For junior and youth sport clubs
Every child registered, every parent in the loop, before round one.
A junior club is the only kind of club where most members cannot hold an account, pay a fee or read an email. ClubHelix is built for that: a child sits on the roster with a parent or guardian linked to the record, so registration and consent belong to the adult who is actually responsible, and a notice about the child’s fixture reaches them rather than a nine-year-old’s inbox.
Registration before the season · grading and team lists · presentation night · Updated 19 Sept 2026
Why committees of junior clubs come to us
The same problems show up in every committee meeting. ClubHelix is built to retire each one for good.
- Registration day: a queue at a trestle table, paper forms, and three weeks of chasing the details somebody could not read.
- A nine-year-old is a member but not an email address, so every notice goes to a parent nobody has recorded against the child.
- Two coaches whose working-with-children check expired in the off-season, discovered the week before round one.
- A household with three children doing the sums on your fee page and deciding your sport is this year’s saving.
- Team lists announced in a group chat, then re-announced because three families were not in it.
What ClubHelix does for junior clubs
The platform mapped onto the moments your season actually runs on.
Age-group registration that asks the right questions once
Families register on your own branded site with your questions, your terms and your consent items as separate questions rather than one blanket tick. A member record carries an optional date of birth and gender, which is what makes age-group eligibility and the participation return possible later without a second round of asking.
A child on the roster, an adult on the record
A member does not need a login of their own, so a child can be registered, graded and picked while a parent or guardian is linked to the record. A fixture change goes to that adult, and so does a fee notice, instead of to a child who has no inbox. The link is the difference between a roster that reflects your club and a roster of the parents who happened to sign up first.
Team lists, coaches and the clearances round one depends on
Teams hold their age-group sections with members, coaches, managers and contact details, and credentials are tracked against the adults with their expiry dates — so the question "is every coach cleared?" is a filtered list in the admin rather than an email to the committee.
Family pricing set on the form, not in a side agreement
Per-child rates and a family maximum are set for your registration forms from the Discounts page, alongside pro-rata mid-season pricing and early-bird windows, so the fee a parent works out on your page is the fee the club banks. Promo codes with validity windows and usage caps sit beside them for come-and-try offers.
The season, and the Saturday it rains
Fixtures, results and a ladder for the grades your association runs, ground status for the morning the ovals close, and a broadcast to the audience you choose — with the match card and results published to the club site the same day.
Come-and-try days, clinics and school holiday programs
Run the entry points to your club as term programs with a capacity, a waitlist and a session register: a holiday clinic, a Friday skills group, a come-and-try morning that feeds next season’s under-8s. Enrolment is refused rather than overbooked when a session would break the coach-to-child ratio you set.
The age-band participation count
Two audiences want the same roster counted differently: the association wants registered players by age group before grading, and the grant acquittal wants participants, new participants, the gender split and fees — with an honest "not recorded" where a family left a field blank rather than a nought that overstates your compliance. Both come off the member register, alongside the list of adults whose working-with-children check expires before round one.
What junior club software has to get right
A junior club is the only kind of club where most of the members cannot hold an account, pay a fee or read an email. Everything else follows from that. The child is the member — they are graded, picked, coached and counted — while a parent or guardian is the person who consents, pays and turns up at seven on a Saturday morning. Software that models only one of the two forces you to choose: a roster of children with no way to reach anyone, or a roster of parents that does not match a single team sheet.
ClubHelix keeps both. A member record does not require a login of its own, so a nine-year-old sits on the roster under their own name with a date of birth for age-group eligibility, while a parent or guardian is linked to the record and is the person a notice about that child's team goes to. Registration runs on your own site with your questions and your terms, teams hold the age-group sections with their coaches and managers, and credential tracking keeps every adult's check and its expiry date in one filterable list.
The registration questions that earn their place
Every junior club's form grows by one question a year and never shrinks. The test for keeping a question is simple: name the decision it changes. If nothing changes, you are collecting a liability rather than data.
| Question | What it changes | Keep it? |
|---|---|---|
| Child's date of birth | Age group, eligibility, the participation return | Yes |
| Parent or guardian and their contact | Who receives everything, who consented | Yes |
| Medical and emergency contact | What a coach does at the ground on the day | Yes |
| Publication consent for photos | Whether that child appears in the gallery | Yes |
| Previous club | Clearances and grading conversations | Usually |
| Shirt size | The uniform order, once a year | Yes, once |
| Occupation of the parent | Nothing at a junior club | No |
Ask the consent items as separate questions rather than one blanket tick. A parent who agreed to first aid but not to publication has told you something specific, and a single tick cannot record it — which is why clubs cannot answer the question a year later. Our guide on parent and guardian consent walks through the six consents a junior club actually needs and who can give each one.
Clearances, consent and the adults on the sideline
The week before round one is the wrong time to discover that two coaches' checks lapsed over the off-season. Credentials sit against the adult's member record with an expiry date, so "is every coach cleared?" is a filtered report rather than a round of phone calls. ClubHelix records and reminds; verifying a check against the government register is still the club's job, and no software should tell you otherwise.
