STRATEGY & DATA
Gym marketing: how to win and keep members
Gym marketing doesn't end with the new-year campaigns. Winning and keeping members takes concrete tools: a well-kept Google Business Profile, a…
Our software for sports clubs
Less paperwork,
more sport.
Members pay, upload documents and renew from their phone. The system keeps track of certificates and deadlines. You approve with one click and focus on the sport.
- 0
- chasing certificates
- 1 click
- to approve a member
- 24/7
- sign-ups and payments
FOR EVERY SPORT WITH REGISTERED MEMBERS AND CERTIFICATES
RunningAthleticsSwimmingVolleyballTennisYouth footballBasketballGymsRunningAthleticsSwimmingVolleyballTennisYouth footballBasketballGymsRunningAthleticsSwimmingVolleyballTennisYouth footballBasketballGymsRunningAthleticsSwimmingVolleyballTennisYouth footballBasketballGymsRunningAthleticsSwimmingVolleyballTennisYouth footballBasketballGymsRunningAthleticsSwimmingVolleyballTennisYouth footballBasketballGyms
Ski clubsTriathlonCyclingMartial artsDanceRugbyPadelMulti-sport clubsSki clubsTriathlonCyclingMartial artsDanceRugbyPadelMulti-sport clubsSki clubsTriathlonCyclingMartial artsDanceRugbyPadelMulti-sport clubsSki clubsTriathlonCyclingMartial artsDanceRugbyPadelMulti-sport clubsSki clubsTriathlonCyclingMartial artsDanceRugbyPadelMulti-sport clubsSki clubsTriathlonCyclingMartial artsDanceRugbyPadelMulti-sport clubs
The problem
RUNNING A CLUB MEANS
CHASING PAPER, NOT ATHLETES
01
Certificates on WhatsApp
Blurry photos, files lost in chats, deadlines jotted down by hand on a sheet of paper.
02
Spreadsheets that don’t add up
Three versions of the same member list. None of them up to date.
03
Bank transfers to reconcile
Blank references, cash at the pitch side, fees nobody knows whether they’ve been paid.
04
Athletes on the start line without cover
A certificate expires and nobody notices. The club is responsible.
Our promise
Zero
chasing.
Every member up to date,
every Monday.
- 1
Members do it themselves
They pay, upload forms and certificate, renew. From their phone, whenever they like, even at night.
- 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 pay online
02
They upload documents
03
The office approves
04
Membership active
STEP 01 OF 04
01
They pay online
The member picks a membership and pays by card, Apple Pay, Google Pay, PayPal or Satispay. The account is created automatically with the first purchase: no registrations to chase.
02
They upload documents
Registration form, ID photo and medical certificate, straight from the members’ area. No emails, 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 MEMBERS ARE MADE UP, THE REST ISN’T.
Try filtering the members whose certificate has expired, then approve a pending certificate: watch what happens to the numbers.
Your club · Club office
Status on Monday morning
- Active members
- 6
- Due for renewal
- 3
- Certificates to check
- 3
- Expiring (30 days)
- 2
| Member | Membership | Certificate | Action |
|---|---|---|---|
| Giulia FerriNo. 2027-0148 | Active 2027 | Valid | |
| Marco BelliniNo. 2027-0012 | Active 2027 | To be checked | |
| Andrea GalliNo. 2027-0031 | Active 2027 | Expires in 6 days | Automatic reminder ✓ |
| Paolo FerrarisNo. 2026-0087 | Due for renewal | Expired | Automatic reminder ✓ |
| Sara ColomboNo. — | Pending | To be checked | |
| Elena RinaldiNo. 2027-0054 | Active 2027 | Expires in 13 days | Automatic reminder ✓ |
| Chiara MarinoNo. 2026-0112 | Due for renewal | Missing | Automatic reminder ✓ |
| Luca MorettiNo. 2027-0077 | Active 2027 | Valid | |
| Irene TestaNo. 2026-0140 | Due for renewal | Valid | |
| Davide ContiNo. 2027-0093 | Active 2027 | To be checked |
10 members in the list
Medical certificates
NO EXPIRED CERTIFICATE
GOES UNNOTICED
The member uploads a PDF or a photo with its type, competitive or non-competitive, and expiry date. The office gets an email with the file attached: they approve or reject it, and the member is told why.
