Easy to set up & use Rugby Club software with FREE apps

Save time & money and organise your members, staff and events. Store data securely, get a full booking system, and ensure you get paid on time. FREE Apps and a Member Portal, Attendance Registers and Safeguarding & Covid19 tools come with Coacha too. It's also GDPR compliant.  

Plus much, much more.




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Amazing membership management software

Coacha is an amazing product and we would be struggling without it. All our member records are now updated and we are now able to email certain membership groups within the club. The amount of time we are saving on administration is huge. The app on the phone is brilliant as the Coaches now use this for the register and we are able to check membership status on mobile devices/iPad at any time. There is no need to chase for payments as Coacha does it all.

Raj Patel - review on Capterra & Coacha subscriber

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Get paid on time, every time

Getting paid for your hard work has never been simpler. Take rolling subscriptions / membership fees as well as one-off payments, for things like uniforms and competitions. Coacha’s payment partners Stripe & GoCardless are the cheapest in the market.

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Medical info always to hand

Your players are a tough bunch, but accidents do happen. When they do, Coacha ensures people’s medial & emergency info is to hand immediately. You save precious time that in extreme cases can prevent live changing injuries and even save lives.

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Unlimited Classes & automatic registers

No need to print off and carry around those heavy paper registers; Coacha will automatically create digital ones for each session that you add. Then, when you or your coaches login via the web or our mobile apps, they'll be there waiting for you, ready to use.

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Unlimited members!

Member profiles give you everything you need to know about your members within a few clicks. From contact details, to notes on their performance. More importantly, we don't limit the amount of members you have in your account!

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Add people quickly and easily

With Coacha, you can mass import your members, add them one at a time, or get them to sign up through your club's signup form. Super easy!

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Email and SMS broadcasts

Over 90% of SMS messages get opened and read. Reduce the ‘I never got the message’ excuse from parents, members and coaches. With CPSU guidelines built in Coacha helps enhance your safeguarding and child protection obligations.

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COVID19 features

With special Covid19 tools such as Virtual Classes, Self Reporting, Track & Trace and Quarantining, Coacha truely has you covered. It’ll also help you comply with official guidance despite it constantly changing.

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Manage your coaches, staff & helpers

Your team of coaches, instructors, parents or helpers also need to be looked after. With Coacha, you can easily manage levels of access and staff information.

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VERY easy set up with 'mass member import'

Have all your data in spreadsheets? Superb - with Coacha's 'mass import', you can add your existing list of members in just a few clicks - setting up Coacha really is a breeze.

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Member Portal with parent or NOK logins

If you enable the option, you get your own FREE bespoke 'Member Portal'. This allows younger members' parents to log in and see their children's info. Your adult members get their own login too.

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'Bookable’ items & venues

Let your members book things like equipment, training spaces / facilities or venues. You can even Programme slots to have a ‘COVID Clean Down Time’ between each booking.

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Child protection built-in as standard

We believe that software should help to protect children from unwanted messaging. We have built-in automatic features that include copying NOKs or parents in on messages, plus much more.

Like what you see so far?

Then why not save time, stress and money, as well as simplify your admin at the same time?

We don't charge you more if you grow!

If your club expands, some organisations will charge you more in subscription fees. At Coacha, the no.1 rugby club management software, we don't believe you should pay more for putting in the work and growing your club. So, whether you've just recently started off with 20 people, or are an established club with 100+, you will always pay one very reasonable, fixed price. 

Absolutely no hidden obligations

We don't believe in locking you into a contract, so there are no annual fees to pay or papers to sign. Unlike with some of our competitors who offer ‘FREE Software’, we don’t insist you put all of your finances through Coacha. We don’t make any money from your transactions at all – other companies out there do, so be careful!

No fixed term contracts - cancel any time

While we're confident you'll love Coacha as much as we do, it's good to know you can cancel at any time. You pay us on a monthly basis – just like with Netflix. And, just like with Netflix, you're free to cancel your subscription with us at any time.
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iOS & Android Apps mean you are always connected at your Rugby Club

Never be caught without the right information again as Coacha has dedicated Apps for both Android and Apple iOS. Designed for you, your staff and your members / parents, they work on mobiles and tablets such as iPads.

iOS iPhone and iPad

Our iOS App works on all current Apple devices and gives your team and members the key information they quickly and conveniently.

Google Android 

The Android App has proven to be as popular as the iOS App. Now everyone is catered for meaning your life will get easier and less stressful!


