The verdict in three sentences
A multi-sport club of 2,300 members where every section keeps its own spreadsheet loses fees, duplicates data entry and lets venue slots clash. Off-the-shelf club management apps work well for a single section, much less for 14 sections with different fees, governing bodies and payment rules. A shared custom platform gives the committee a consolidated view while each section still runs its own members.
The headache of a 14-section club
In Dublin, large multi-sport clubs in Clontarf, Terenure, Lucan or Ballyfermot run football, basketball, swimming, athletics, judo, gymnastics, table tennis or climbing side by side. Each section has its volunteer secretary, its spreadsheet, its national governing body and its own registration calendar.
The chair finds out in November that the swimming section has 40 members with no fee paid, that the sports hall is double-booked on Tuesday evenings, and that nobody knows how many families used a hardship discount.
| Topic | Club volume | What breaks today |
|---|---|---|
| Members | 2,300, 60 % under 18 | 14 files, duplicates across sections |
| Fees | 120 to 480 EUR a year | Different amounts and discounts per section |
| Instalments | 35 % of families pay in 3 or 10 instalments | Tracked by hand |
| Discounts and grants | 300 to 400 cases | Lost paperwork, late reconciliation |
| Safeguarding and consent | Garda vetting for coaches, parental consent | Documents not checked before season start |
| Venues | 9 sites, 160 slots a week | Clashes and empty slots never reassigned |
Safeguarding deserves rigour: coaches working with under-18s need Garda vetting and safeguarding training under Sport Ireland guidance, and each governing body sets its own medical and consent rules. The tool must apply each section's rule, not one rule for all.
Options in 2026
| Option | Cost (2026 ballpark) | Fit for 14 sections? |
|---|---|---|
| Spreadsheets per section | Free | No consolidation |
| Free registration platform with fees on payments | 0 EUR, variable payment fees | Registration yes, venues and consolidation limited |
| Club management subscription | 30 to 150 EUR a month | Fine for one section, rigid for multi-sport |
| Governing body system | Included with affiliation | One sport only, no club view |
| Kolonell custom, simple category | 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) | Membership, fees, instalments |
| Kolonell custom, medium category | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Plus 9-venue scheduling, discounts, family portal |
Kolonell maintenance is 35,000, 75,000 or 120,000 FCFA per month (53, 114 or 183 EUR). Hosting and payment provider fees are set out in the quote.
What the shared platform must do
One family record. A family with two children in judo and a parent in table tennis has one account. The club applies the sibling discount automatically (often 10 to 20 % from the second member).
Fees per section, one treasury. Each section sets its fees and its governing body levy. The treasurer sees the consolidated total and the split.
Automatic instalments. Pay in 1, 3 or 10 instalments by card or direct debit. Missed payments trigger a reminder, then an alert to the section secretary.
Discounts and grants. Hardship discounts, employer contributions or sports partnership grants are recorded at registration. The amount is deducted and a report prepares reconciliation.
Venue scheduling. The 9 venues and 160 weekly slots are visible to every section. A released slot is offered to other sections first.
Season-start documents. Consent forms, medical declarations, photo consent, coach vetting status: a coach knows before the first session who may train.
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Mini case study
Aoife, chair of a 2,300-member multi-sport club in Dublin, collects about 620,000 EUR in fees per season.
- Uncollected fees: 3 %, or 18,600 EUR. With automatic instalments, the club targets 1 %, recovering 12,400 EUR per season.
- Volunteer hours of the 14 section secretaries on registration and chasing: 14 people at 60 hours, or 840 hours a season. With family records and automatic reminders, the club expects to save half, 420 hours.
- Empty slots reassigned: 6 slots a week over 30 weeks, or 180 extra sessions with no additional hire.
A medium-category project at the indicative ceiling of 10,670 EUR, plus 114 EUR monthly maintenance, pays back within one season from recovered fees alone. These are estimates to check with your treasurer during scoping.
FAQ
How much does custom sports club software cost?
At Kolonell, a custom application costs 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR) depending on complexity. A 14-section club with scheduling and a family portal usually falls into the medium category, 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR).
Can we import all 14 section files?
Yes, spreadsheets are imported and duplicates merged by name, date of birth and email. A 2,300-member club often has 5 to 8 % duplicates.
Are 10 instalments possible?
Yes, the schedule handles 1, 3 or 10 payments by card or SEPA direct debit. Payment provider fees, around 1 to 2 % per transaction, depend on the contract you choose.
Is the platform GDPR compliant for minors' data?
Yes, access is role-based, consent is recorded and data stays in a dedicated EU-hosted database. Retention periods are set with the committee during scoping.
How long to be ready for the new season?
Allow 8 to 10 weeks. For registration opening in late August, scoping should start in May.
Let's scope your project. Send us your list of sections, fee grids and venue schedule, and we will define the scope and timeline for the next 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.
