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Our software for associations, schools and non-profits
Fewer forms,
more stage time.
Members sign up, pay their fees and upload waivers and consent forms from their phone. The system keeps an eye on expiry dates and renewals. You approve with one click and get back to what the association is there for.
- 0
- paper forms to file
- 1 click
- to approve a sign-up
- 24/7
- course sign-ups and fees
FOR EVERY ORGANISATION WITH MEMBERS, FEES AND DOCUMENTS
Drama schoolsDance schoolsMusic schoolsCultural associationsChoirsBrass bandsDrama schoolsDance schoolsMusic schoolsCultural associationsChoirsBrass bandsDrama schoolsDance schoolsMusic schoolsCultural associationsChoirsBrass bandsDrama schoolsDance schoolsMusic schoolsCultural associationsChoirsBrass bandsDrama schoolsDance schoolsMusic schoolsCultural associationsChoirsBrass bandsDrama schoolsDance schoolsMusic schoolsCultural associationsChoirsBrass bands
Social clubsNon-profitsVolunteer associationsAmateur theatre groupsYouth workshopsCommunity associationsSocial clubsNon-profitsVolunteer associationsAmateur theatre groupsYouth workshopsCommunity associationsSocial clubsNon-profitsVolunteer associationsAmateur theatre groupsYouth workshopsCommunity associationsSocial clubsNon-profitsVolunteer associationsAmateur theatre groupsYouth workshopsCommunity associationsSocial clubsNon-profitsVolunteer associationsAmateur theatre groupsYouth workshopsCommunity associationsSocial clubsNon-profitsVolunteer associationsAmateur theatre groupsYouth workshopsCommunity associations
The problem
RUNNING AN ASSOCIATION MEANS
CHASING FORMS, NOT PROJECTS
01
Paper waivers
Forms signed by hand, photographed, lost in a folder or a chat.
02
Spreadsheets that don’t add up
Three versions of the same member list. None of them up to date.
03
Fees to chase
Transfers with blank references, cash at class, renewals nobody knows whether they’ve arrived.
04
Minors without consent
A youngster in the workshop without signed parental consent, and nobody notices.
Our promise
Zero
chasing.
Every member up to date,
every Monday.
- 1
Members do it themselves
They sign up for the course, pay the fee, upload waiver and consent. From their phone, whenever they like.
- 2
The system does the chasing
Expiry and renewal reminders go out on their own, once only, at the right time.
- 3
You decide
Approve with one click. Every Monday morning you know who isn’t up to date, with the Excel file ready.
How it works
FROM PAYMENT TO
ACTIVE MEMBERSHIP
01
They sign up and pay
02
They upload documents
03
The office approves
04
Membership active
STEP 01 OF 04
01
They sign up and pay
The member picks the fee or course and pays by card, Apple Pay, Google Pay, PayPal or Satispay. The account is created automatically with the first purchase.
02
They upload documents
Registration form, waiver, privacy consent and, for minors, parental consent, straight from the members’ area. No paper, no chats.
03
The office approves
A single email arrives with all the attachments and a link to the member’s record. Check it and approve with one click.
04
Membership active
The number is assigned automatically, in order. The member gets an email and the digital card on their phone becomes valid.
Try it here: this is the club office dashboard
CLICK, FILTER, APPROVE.
THE STUDENTS ARE MADE UP, THE REST ISN’T.
These are the students on a drama course. Try filtering those with expired or missing documents, then approve the pending ones: watch what happens to the numbers.
Your association · Club office
Status on Monday morning
- Active members
- 6
- Due for renewal
- 3
- Documents to check
- 3
- Expiring (30 days)
- 2
| Member | Course | Membership | Documents | Action |
|---|---|---|---|---|
| Giulia FerriNo. 2027-0148 | Adult drama | Active 2027 | Valid | |
| Sofia FontanaNo. — | Youth drama | Pending | To be checked | |
| Andrea GalliNo. 2027-0031 | Adult drama | Active 2027 | Expires in 9 days | Automatic reminder ✓ |
| Paolo FerrarisNo. 2026-0087 | Voice and diction | Due for renewal | Expired | Automatic reminder ✓ |
| Tommaso RivaNo. 2027-0060 | Youth drama | Active 2027 | To be checked | |
| Elena RinaldiNo. 2027-0054 | Improv | Active 2027 | Expires in 17 days | Automatic reminder ✓ |
| Chiara MarinoNo. 2026-0112 | Youth drama | Due for renewal | Missing | Automatic reminder ✓ |
| Luca MorettiNo. 2027-0077 | Adult drama | Active 2027 | Valid | |
| Irene TestaNo. 2026-0140 | Voice and diction | Due for renewal | Valid | |
| Davide ContiNo. 2027-0093 | Improv | Active 2027 | To be checked |
10 members in the list
Documents
EVERY FORM SIGNED,
EVERY DEADLINE UNDER CONTROL
You decide which documents are needed and for whom: we switch them on and configure them for your association. Members upload them from their area, with an expiry date where there is one; the office approves or rejects them, and the member is told why.
01
Waivers
For activities, trips and the use of photos and videos. Collected once, found again in one click.
02
Consent for minors
The parent uploads the signed consent for their child. Until it’s in, the office sees it in red.
03
Privacy
Consent to data processing, linked to the member’s record, with the date it was given.
04
ID document
With its expiry date: a month before, the member gets a reminder, and a second one on the day.