Add your logo & colours to Coacha

Would you like to be able to fully brand Coacha with your own logo and colours so it looks like Coacha is yours? And have Apps and a Member Portal that look like they are yours too? Well, now you can with the Coacha Custom Plan! 

Plus, the ability to send invoices, personalise system emails, turn features on and off and have your own dedicated Account Manager. 

" Streamlined and efficient

Where to start? First of all, the ease of use and simplicity of this software means even the non-computer savvy user can easily work this software. The sign-up form contains all of the questions you need, and you can add more. The payment system was setup with ease … a timesaver for the clubs treasurer. All of my coaches have access to the details they need, and nothing more which keeps it even simpler for them. If you have a club that has membership fees and want to jump into the 21st century, then Coacha is exactly what you need.

Mark Jackson – review on Capterra & Coacha subscriber

Designed to make your life as a Rugby Coach easier ...

With years of coaching experience, our co-founders understand what it takes to manage parents, sessions and money. That's what has enabled us to create Coacha; rugby club management software designed to help you focus on the things you love - teaching and training. With a simple but powerful interface that cuts admin time in half, keeps all of your players' details to hand no matter where you are, and is proven to minimise missed payments, Coacha is the perfect solution for streamlining your day-to-day rugby club management.

So, how much does Coacha's membership software cost?

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees
Few providers can make all of these claims. But we can.

Rugby Club Management Software FAQs

What is the real cost of rugby software?

The devil is in the detail here as many providers hide their true transaction fees, whereas we don’t.

In our mystery shopper research, we found fees as high as 30p + 4.2% per transaction for taking card payments. Coacha’s equivalent fees are 24p + 1.2%. It doesn’t sound a lot, but when you add it up over the course of a year, it runs into thousands of ££’s.

For example, if you have 100 clients and charge them £30pcm each, by using LoveAdmin you would pay £1,972pa in transaction fees. With Coacha you would pay only £1,104pa which includes our monthly subscription fee as well as all transaction fees. So that’s a huge difference of £868pa.

To see the calculations for the above and LoveAdmin’s extra monthly charges click here: Love Admin fees.

(figures correct as at October 2021)

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What are the limits with Coacha?

There really are no limits. You have unlimited everything with Coacha. Members, coaches, sessions, registers, subscription plans, email…the full works!

The only thing you pay extra for are text messages. And these are as low as anyone else in the market at 4.5p per text message.

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Is rugby management software easy for members & parents to use?

If you want members and parents to login to Coacha, then yes, your own bespoke ‘Member’s Portal’ is very easy to use. It has been painstakingly designed to be really easy to use, so there’s no excuse for people not to login!

Great for them, time saving for you, and having rugby club management software with your own logo on it really makes your rugby club look professional and well organised.

What’s more, members get to see all the personal info you have on them and they can update and/or download it if they want (great for your club’s GFPR compliance!)

There are also FREE Andriod and iOS apps available for everyone to use too. What’s not to like?

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If I use rugby software, will it help with my accounts?

Absolutely, as it keeps everything digital and streamlined. You can see whose has paid you what, when and how. Plus, you can keep a very close eye on how much money your rugby club is taking. And if it is losing anything from your people not paying you.

What’s more, accountants love rugby management software that they can download from and integrate your rugby club financials to the software that they use. Software like Xero, Quickbooks or Sage to name but a few all help with making tax digital (MTD)

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Do I need a card reader to take payments if I use rugby club management software?

No, you don’t.

Do away with the expense and hassle of terminals and readers. You can take card payments through Stripe and direct debits through GoCardless.

Need a member to pay for a T-shirt or kit? You can send them a one-off payment request by email or take a payment right there in front of them using the Coacha interface.

Not having a card reader not only reduces your costs but simplifies your online billing processes straight away. It also makes your rugby club look professional and well organised.

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What happens if payments fail?

Let’s face it, payments do sometimes fail and for various reasons. Only the best rugby club management software has a payment retry process, especially one that retries up to four times.

Whether a bank error, a cancelled payment or just insufficient funds, having a robust subscription management system means you can simply ‘set and forget’ freeing you to get on with tasks that are more enjoyable than admin!

You can choose to be notified that a payment has failed and is being retried, or just set Coacha so that you’re notified when the last attempt has failed. Just think of the amount of time this will save you with chasing people for money they owe you…

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Does rugby club management software help me if I have an emergency?

When looking for the best rugby software or a rugby management app, choose something where you will always have Emergency Information to hand. It is essential you make sure you have emergency contact info available, as well as medical notes for all of your members.

