Running club management software for the club itself
Running club management software keeps the club itself in order: members and fees that renew, signed waivers, and coaches with their roles. It also sends announcements, shows who has stopped coming and adds up the money. The runs and the bookings have their own buying guide, and this one is about the organisation around them.
On this page · 9 sections
What managing a running club involves
A club can grow from a group of friends into an organisation with money, people and obligations. The work changes with it, even when the runs stay the same.
- Members: who belongs, since when, and on which plan.
- Fees: what renews, what is owed and what came in.
- Waivers: who signed, and whether it is still valid.
- Team: who coaches, who takes payments and who sees what.
- Communication: what everyone needs to know, in one place.
- Follow-up: who has stopped coming, while there is still time to call.
- Accounts: what the club took this month, and from whom.
What the software has to do for each run, from the meeting point to race sign-ups, is in the buying guide. Running club software: what it has to do
Members and fees that renew
Each member has a record with their plan, their attendance and their payments. Whoever has permission opens it on the phone.
A renewing fee creates the next period and issues the charge on the day the previous one ends. Only plans marked as renewing do this, and none do by default.
On the paid plans, members pay by card or SEPA Direct Debit, and the money goes to the club's own account. On Lite, payments are recorded by hand.
Members can come in from a CSV file, on every plan. Before the import runs, the screen says what it is going to do.
The waiver, signed before the first run
Running on the street has its risks. The club needs to know about injuries and health conditions before the first run, and a waiver records what the person declared, with a date.
In Rummo, the waiver is signed on the phone, on the paid plans. The club decides how long a signature stays valid.
What is in a waiver is health information. It should be read by the people who need it to lead a run safely, and by nobody else.
What a waiver should say, and what it is worth, has its own guide. Gym liability waivers
Coaches and the team, each with a role
A club with more than one coach has to decide who sees what. Health notes and payments do not need to be open to everyone who leads a run.
6
| Role | What they do |
|---|---|
| Owner | Everything, including the money and who joins the team. |
| Manager | Runs the day to day. Does not touch the payout account or transfer the club. |
| Head coach | Coaches and can lead any session, not only their own. Does not build the timetable or see the finances. |
| Coach | Leads their own sessions: attendance, results and the plan. |
| Front desk | Signs people up, checks them in and takes payments. Does not plan sessions. |
| Finance | Only the money: charges, payments and refunds. |
Each person on the team has their own account. The same person can coach in your club and be a member somewhere else.
Announcements and notifications
An announcement goes to members only, to the team only, or to both. It arrives in the app and by email, and each member can turn the emails off.
Bookings, cancellations and a spot freed from the waitlist send their own notifications. So does a run that is cancelled or moved.
Segmented campaigns, to message only one group of members, are coming soon.
Hi everyone. From [date], club runs are booked in the app.
Each run shows the meeting point, the start time and the spots left.
To join: [link]. It installs from the browser, with no app store.
This chat stays for talking. Changes to runs and meeting points go in the app.
Who has stopped coming
A runner who drifts away rarely cancels anything. They just stop turning up, and in a large group the gap is hard to see.
Anyone who has not run in 7, 14 or 30 days appears in Follow-up, with their name and phone number. The call is one tap away.
The same list shows plans about to end, trials that did not convert and repeated no-shows. It is on every plan.
The reasons people leave, and what can be done before they do, are in another guide. Why gym members cancel
Accounts and reports
A club's money comes from fees, packs and race tickets. When each lives in a different place, the month ends with three lists to cross-check.
On the paid plans, the finance dashboard shows what came in and who owes. Reports cover the period you choose, and the data exports to CSV.
Advanced reports are coming soon. Invoices are not issued here: each payment is recorded, and you invoice from your own accounting software.
When to leave the spreadsheet and the group chat
A spreadsheet and a group chat work for a small club. They start to cost time when the same fact lives in two places.
- A run is full, and you find out by counting replies in the chat.
- Someone asks whether they paid, and you open the bank statement to answer.
- A race needs sign-ups and payments from people outside the club.
- A second coach joins, and health notes start travelling in messages.
- The meeting point changes, and part of the group goes to the old one.
Moving does not mean closing the chat. The chat stays for conversation, and the runs, fees and sign-ups move to the app.
Lite is free up to 10 active members. Pro adds fees, paid race tickets and online payments.
The running club page shows the plan a club starts on and the first week of setup. Software for running clubs
Frequently asked
- What is running club management software?
- It runs the club as an organisation: members and renewing fees, waivers, the team with roles, announcements, follow-up and reports. The runs and bookings sit in the same app.
- Can a coach see members' payments?
- Not with the Coach role. A coach sees attendance, results and the plan of their own sessions. The money belongs to the owner, the manager and the finance role, and front desk can take payments.
- Do members need to download an app from a store?
- No. The app installs from the browser, on iPhone and Android, and is not in the app stores. It is in Portuguese for now.
- Can I import members from a spreadsheet?
- Yes. Members come in from a CSV file on every plan, and the screen says what will happen before the import runs.
- Does Rummo issue invoices?
- Not yet. Each payment is recorded in Rummo, and you invoice from your own accounting software.
Rummo team
Written by the people who build Rummo, management software for gyms, boxes and studios: classes, bookings, members and payments.
Reviewed
Every member's file, in one place.
Plan, usage, attendance and payments on the same page. Waivers are signed in the app.
Lite is free up to 10 active members, with no card and no time limit. Pro comes with a 14-day trial, also with no card.