Triathlon, Running & Cycling Club Management Software FAQs
With so many Triathlon, Running & Cycling Club Member Management Software providers on the market, it's a confusing (not to mention time-consuming) process to find the right system for you. Here are some frequently asked questions that may help you decide what's right for you.
What is the real cost of Triathlon, Running & Cycling Club Management Software?
The devil is in the detail here as many providers hide their true transaction fees. In our mystery shopper research, we found fees as high as 20p + 4% per transaction, compared to Coacah’s 20p + 1%.
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 members and charge them £30pcm each, by using LoveAdmin you would pay £2,125pa in transaction fees. With Coacha you would pay only £1,044pa which includes our subscription fee of £25pcm and the transaction fees. So that’s a huge saving of £1,081pa.
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.
Is Triathlon, Cycling & Running Club 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 running club software (or triathlon or cycling) with your own logo on it really makes your 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!)
If I use Triathlon, Cycling or Running Club Management Software, will they 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 club is taking. And if it is losing anything from your people not paying you.
What’s more, accountants love cycling club management software (or triathlon or running) that they can download from and integrate your athletic club’s 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).
Do I need a card reader to take payments if I use running club software (or triathlon or cycling)?
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 club look professional and well organised.
What happens if payments fail?
Let’s face it, payments do sometimes fail and for various reasons. Only the best club member 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…
Does cycling club management software (or triathlon or running) help me if I have an emergency?
When looking for the best cycling club management software (or triathlon or running) for your club, 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 club member management software 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.
What stats and figures can I get from Triathlon, Running & Cycling Club Management Software?
Performance, attendance, and financial data are crucial for any triathlon, running or cycling club that wants to stay at the top of their game. The best software 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.
With Triathlon, Cycling & Running Club Software 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 triathlon, cycling and running clubs. The very fact that you choose to use club management software 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. Running club software (or triathlon or cycling) 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.
Can I get free attendance registers?
Any cycling club management software (or triathlon or running) that’s worth considering simply must have automatically generated attendance registers. Having these automatically produced for you saves both time and hassle with your 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 an essential factor to look for in any club member management software.
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.
Can I get FREE running club software (or triathlon or cycling) too?
If you’re after FREE member management software downloads, then why not try Coacha Lite which is completely FREE Membership Management Software?
Can people book on to sessions themselves?
Not all cycling club management software (or triathlon or running) 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 sessions size you can ensure that your sessions are never over-subscribed. Your athletes can simply log into your Member Portal and book up in just a few taps or clicks.
I only operate during term time – does this matter?
Many clubs have term time/seasonal sessions. The best Triathlon, Running & Cycling Club Management 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 one off competitions, or showcases or exhibitions.
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 running club software (or triathlon or cycling) doesn’t cater for this in a way that is quick and easy to sort out on the day.
With Coacha’s free 14 day trial, 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.
Does cycling club management software (or triathlon or running) help with safeguarding children?
When performing a club member management 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.
Can I send text messages to people using Triathlon, Cycling & Running Club Software?
Check out independent athletic 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!
I only want to message specific people. Can I do this with Triathlon, Cycling & Running Club Software?
Being able to select and control who receives your messages from your software is very important. You really don’t want to bombard people with messages not relevant to them.
As part of your Triathlon, Cycling & Running Club Software 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.