Also, make sure that whatever rugby software program you go for it has the ability to work ‘offline’ for when you don’t have mobile internet access or a decent wifi signal. Coacha’s apps are designed to work without internet access and will automatically synch with Coacha the minute you get internet access again. Great for out in the middle of a field, or indoors in gym with thick concrete walls and zero reception.

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What stats and figures can I get from rugby club management software?

Performance, attendance, and financial data are crucial for any rugby club that wants to stay at the top of their game. The rugby management app should show you instantly your member attendance levels and who’s been putting the work in, and equally as much, who hasn’t.

It should also give you easy access to your headline financial info whether for the last week, month or whole year. Quick access like this means quick decisions can be made and you’ll always be in control of the money in your club.

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With accounting software for rugby clubs I’m told I still need to comply with GDPR – will it help?

Any organisation that collects personal data must comply with GDPR legislation, and that includes sports clubs. The very fact that you choose to use rugby management software (free download here ) itself will show that you have data protection built into the running of your club.

A bespoke ‘Member Portal’ such as those you get free with Coacha enable people to access the personal data you hold on them. Rugby software with this functionality will also give your users the ability to edit and download their data if they want to. This type of advanced functionality really is the gold standard of GDPR compliance.

Want to really get to grips with GDPR, why it’s important and what you should be doing to keep your club compliant? If you do then download our FREE GDPR in sports guide which not only explains GDPR but also gives you practical tips you can implement immediately.

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Can I get free attendance registers too?

Any rugby management software that’s worth considering simply must have automatically generated attendance registers. Having these automatically produced for you saves both time and hassle with your rugby club’s admin. They should be 100% free too and not an add on or upgrade feature.

You should be able to quickly add members in, set up your sessions and hey presto, your registers are automatically created. When you, your coaches or your members log in, they get to see what's on straight away. This is essential in any rugby club management software or rugby management apps.

Coacha’s advanced attendance register features mean that you can enable sessions that people can book straight on to without coming to you first. On the day of the session itself they can also check themselves again without tying up any of your staff’s time.

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Can people book on to sessions themselves?

Not all rugby software (UK or overseas) allows members to book on to sessions directly themselves. However, by enabling ‘make class bookable’ in Coacha you can reduce your time on admin and speed up the way in which your members can register for sessions.

Great if you run open sessions that people can book onto if they want to attend, and with setting a session size you can ensure that your sessions are never over-subscribed. Your members can simply log into your Member Portal and book up in just a few taps or clicks.

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I only operate during term time – does this matter?

Many rugby clubs have term time/seasonal sessions. The best rugby software should give you the ability to have start and end dates for your sessions as opposed to just weekly or monthly options.

With unlimited sessions and registers, Coacha is perfect for setting start / end periods to whatever you want. Great for school term-based sessions as well as events such as tournaments or one off competitions.

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I get people turn up unexpectedly to my sessions – how can I add these people?

It happens. People turn up unexpectedly to a session or event and you know that you need to collect some of their personal details just so they can join in. Some rugby management software doesn’t cater for this in a way that is quick and easy to sort out on the day.

With Coacha’s rugby club management software (free for 14 days), you can avoid delays when extra people turn up unexpectedly. Quickly add them to the attendance register without having to mess around with the app settings or add a full new member. Then, after the session, you can go back and add more of their details in when you have more time.

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Does rugby club management software (free or paid for) help with safeguarding children?

When performing a rugby software comparison make sure that whatever you choose helps with safeguarding children. Make sure you are able to segment the children’s information so that only specific staff are able to see their personal information.

Coacha lets you set different levels of access as you don’t want people seeing the wrong data. The messaging centre also has NPSCC CPSU text and email rules built in so that people are unable to contact children directly without other’s being copied in. This can include other members, staff, parents and even your safeguarding officer.

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Can I send text messages to people using rugby club accounting software?

Check out independent rugby club software reviews and always make sure that any software or app that you use only partners with industry leading SMS specialists. Coacha partners with the best SMS service in the UK - TextLocal. You'll enjoy amazing rates, quick delivery and accurate reporting. No need to use your mobile text allowance again!

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I only want to message specific people. Can I do this with rugby club management software?

Being able to select and control who receives your messages is very important. You really don’t want to bombard people with messages not relevant to them.

Coacha enables you to customise who you send your messages to with ease. Send to just your coaches, members of a certain session, to a specific group, or to everyone ... you're in total control.

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Can I get rugby club member management software free?

