Club Management Made Simple
Create payment plans, collect club dues and manage rosters, communication, player profiles, and events all in one place
Everything you need to manage your club
Centralized events, rosters and payments
Consolidate membership management, dues collection
waivers, forms, and communication.
- Create payment plans and collect recurring payments
- Create tryouts, evaluate athletes and draft to your teams
- Parent communications, payment reminders, promote events
- Offer financial aid assistance
- Create player profiles, track performance and share with college recruiters and scouts
- Sell club merchandise from your own online storefront
- Manage multiple clubs and limit staff permissions
Gain control with online scheduling
Schedule tryouts, camps, clinics, leagues and tournaments
- Dynamic scheduling with conflict checker
- Handles schedule requests
- Easy drag n’ drop changes with scheduling whiteboard
- Calendar management – all club activities
- Automated reminders
- Parents can view practice and game schedule
Roster, waivers and profiles
Take the hassle out of managing rosters and player info.
Seamlessly ensures compliance with eligibility rules.
- Import rosters for quick setup
- Rollover rosters from year to year
- Player profiles help with performance tracking and recruiting
- View team profiles with roster
- Easily sync teams and rosters with tournaments hosted on Playbook365 (coming soon)
Communicate fast by email and text
Send messages immediately to coaches, managers, athletes and parents – pinpoint audience targets.
- Drag ‘n drop email builder (coming soon)
- Email segmentation - message teams about open spots in upcoming events
- Market upcoming events to parents
- Send push notifications to parents
- Create custom email templates for system generated emails
- Audience filters deliver the right message to the right people:
- All members
- Members of a division, age group
- Athletes, parents, volunteers
Manage team store
Boost club revenue with several monetization options.
- Sell branded apparel, gear, parking, tickets and more
- Upsell products in your customer’s dashboard
- Uniform ordering (coming soon)
- Manage jerseys across the club (coming soon)
- Accept credit/debit cards, bank transfer
- Offer discount codes
- Control processing fees
Run Leagues, Camps, Showcases and Tryouts
Playbook365 is built with specific features to manage any event type. Run all your events in one platform, including leagues, camps, showcases and tryouts.
- Team registration
- Leagues
- Tournaments
- Individual registration
- Leagues
- Camps
- Showcases
- Banquets
- Draft players to league teams
- Allow coaches to score games
- Allow coaches to schedule games
- Plus, all our club management tools
Frequently Asked Questions
Have more questions?
Contact us to see how Playbook365 can help transform your business!
What is Playbook365 Club Management and how does it help sports club organizers?
Playbook365 Club Management is an all-in-one software platform designed to simplify and streamline the operations of sports clubs. It helps organizers manage everything—all in one centralized system, with features like:
- Online Registration
- Membership Dues
- Team Scheduling
- Event Management
- Team Store
- Communications
It’s built to eliminate administrative work—forms waivers and communications to parents/coaches are integrated in one platform. Easily track and manage club dues, process payments, set up payment plans and automate invoicing. Spend less time chasing down club dues and juggling paperwork.
How does Playbook365 support club memberships, payment plans and dues collection?
Playbook365 offers comprehensive tools for managing club memberships, customizing payment plans, and collecting dues online:
Membership Dashboard: Track member status, dues, and payment history in one centralized view.
Automated Invoicing & Recurring Payments: Set up recurring billing cycles with automatic reminders to reduce manual follow-ups and ensure timely payments.
Customizable Payment Plans: Offer flexible payment options tailored to your club’s needs, including installment plans and financial assistance for families.
Online Dues Collection: Process payments securely through the platform. Members can pay via credit card or other integrated methods.
Club membership features simplify financial workflows and improve the member experience.
Can the software help manage club activities, such as practices, tryouts, games, camps and showcases?
You bet! Playbook365 Club Management provides a powerful suite of tools that allow sports club organizers to plan, schedule, and execute all types of club activities:
Tryouts & Player Evaluations: Run structured tryouts with built-in evaluation tools. Draft players to teams based on performance metrics. Send exclusive invitations to join the club or team through a trackable link to the membership process.
Practice & Game Scheduling: Build schedules fast with an easy drag-and-drop tool that checks for conflicts for scheduling practices and games. Post standings and results directly to team profiles.
Tournaments, Camps, Clinics & Showcases: Host individual or team-based events. Manage registrations, existing club rosters can auto-fill into your events, build game schedules, and post scout evaluations. Share results and performance data on player profiles for recruiting visibility.
Centralized Calendar Management: View and manage all club activities in one unified calendar. Sync rosters and schedules with tournaments. Assign staff roles for scheduling, scoring, and logistics.
Organizers save time, reduce manual work, and deliver professional experiences for athletes, families, and staff.
Can I control who joins my club or team?
100%! Playbook365 offers Membership Control and Exclusive Invite features, you have full control over registrations and team formation:
Restrict Access: Require teams to request an invite or enter a password to register, ensuring only approved or qualified participants can join.
Send Exclusive Invites: Handpick athletes or teams and send them personalized invitations with trackable registration links—perfect for special events or selective team building.
Club Admin Dashboard: Coaches and club administrators have full visibility into rosters for each team.
These tools help you manage club growth, maintain quality, and create a more curated experience for your members.
What types of clubs are best suited for Playbook365?
Playbook365 is ideal for competitive and recreational clubs that want to reduce administrative stress and provide a better experience for families. Whether you’re managing 3 teams or 30, running year-round programs or seasonal clinics, the platform gives you the tools to stay organized, professional, and scalable — without needing extra staff.
As your club adds new teams, staff, or events, Playbook365 scales with you. You can duplicate registration flows, create new seasons in minutes, and even manage multiple programs from one login. Plus, our service team is available 7-days a week to help you optimize your setup as your needs evolve.
What does your support look like during onboarding and beyond?
Our support team is hands-on and sport-specific — meaning we know exactly what club directors deal with. From day one, you'll have a dedicated onboarding specialist who will walk you through setup, customize your workflows, and be there to answer questions quickly, typically within 3 minutes. We're not a chatbot or a ticket queue — we're real people, and we stay with you as your club evolves.
Ready to simplify club management?
See Why Sports Organizers Choose Playbook365
Playbook365 has streamlined our registration and roster processes… and helped us bring the Prospect Wire experience to new places…”
Brian Werner
Prospect Wire & DS Sports
“Last year we used five or six different pieces of software, it was a nightmare. And (with Playbook365) this year was awesome!
Aaron Pridmore
Savannah Bananas Youth Banana Ball
“We’re running our memberships through Playbook365 now. These guys are awesome… always willing to answer (questions)!”
Chad Parker
Braves Country Baseball & Softball
Features to run your club with ease
Send Exclusive Invites
Select athletes to join your teams. Send exclusive invitations that include a trackable link to the registration process.
Staff Logins
Delegate specific tasks such as registration, rosters, scheduling, scoring, and finance by assigning custom permissions to each role.
Camps, tryouts and showcases
Individual registrations, share results on a public leaderboard, scout evaluations, draft players to teams and schedule games.
Team Store
Sell merchandise, parking, practice sessions, or gate admissions. Assign merchants to products for different events.
Control Memberships
Set division capacity limits and let teams join a waitlist. Restrict registration by making teams requesting an invite or password protect registration.
Integrate Housing
Connect your housing partner for seamless communications and a better overall customer experience.