The same applies to the sideline. Codes of conduct, incident records and the conduct register are all part of running junior sport properly, and a club that can produce them has answered most of what an association or an insurer will ask. Start with child-safe standards and the working with children check requirements, then keep the register rather than the good intention.
Family pricing without hand-edited invoices
The household with three children is the household most likely to leave, and the fee page is where that decision is made. Per-child rates and a family maximum are set for your registration forms from the Discounts page in your admin: sibling and family rates apply at checkout, counting everyone the household has already paid for, so a third child who signs on a month later is still charged as the third child. The highest matching rule wins, and the order keeps a copy of the rules that priced it, so changing next season's policy never rewrites what somebody was charged last season.
Two honest limits worth knowing before you promise a parent anything. The rules run on registration, so a term of classes or a court booking is priced on the program or the resource instead. And there is no means-tested or hardship rate in the product — a club that runs one handles it deliberately, which is how it should be handled anyway. For the numbers themselves, family membership pricing works through the cap-versus-ladder decision with your own roster, and setting up family and sibling rates is the administration runbook.
The season, and the Saturday it rains
Junior sport is a communication problem with a game attached. Fixtures, results and a ladder cover the grades your association runs; ground status handles the morning the ovals close; and a changed fixture emails the guardian linked to each child's record, so the notice that matters most on a Friday night does not depend on who is reading the group chat. Targeted email broadcasts cover the rest: pick the audience by team role, by committee position or by who has actually paid, and write once instead of posting the same notice to four group chats. Publish the team lists on the site instead of announcing them three times in a group chat, and put the come-and-try day, the holiday clinic and the Friday skills group on as programs with a capacity and a waitlist so next season's under-8s are not a surprise.
Questions junior clubs ask
Does this replace our association's registration? No. Your association registers players its own way. ClubHelix runs your club — site, roster, fees, teams and communication — and produces the age-band and participation numbers the association and your funders ask for.
Which notices reach a parent? The ones tied to the child's team and the club's money: a changed fixture, and the reminders on an unpaid member invoice. Both are addressed to the child's live guardians rather than to a nine-year-old with no inbox, which is the whole point of linking an adult to the record. For anything wider than one team, email broadcasts let you write to every guardian at once, with an unsubscribe link added for you and a consent list you can keep clean.
What does it cost to start? See pricing. Junior registration, teams, news and communication sit on the plans a community club can actually afford, and you can see exactly what each plan includes before you talk to anybody.
Features in your plan
Every plan starts free and includes the whole platform below — browse all features or compare plans.
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.
Team management
Team rosters with captains and jersey numbers, training sessions and practices with availability, and scoped access for coaches.
Competitions
Leagues and divisions with published fixtures and game schedules, entered-once results, and ladders (standings) that compute themselves.
Accreditations
Track working-with-children checks, background checks, first aid and coaching credentials — with expiry reminders, verification and position requirements.
Programs & enrolment
Term programs, clinics and come-and-try days — term or casual enrolment, capacity with waitlists, session attendance, skill levels, make-up credits and trial classes.
Broadcasts
Send a message to everyone, a role, or a custom segment of members.
Ground status
Put a Grounds open, Wet-weather call or Grounds closed band across every page of your club website, with your own wording and a time it clears itself.
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.
Frequently asked questions
The questions junior club committees ask before signing up.
- Yes, and this is the case junior clubs are usually forced to work around. A member record does not require a user account, and a parent or guardian is linked to it, so the child is on the roster under their own name while notices go to the adult who consented.
- Set per-child rates and a family maximum for your registration forms from the Discounts page, so the household is charged the policy your committee agreed rather than whatever an invoice gets edited to. The rules reach registration only; class and court pricing are set separately, on the program or the resource.
- Yes. Credentials and checks are recorded against member records with their expiry dates, so you can pull the list of adults whose check has lapsed or is about to. ClubHelix records and reminds; verifying a check against the government register is still the club’s job.
- No, and be wary of anything that says it does. Your association registers players its own way; ClubHelix runs your club — your site, your roster, your fees, your teams and your communication — and gives you the age-band and participation numbers the association and your funders ask for.
- Publication consent is a question you ask at registration and can act on later: galleries and news are yours to control, and a member’s details are visible only to the roles you grant. The policy is still yours to write — our guide on photography and consent is the starting point.
Can a child be a member without their own email address?
How do we handle family rates for a household with three children?
Can we see at a glance which coaches are cleared to work with children?
Does it replace our association’s registration system?
What about photos of children on the website?
More clubs like yours
ClubHelix isn't a single-sport tool — browse other sports we support out of the box.
Bring your junior club online in under 30 minutes.
Start on the free plan, then take a 14-day free trial of paid features when you're ready — nothing to pay today, cancel any time before the trial ends.