If you’re after a rugby club management software free download, then why not try Coacha Lite which is completely FREE Membership Management Software?


Comparing Coacha with other software and apps?

A few things to remember…

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees.
Few providers can make all of these claims. But we can.

Rugby Software FAQs


How does class booking work in rugby software?

The way practice bookings work in rugby software is that your club players simply log in to Coacha’s rugby software either via the web or an app on their mobile device. They can then start booking on to practice sessions (or any other sessions or events) that you set for your teams and players.

It’s so simple with our rugby software in particular, eliminating the need for players to call you or get in touch with you first just to check the sessions, their times and even location. Being able to book classes online this way through rugby software makes your life significantly easier, as it frees up more time and energy for you and your coaches to focus on other areas of the business – and not just session bookings or schedule management.

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How do I make a session ‘bookable’ in your rugby software?

This is really easy to do – simply ask your members to access the free Member Portal that you get with Coacha’s rugby software, either via the web or one of our free Apps. On your end, you need to make sure that the sessions are made ‘bookable’ it the settings. Not all rugby software comes with free iOS and Android Apps, so it’s worth remembering this when checking out any other platforms.

So, to do this, go to the ‘Classes & Registers’ option from the main menu, and then access Class/Event. Fill in the relevant fields for class info and then check the box next to ‘people can book into this class’. After filling in all the relevant class info, select ‘Add members’. In order to allow members to book into classes themselves, leave this particular section blank and select ‘Create’. And – you’re done!

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(Please note that you have the option to change the language in Coacha so you can rename ‘Classes’ to ‘Practices’ or ‘Sessions’)Is there a way to check who has booked sessions through the Coacha rugby software?

Yes, there is. Simply access the Classes & Registers option from your rugby coaching software’s main navigation bar, and then go to Attendance Register. Filter the options in your rugby coaching software to find the register you want and then tap or click on “Go to this register’.

When your players log into the rugby coaching software and start booking classes, they will appear here so that you can monitor them and start marking attendance. Simples! (Please note that you have the option to change the language in Coacha so you can rename ‘Classes’ to ‘Practices’ or ‘Sessions’)

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What happens if a player cannot attend a session and decides to cancel it? How will I know this in my rugby coaching software?

If any of your players realise that they cannot attend any sessions they’ve already booked on to, they have the option to cancel using the Member Portal which comes free with your rugby coaching software.

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Is there a way to let every player know through the rugby coaching software that sessions are bookable online? 

Yes, there is and it’s actually good practice! All you need to do is send an email or SMS broadcast to all players from your rugby club software, letting them know that classes are bookable through the Member Portal.

In fact, we recommend sending all your respective rugby club software users the Member Portal guide to better acquaint them, which you can find here.

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Can you tell me how the Member Portal feature generally works in your rugby club software?

Setting up your free Member Portal in the Coacha rugby club management software is so easy to do. In this easy-to-follow guide, you’ll find everything you need to know on using the Member Portal feature effectively from your rugby club management software.

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Is there a venue booking system in your rugby club management software, where players can book training or practice grounds, or rugby equipment for example?

Absolutely! Since your rugby club management software can be used to take bookings online, there’s also a venue booking feature, allowing players to effortlessly book the above, or anything, really, that you’re offering as ‘bookable’.

The feature can be found from your Club Settings tab in the rugby club management software. Once there, look for Venue Bookings, and that’s it!

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I’m new to this Venue Booking feature in rugby club software – how does it work exactly?

Oh, it’s so easy, especially when your rugby club software happens to be Coacha!

Find the Club Settings tab from the main navigation bar and enable Venue Bookings.

Next, you’ll see a variety of options which let you define what can be booked, including the booking venues themselves, which you can give individual names to. If you want players to pay you when using this feature, you can set that up too from the rugby club software. However, if everyone is pre-paying via a monthly membership, then there’s no need to enable this feature separately.

Now hit SAVE! That’s it.

If you need further help with how to use the Venue Booking feature in your rugby club software, then you can find a quick and easy guide here

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Can players’ parents and/or NOKs use their computer or mobile device to book timeslots at my club through the rugby club software?

Absolutely! When players’ parents/NOKs want to book timeslots at your club, they can login to the rugby club software, and from the main dashboard, access the “Book a Session” option. That’s it.

Need more information? Here’s the complete player venue booking guide.

Comparing Coacha with other software and apps?

A few things to remember…

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees.
Few providers can make all of these claims. But we can.

Membership Management Apps & Software for any type of club, organisation or society.

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