Courses and bundles
COURSE SIGN-UPS
WITHOUT REGISTERS
We set up courses, workshops and bundles with you, around your rules. Then they’re bought online just like a membership. Members see what they’re signed up to and how many sessions they have left; you see who’s on every course.
01
Online sign-up
Year-long courses, short workshops, weekend intensives: pick and pay from your phone.
02
Session bundles
Ten diction lessons, five singing lessons: sessions are deducted and members see how many are left.
03
Members-only courses
Only those with the right membership and documents in order can sign up.
Events and tickets
SHOWS, RECITALS
AND EVENINGS, WITH SEATS ALREADY PAID FOR
We switch on events around your rules: for each one you decide whether it needs registration or a ticket. People who book pay online and get a confirmation; the office has the list ready for the evening.
01
Recitals and shows
Tickets for family and friends, paid online, with a confirmation that arrives on its own.
02
Members’ events
Meet-ups, outings, general meetings: one-click registration, only for card holders.
03
Vouchers and discounts
QR vouchers to use at the door, discount codes for families and new members.
Automations
IT WORKS WHILE
THE OFFICE SLEEPS
Every morning the system checks the whole association and sends the right messages to the right people. Each reminder goes out once only: no spam, nobody to remember.
- Fee paid
- Creates the account, membership and course purchased. Confirmation to the member, notification to the office.
- Documents uploaded
- A single email to the office, with the attachments and a link to the member’s record.
- 30 days before
- Reminder to the member: a document is about to expire. And again on the day it expires.
- Every Monday
- Report to the office listing who isn’t up to date, Excel file attached.
- Renewal season
- Three reminders before the end of the year, only to those who haven’t renewed yet.
- Membership activated
- Email to the member: “Your membership is active”. At the end of the year old memberships expire on their own.
Beyond membership
A MEMBERSHIP
WORTH MORE
Members-only material
Scripts, sheet music, rehearsal videos: visible only to those on the right course.
One-tap renewal
At the end of the year members renew from their phone: fee, course and documents, without starting from scratch.
Several membership types
Full member, supporter, student: each with its own benefits and content.
Fees and services kept apart
Membership fees into one account, courses or shop into another, if you need it. A mixed basket splits itself.
Every payment method
Card, Apple Pay, Google Pay, PayPal and Satispay. Every payment is already linked to the right member.
Find anyone
By name, tax code, card number or phone. Eight ready-made filters and Excel export.
Security and privacy
MEMBERS’ DOCUMENTS
DON’T END UP IN A CHAT
- Everyone sees only their own
- Each member can only access their own data. The rule is written into the database, not just the pages.
- Files in private storage
- Waivers, consent forms and documents only open through temporary links that expire after an hour.
- Clear roles
- No member can mark themselves as up to date: every document starts out as “to be checked”.
Configured to fit
Your association isn’t a standard form. Nor is the software.
Configured to fit your organisation: we switch on only the parts you need. We set it up ourselves around your memberships and fees, your courses, the documents you need, the umbrella body or network you belong to, your brand and the members you already have.
It connects to everything else
START WITH YOUR MEMBERS.
ADD THE REST WHEN YOU NEED IT.
AI assistant
Conversly answers even at 11 pm
It learns course timetables, fees, rules and the events calendar and answers members and families on the website and on WhatsApp. It collects the details of anyone who wants to try a class.
Discover Conversly →Email marketing and CRM
Members land in the right list on their own
ClubRM connects to the platform you already use, and to any other that allows a connection with another app. Lists update on their own: active members, due for renewal, signed up to a course, booked for a show. A newsletter to everyone who hasn’t renewed yet, in one click.
- Brevo
- Klaviyo
- HubSpot
- Mailchimp
- ActiveCampaign
- your CRM
Website and e-commerce
One website, one basket, one account
Membership fee, course and recital ticket in the same purchase. We connect ClubRM to your website, or build you a new one: websites and e-commerce are what we do.
Websites and e-commerce →The next renewal
is handled by the system.
Thirty minutes on a video call: you tell us how you currently manage members, courses and documents, and we show you the dashboard live with your own rules.
Questions about ClubRM for associations, schools and non-profits
FREQUENTLY ASKED QUESTIONS
What is ClubRM for associations?
It’s the membership management software developed by Digital Runner, configured for cultural associations, drama, dance and music schools and non-profits. Members sign up, pay their fee, upload waivers and consent forms and renew from their phone; the office approves with one click and gets a list of who isn’t up to date every Monday.
Which documents can you collect?
Whichever you need: registration form, waivers, privacy consent, parental consent for minors, ID document. Each one can have an expiry date: the system reminds the member before it expires and the office can see straight away who isn’t up to date.
Does it work for courses too?
Yes. Year-long courses, workshops and session bundles are bought online just like a membership. Members see what they’re signed up to and how many sessions they have left, and the office sees who’s on every course.
What about shows and events?
Each event can have registration or a ticket, paid online, with a confirmation that arrives on its own. The attendee list is ready for the evening.
Do our existing members have to register again?
No. We bring in the member records you already have, even from an Excel sheet or an old website.
Is it the same software for everyone?
No. ClubRM is configured to fit each organisation: documents, courses, events and payments are switched on according to what you need. And it’s becoming a platform for more and more organisations: those who start today grow with it.
Does it handle receipts and tax obligations too?
No, ClubRM isn’t accounting software. It keeps members, fees, documents, courses and events in order, and every payment is linked to the right member: for everything else it connects to the tools you already use with your accountant.
How much does it cost?
It depends on how many members you have and what you need. We start with a live demo of the dashboard: we show you how it works with your rules and then send you a proposal.
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