Club management
Club management#
Judo in Cloud offers a club management service (Judo in Cloud Pro) conveniently from the same portal, following the same principles of simplicity, reliability and security. You can divide your athletes into courses, record their attendance, collect course fees and payments for products and trips, and collect documents such as medical certificates and privacy forms. Athletes and their families do not create any account: they receive a link, pay by bank transfer and upload the receipt or the form. You receive everything in a list to approve. Contact us to find out more!
On the Today page, "Discover club management" lists the four steps to get started: upload the athletes, create a course, create a form for the athletes and record the attendance. Each row opens the corresponding window.
Today and the requests to approve#
The Today page tells you what to do now. The payments and forms sent by the families arrive in "To approve", divided by the filters All, Payments and Documents. For each request you can press "Accept" or "Reject", see the file with "Preview PDF" or open it with "Open". The number next to Today, in the column on the left, counts the pending requests.
When you open a request, you see who sent it, the amount, the attached file and the declared athletes. In "Who they are on your roster" you link the names written by the family to the club's athletes: if a name is written differently, you correct it here. For a payment you can also correct the number of fees paid; for a form you check the declared expiry date, comparing it with the one printed on the document.
If you reject a request, the family receives an email with the link to send it again. If you accept it, the athlete is in order and no email is sent. At the bottom of the page, "Recent activity" lists the latest accepted and rejected requests.
The "To sort out" box collects the automatic checks on the club: athletes without a valid registration, late with the course fee, without a medical certificate, and payment names to link to an athlete. The checks run again every time you open the page. With "See and fix" you open the list of athletes to sort out.
The same page also works on a phone, with the sections in the bar at the bottom.
Courses#
In the Athletes section, "New Course" creates a course: choose the name, the days of the week and, for each day, the start and end time. You can also set the minimum and maximum age, the instructors of the course and whether the course requires a fee. The age is the current year minus the year of birth.
When you save, the program suggests assigning to the course the athletes without a course who have the right age: you decide whether to confirm. "Assign by age" makes the same suggestion for all the courses together. You can change an athlete's course from their profile, or select several athletes and use "Bulk edit" to move them to another course or promote them to a new belt.
The list of athletes is divided by course, and the filters at the top show one course at a time or the athletes without a course. Next to each athlete, a red label shows what they are missing (fee, course fee, form).
Attendance#
"Today's attendance" opens the register: choose the course and the month, then the lesson day. Tap an athlete to mark them present, tap them again to mark them absent: the attendance is saved immediately, without pressing any button. At the top you see how many are present and absent, and next to each athlete their attendance in the month. In the same window you can also mark the instructors as present. With "Export Excel" you download the register of the month.
The register is also designed for the phone, to record the attendance directly in the gym.
Course fees and covered months#
From the Club section, "Create a new athlete link" opens a guided procedure, one question at a time. You can create a course enrolment (a fee that repeats), a competition entry, a one-off payment (such as judogi or belt) or a document. For a course fee you choose the name, how often it is paid (every month, every 3 months, once a year or another value), which courses it applies to, the price with the optional discount for several fees, and the bank transfer details. IBAN and account holder are entered only once: the next request finds them already filled in. The last step shows the request as the athletes will see it; after creating it you copy the link to send to the families.
A course fee covers whole months: the coverage starts from the first day of the month. For example, a quarterly fee paid in September covers September, October and November, regardless of whether it was paid on 2 or 21 September. You can make everyone start from the same month or each one from the month of their first payment. If a family pays several fees together, they cover several periods.
In the Club section each fee shows how many athletes have paid and how many are pending. The bar at the top of "Course fees" counts the athletes who are up to date out of the total; clicking on it opens "Who is up to date", with the filters Up to date, Late and Never paid and, for each athlete, until when they are covered. From here you enter the months when the gym is closed, in which no athlete owes a fee, and you download the list of fees in PDF.
"Remind the families" sends one email per athlete, with everything that is missing and the link to their area. Choose the athletes to remind: the number of emails available each month is shown at the top.
Forms#
With the same guided procedure, choosing "Document", you ask the families for a document: a medical certificate, a privacy form, a proxy. You can upload a template to download and fill in, and set whether the form is required for the registration, whether it has its own expiry date (the family enters it when uploading and you check it on the PDF) and whether it must be handed in by a date. When a form expires, the program notifies you.
Each form, in the Club section, shows how many athletes have uploaded it and who is waiting for a check. "Copy athlete link" copies the link to send, "Edit" changes the data of the form and "Record" marks a form handed in by hand, such as a certificate brought to the gym. In the same way you can record a cash payment.
The athlete's profile#
Clicking on an athlete opens their profile: personal data, courses, parent, payments and forms sent. At the bottom, "What is missing" lists what the athlete is missing, item by item, and "Fee coverage" shows month by month which months are covered by the course fee. From "Record something else" you can record a payment or a form on behalf of the family.
Exports and instructors#
The "More" button of the Club section collects the other actions: refresh the lists, copy fees, forms and links into a single text, record a payment or a form by hand, and export the data. From "Export" you download, for a date range, the list of athletes (Excel or PDF), the courses, the attendance of the month, the payments (Excel or ZIP with the receipts), the uploaded forms (ZIP) and the summary of irregularities in PDF.
At the bottom of the Club section you enter the club's instructors, with qualification, belt, description and photo. The instructors are linked to the courses and appear on the website and on the competition passes.
The club website#
In the Website section you build the club's public website. With "Add section" you choose the blocks (text, photo, gallery, statistics, contacts and others) and write the texts in the panel on the right, while on the left you see the preview. Some blocks update themselves with the data from club management: the courses with days and times, the open fees, the instructors and the competitions you organize. Colours, logo and images are chosen from "Site settings".
Every change is saved automatically in the draft, which is not publicly visible. With "Publish" the website goes online; later changes go online only at the next publication. Texts and images go through an automatic review at every publication. The website has an address derived from the club name; to use your own domain, open "Custom domain".