For gymnastics clubs
Gymnastics club management software without the front-desk pile-up.
KinderGym to competitive levels, four terms a year, hundreds of families — ClubHelix combines gymnastics class management, waitlists, parent comms, payments and your club website in one platform, so the front desk isn’t doing it by hand.
Four terms a year · weekly classes · Updated 26 Aug 2026
Why committees of gymnastics clubs come to us
The same problems show up in every committee meeting. ClubHelix is built to retire each one for good.
- Re-enrolment week is a phone queue, a paper form and a fortnight of chasing payments.
- Waitlists kept in an exercise book, in no particular order, with no record of who was called.
- Parents finding out about a coach change or cancelled class from the car park.
- Competition entries collected term by term in a different Google Form each time.
- Class lists printed Monday morning and wrong by Monday afternoon.
What ClubHelix does for gymnastics clubs
The platform mapped onto the moments your season actually runs on.
Term enrolments
Programs and terms are first-class: build each term’s timetable of classes with level, day, time and capacity, open enrolment online with payment attached, and give priority re-enrolment to current families before the public rush.
Waitlists that actually move
Full classes take waitlist entries automatically, in order, with contact details attached — when a spot opens you offer it down the list instead of flicking through an exercise book.
Class lists and attendance
Coaches see a live class list on their phone and mark attendance at the door — so the office knows who actually trained when a parent queries an invoice.
Competition and display-day entries
Competition entries run as registration forms with level and apparatus fields and payment in the same step. Display day sells through native ticketing, scanned at the door on a committee phone.
Parent communications
Broadcast a coach change or class cancellation to exactly the affected class — not the whole club — by email, or by push notification for parents with the club app installed.
Leotards and club merch
Club shop with size variants and stock tracking for leotards, club jackets and grips — orders paid online and marked off as they’re handed out at the gym.
Term enrolment and the state return
Class enrolments by level, attendance across the term, coaching accreditations, and fees still owed. Program attendance reporting covers the classes; the state body’s registered-participant return comes from the membership census.
What is gymnastics club management software?
Gymnastics club management software replaces the front-desk stack — the enrolment spreadsheet, the waitlist notebook, the payment chase-up list and the parent email thread — with one system built around how a gymnastics club actually runs: programs, terms, levels, classes and families. In ClubHelix that means term class enrolment with capacities and waitlists, online registration and payments, attendance marked from a phone, parent broadcasts that reach exactly the affected class, and a club website that fills next term's places — all under one login, with one member record per gymnast.
The difference from generic club software is the class model. A football club sells a season registration; a gymnastics club sells hundreds of places in dozens of level-graded classes, four times a year, to families who often have two children in three different sessions. Software that doesn't understand programs, terms and waitlists ends up back in a spreadsheet by week three.
Gymnastics class management: terms, levels and waitlists
Each term is its own enrolment window. Build the timetable of classes — KinderGym, recreational levels, competitive squads — each with a day, time, coach and capacity, then open enrolment online with payment taken in the same step. Priority re-enrolment lets current families secure their place before the public rush, which is usually the single biggest front-desk week of the term, handled while the office is closed.
Full classes take waitlist entries automatically, in order, with contact details attached. When a family moves away or a class splits, you offer places down the queue in minutes — and there is a record of who was offered what, which the exercise book never gave you. Coaches see live class lists on their phones and mark attendance at the door, so when a parent queries an invoice the office knows exactly who trained and when.
A gymnastics club website that fills classes
Your public site runs on the same platform as your enrolments, so "spots left in Level 3 Tuesday" is never out of date. Publish your programs, timetable, competition news and photo galleries with the page editor, collect enquiries from a contact form instead of a shared inbox, and point every "how do I enrol?" question at a page that answers it — with the enrol button right there. Templates get a committee from nothing to a live site in an evening; see the template gallery or the live demo for what parents will see.
Free gymnastics club management software to start
Every ClubHelix club starts on the free plan — your gymnastics club website and core admin at no cost, for as long as you like. When you're ready for paid features such as online class enrolment with payments, paid plans carry a 14-day free trial and bill on a 28-day cycle you can cancel any time; current tiers are on the pricing page. Enrolment money settles straight to the club's own Stripe account — ClubHelix never holds your funds, and the platform fee is never surcharged to your families.
For clubs, gymnastics schools and academies
The program-and-term model is the same whether you're a volunteer-committee club, a privately run gymnastics school or a multi-venue academy: classes with capacities, family accounts, waitlists, make-up communications and a wardrobe-tested club shop for leotards and club jackets. Competition entries run as paid registration forms with level and apparatus fields, and display day sells through built-in ticketing scanned at the door on a committee phone.
ClubHelix runs gymnastics clubs in Australia, New Zealand, the UK, the US, Canada, Ireland and South Africa — with payments settling in your local currency through your own payment account.
Switching from spreadsheets or another system
Most clubs arrive with a members spreadsheet and a separate payments trail. Import your member list, set up next term's classes, and run one term in parallel if you want the safety net — committees usually find the front desk stops being the bottleneck within the first enrolment window. If you get stuck, talk to us or read the complete guide to running a gymnastics club — it covers coach ratios, accreditation, equipment planning and the enrolment model in depth.