01
30 days before
Reminder to the member: the certificate is about to expire.
02
On the expiry date
Second reminder: the certificate has expired and needs renewing.
03
Every Monday
Report to the office listing who isn’t up to date, Excel file attached.
04
Nobody signs themselves off
Every certificate starts out as “to be checked”: only the office can mark it as valid.
Automations
IT WORKS WHILE
THE OFFICE SLEEPS
Every morning the system checks the whole club and sends the right messages to the right people. Each reminder goes out once only: no spam, nobody to remember.
- Order paid
- Creates the account, membership and service 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: the certificate 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 between November and December, 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 training
The month’s training plans, visible only to those with the right membership: a reason to choose the higher tier.
Races and results
Bib number, time and result for every race, on the member’s page.
Session bundles
Personal training and classes: sessions are deducted and the member sees how many are left.
Gift vouchers and discounts
QR vouchers to redeem at the desk, discount codes for beginners and families.
Association and company kept apart
Membership fees into one account, shop and services into another. 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.
Proven in the field
This isn’t a demo.
It runs a real club.
It’s used every day by Base Running, a running club in Turin with an amateur sports association and a shop: memberships, certificates, payments and the members’ area all go through ClubRM.
- 638
- accounts moved over from the old website, passwords included: no member had to register again
- 3
- membership types, each with its own benefits and members-only content
- 2
- legal entities, the sports association and the company, on one website with one basket
- 4
- payment methods, from card to Satispay
Security and privacy
MEMBERS’ HEALTH DATA
DOESN’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
- Certificates and forms only open through temporary links that expire after an hour.
- Clear roles
- No member can promote themselves or mark themselves as up to date: every certificate starts out as “to be checked”.
Configured to fit
Your club isn’t a standard form. Nor is the software.
Configured to fit your club: we switch on only the parts you need. We set it up ourselves around your memberships, your governing body, your forms, 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 the club’s rules, fees, timetables and deadlines and answers members and families on the website and on WhatsApp. It collects the details of anyone who wants to try a session.
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, entered in a race. 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, official kit and race entry 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 handle memberships today, and we show you the dashboard live with your own rules.
Questions about ClubRM for sports clubs
FREQUENTLY ASKED QUESTIONS
What is ClubRM for sports clubs?
It’s the membership management software developed by Digital Runner, configured for sports clubs. Members sign up, pay, upload their certificate and 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 sports is it suitable for?
Any club with registered members, fees and medical certificates: running and athletics, swimming, volleyball, tennis, youth football, gyms, ski clubs, multi-sport clubs. We configure it around your memberships, your governing body and your forms.
Do our existing members have to register again?
No. We bring in the member records you already have, even from an old website. For Base Running, 638 accounts were moved over with their passwords: they work just as before the first time members log in.
How are medical certificates handled?
The member uploads a PDF or a photo with its type and expiry date. The office gets an email with the file and approves or rejects it, and the member is told why. The system reminds the member 30 days before the expiry date and on the day itself, and every Monday sends the office a report of who isn’t up to date.
Does it connect to our newsletter and CRM?
Yes. ClubRM connects to the email marketing platform you already use, such as Brevo, Klaviyo, HubSpot or Mailchimp, and to any other that allows a connection with another app. Lists update on their own: active members, due for renewal, entered in a race.
What if the club doesn’t have a website?
We’ll build it. Websites and e-commerce are what we do: membership pages, shop, calendar of races and events, all connected to ClubRM with one basket and one account.
Is it the same software for everyone?
No. ClubRM is configured to fit each club: memberships, certificates, races, courses 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.
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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