The verdict in three sentences
For a multi-sport club with 2,200 members and 14 sections, free tools quickly hit their limits: each section runs registrations its own way and the treasurer consolidates everything by hand. Custom software at 15,000 to 35,000 EUR centralizes online membership fees, medical certificates, session scheduling and public grants (Pass'Sport in France, Sport Ireland and local authority schemes in Dublin). The most tangible gain is time: about 300 volunteer hours saved per season.
Why free tools fall short at 2,200 members
Free club platforms handle online payment well, but they earn money through voluntary contributions asked of members or per-transaction fees, and they do not cover what a multi-sport club needs: family discounts across activities, shared slots in municipal facilities, grant schemes, different governing body registrations per section. The club ends up juggling 5 or 6 tools.
| Need | Free or federation tools | Custom software | Volunteer time saved per season |
|---|---|---|---|
| Registration and fees | One form per section, no club-wide family rate | Single file, multi-activity discounts | 90 h |
| Medical certificates and health forms | Collected by email, manual tracking | Online upload, alert before expiry | 40 h |
| Grants and vouchers | Codes typed by hand, manual matching | Code entered at sign-up, automatic claims report | 35 h |
| Session scheduling | Shared spreadsheet | Hall booking, conflict detection | 50 h |
| Governing body registrations | 14 different portals | Prepared export per federation | 45 h |
| Accounting and AGM | CSV exports to rework | Dashboard per section, AGM-ready report | 40 h |
At 2,200 members, the total exceeds 300 hours per season, roughly two months of full-time work for volunteers who would rather be coaching.
What each option costs in 2026
| Option | Upfront cost | Annual cost | Main limitation |
|---|---|---|---|
| Free payment platform | 0 EUR | 0 EUR for the club, contributions asked of families | No multi-section support, scattered data |
| Subscription club software | 500 to 2,000 EUR | 1,500 to 4,000 EUR | Weak multi-sport fit, paid add-ons |
| Essential custom | 15,000 to 20,000 EUR | 1,800 EUR | Registration, payment, certificates, grants |
| Full custom | 25,000 to 35,000 EUR | 3,000 EUR | + scheduling, coach portal, mobile app |
| Online payment fees | included | 0.8 to 1.4% per transaction | On 380,000 EUR of fees: 3,000 to 5,300 EUR |
A club this size typically collects 350,000 to 400,000 EUR in fees per season. Interest-free payment in 3 or 4 instalments, built into the software, reduces drop-off at sign-up. Funding exists on both sides: in France, the FDVA, regional calls and the national sports agency; in Ireland, Sport Ireland and local sports partnership schemes can cover part of a digital investment, depending on the year.
The ideal club calendar
| Period | Step |
|---|---|
| January to February | Scoping with the committee and 3 section leads |
| March to May | Build registration, payments and certificates |
| June | Tests with 2 pilot sections, early renewals |
| July to September | Open to all sections for the new season, club open day |
| October to December | Session scheduling, dashboards, volunteer feedback |
Starting in January gets the club ready for September, when 70% of registrations arrive.
Mini case study
Thomas, chair of a 2,200-member multi-sport club, picks the full version at 28,000 EUR, plus 3,000 EUR a year. The club secures an 8,000 EUR grant from a local authority for its digital project.
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- Net cost: 20,000 EUR, plus 3,000 EUR a year.
- Volunteer time freed: 300 h per season, valued at 15 EUR per hour in the club accounts, i.e. 4,500 EUR a year.
- Revenue recovered: automatic reminders cut unpaid fees from 2% to 0.5% of 380,000 EUR, i.e. 5,700 EUR a year.
- Net annual gain: about 7,200 EUR, a payback in just under 3 seasons.
These amounts are a 2026 order of magnitude, to be refined with the club's real figures.
FAQ
Does the software handle grants and vouchers?
Yes, the family enters its code at sign-up and the software deducts the amount (50 EUR for France's Pass'Sport, for example). The club then exports the claims report, avoiding 35 h of matching per season.
How are medical certificates managed?
Members upload their certificate or complete the health questionnaire online. The software blocks session access if the document is missing and sends an alert 30 days before expiry.
Is member data GDPR compliant?
Yes, hosting in the European Union, role-based access (committee, section lead, coach) and automatic deletion of inactive files after 3 years.
Can we offer payment in instalments?
Yes, in 3 or 4 instalments by card or SEPA direct debit. Fees stay between 0.8 and 1.4% per transaction depending on the payment provider.
What happens to our data if we change provider?
The club owns the code and the data, exportable at any time. Maintenance at 1,800 to 3,000 EUR a year covers hosting, backups and updates.
Let's scope your project. Tell us your number of members, sections and current tools, and we will price a scope between 15,000 and 35,000 EUR, ready for the new 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.