What to compare before you commit
Gymnastics is a class-enrolment business first and a club second. The platform has to hold terms, levels, capacity, waiting lists and instalment payments — and if it cannot, the committee ends up running the real system in a spreadsheet beside it.
| What to test | Why it decides the term | Where ClubHelix lands |
|---|---|---|
| Term enrolment, not open-ended | Classes sell by the term. A membership model forces manual re-enrolment every ten weeks. | Programs and enrolment with per-term intakes. |
| Capacity and waitlists per class | Ratios are a safety requirement, not a preference. Overbooking a beginners class is a real problem. | Hard caps with automatic waitlists. |
| Instalments and payment plans | Term fees are large enough that families ask to split them. "Pay in full or not at all" costs enrolments. | Instalment plans on enrolment. |
| Level and squad progression | A gymnast moves levels mid-year; comms and fees follow the level, not the join date. | Levels as squad structure via team management. |
| Working-with-children checks | Coach and volunteer clearances are mandatory and expire. | Accreditations with expiry warnings. |
What a gymnastics club actually pays
The free plan has no time limit and works for a club publishing a timetable and holding a member list. Paid plans come in for enrolment payments, instalments and the shop.
Model a term, not a month. A club running four terms with 250 enrolments and optional instalments is processing a lot of small payments, so compare on the fee percentage and on whether the platform surcharges families. Ours does not — the platform fee is never passed to your members, and funds settle to the club's own account. Current tiers are on the pricing page; paid plans carry a 14-day free trial and bill on a 28-day cycle.
Enrolment day without the inbox
Enrolment day is the one that breaks clubs: a fixed number of places, families refreshing a page, and a committee trying to be fair with a spreadsheet.
- Publish the timetable in advance with capacity visible, so families know what they are aiming at.
- Open enrolment at a fixed time with places allocated on payment, not on email order.
- Let the waitlist do the work — when a place opens, the next family is offered it automatically instead of someone scrolling back through an inbox.
- Take instalments where offered, so the payment plan is set up at enrolment rather than negotiated later.
- Send the term's information once, segmented by class, via broadcasts.
Common questions from gymnastics committees
We run recreational and competitive squads. Can one system hold both? Yes. Recreational runs as term enrolment; competitive squads run as teams with their own comms and fees.
Can families enrol siblings in one transaction? Yes — multiple enrolments, one checkout, one receipt.
What about make-up classes? Track them as attendance against the enrolment. Most clubs cap make-ups by policy, and having attendance in one place is what makes the policy enforceable.
Do coaches need full admin access? No. Roles and permissions let a coach mark a roll without seeing finances or the full member database.
How do we handle competition entries? Through forms tied to the member record, so entry details and fees arrive together rather than as an email and a bank transfer.
The complete guide to running a gymnastics club covers coaching ratios, term structures and the wider operational job.
Features in your plan
Every plan starts free and includes the whole platform below — browse all features or compare plans.
Programs & enrolment
Term programs, clinics and come-and-try days — term or casual enrolment, capacity with waitlists, and session attendance.
Self-registration
Club membership software that handles the joining for you: online registration and season sign-ups on your own branded site, with email verification and optional admin approval.
RSVPs & attendance
Availability tracking and a training attendance register in one — going, maybe or can't make it, with QR and kiosk check-in on the day.
Digital waivers
Versioned waivers linked to registration forms and membership types, with typed-name acceptance records kept permanently.
Broadcasts
Send a message to everyone, a role, or a custom segment of members.
Club shop
Run a club shop or team store: take uniform, kit and spirit wear orders online with variants, carts and order management — with GST handled properly on every sale.
Mobile app
A club app of your own — install-to-home-screen with your branding, push notifications and digital membership cards, no app store required.
Reports & analytics
Club reporting software with 341 built-in reports live today — membership, money, compliance and match day — with CSV and PDF exports, saved views and packs that email themselves.
Frequently asked questions
The questions gymnastics club committees ask before signing up.
- Yes. Each term is its own enrolment window per program. Open re-enrolment to current families first, then release remaining places publicly — all online, all paid at enrolment.
- A full class automatically takes waitlist entries in order. When a place opens, you see the queue with contact details and can offer the spot down the list — nothing lives in a notebook.
- Yes. One parent account links every child, enrols each into their own class, pays in one transaction and receives only the comms relevant to their children’s classes.
- Yes — coaches with the right permission see current class lists and can mark attendance from a phone, and the list updates the moment the office moves a child between classes.
- Yes. Every ClubHelix club starts on the free plan — set up your gymnastics club website and core admin at no cost, and upgrade only when you need paid features. Paid plans carry a 14-day free trial and bill on a 28-day cycle you can cancel any time.
- ClubHelix starts free. Paid tiers add capacity and features as your club grows, billed every 28 days rather than a yearly lock-in — see the pricing page for current tiers. Online payments carry a small published platform fee that is never surcharged to your families.
- Yes. The program, term and level model is the same whether you run a volunteer-committee club, a gymnastics school or an academy — classes with capacities, online enrolment with payment, waitlists, attendance and family accounts.
- Yes — gymnastics clubs run ClubHelix in Australia, New Zealand, the UK, the US, Canada, Ireland and South Africa, with payments settled through your own Stripe account in your local currency.
Can we run enrolment term by term with priority for existing families?
How do waitlists work when a class is full?
Can parents manage siblings in different classes from one login?
Do coaches get a live class list?
Is there free gymnastics club management software?
How much does gymnastics club software cost?
Does ClubHelix suit gymnastics schools and academies as well as clubs?
Can we use ClubHelix outside Australia?
More clubs like yours
ClubHelix isn't a single-sport tool — browse other sports we support out of the box.
Bring your gymnastics club online in under 30 minutes.
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