's prices for a medium-complexity custom application are 6,100 to 10,670 EUR (4,000,000 to 7,000,000 FCFA), and 10,670 to 22,870 EUR and up for a complex one, with Standard maintenance at 114 EUR a month. A 14-section club with online payments and booking usually falls in the complex category.
The 100-point scorecard
Fill it in after each meeting, ideally with two people (chair and club administrator), then compare totals. A provider scoring under 60 should not reach the shortlist.
| Criterion | Points | What to check in the meeting |
|---|---|---|
| Membership renewals across 14 sections | 20 | Family rates, juvenile and adult categories, automatic reminders |
| Pitch and hall booking | 15 | Clash detection, floodlight slots, one-off hires, shared facilities |
| Online payments | 10 | Instalments, direct debit, reconciliation with the club account |
| Safeguarding records | 15 | Vetting status per volunteer, expiry alerts, role-based access |
| Five-year total cost | 15 | Licences, maintenance, add-ons, cost per member |
| Data portability | 10 | Full export in an open format, code ownership if custom |
| Support and volunteer training | 10 | Response times, how-to guides, onboarding for section secretaries |
| Comparable references | 5 | At least one multi-sport club of similar size you can call |
| Total | 100 |
On safeguarding, Irish clubs work under the Children First Act 2015 and Garda vetting through the National Vetting Bureau. The software should record vetting status and renewal dates, not the content of vetting disclosures. Confirm the current rules with Sport Ireland guidance and your governing body.
Red flags in vendor meetings
Some behaviours signal trouble long before contract signature. They sort offers faster than a long specification.
| Red flag | What it may hide | Question to ask |
|---|---|---|
| Demo shows a single section only | Weak multi-section support | Show me one family registered in three sections |
| Per-member pricing with no cap | Bill grows with every new member | What do we pay at 2,500 members? |
| Vague answer on data export | Lock-in | In what format do we get all our data back? |
| Booking described as on the roadmap | Missing or fragile module | Which club uses it today with more than 8 pitches? |
| Custom quote without days of work | Fuzzy scope, change requests later | How many days per module? |
| No mention of minors or vetting | GDPR and safeguarding gaps | Who can see a 12-year-old member's record? |
The timeline must be credible too: 2 to 6 months depending on the option, with cutover planned outside the renewal window, typically spring.
Mini case study
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Illustrative example, not a real client: Niamh, chair of a south Dublin multi-sport club, compares two finalists. The first is a SaaS at €380 a month plus €2,000 setup, or €24,800 over five years. The second is a custom build at €32,000 plus €280 a month maintenance, or €48,800 over five years.
The SaaS scores 72 points but only 6 of 15 on booking. Pitch clashes cost the club administrator around 7 hours a week, roughly 330 hours a year. At a loaded €28 an hour that is €9,240 a year, or €46,200 over five years. The custom build scores 80 points and costs €24,000 more over the period, which is covered if its booking module recovers at least 52% of that time. Niamh asks to speak with a comparable club before deciding.
FAQ
What should a 1,800-member club in Dublin budget for software?
In 2026 terms, roughly €90 to €550 a month for a SaaS or €12,000 to €55,000 for a custom build. Per member, that often works out at €2 to €5 a year.
How long does a switch take?
Allow 1 to 2 months for a SaaS and 3 to 6 months for custom work. Aim to go live at least 6 weeks before your main renewal period.
Do we need online payment for renewals?
At 1,800 members, yes: it removes most reminder chasing and cash handling. Check instalments and automatic reconciliation, or your treasurer still works by hand.
How should safeguarding data be handled?
Store vetting status and dates with role-based access, hosted in the EU under GDPR. A section coach should see only the 80 to 150 members in their section.
Is a 100-point scorecard overkill for a club?
It stops the decision being made on demo impressions. With 8 weighted criteria, two people can score a provider in 20 minutes and the gap between finalists becomes objective.
Let's scope your project. Tell us about your sections, facilities and current system, and we will send a per-module estimate, an indicative budget and a timeline fitted to your season. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
