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FAQs

Frequently asked questions

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President of clubs used to also hold mandates in larger companies. Therefore, it was often up to the secretaryto keep membership lists up to date, check payments, organize activities, etc. Nowadays, these highly occupied people work from several places with no fixed administration office. Consequently, these office spaces are no longer available for the use of associations and clubs. This creates the need for a digitalization of the Club Administration in which a few board members each take on a task that, given the automation, requires little time.

Do we pay for add-ons? Are there other additional fees?

The only fee you’ll pay, is the fee per member. No limitation on numbers (members, activities), transactions (transaction, marketing mails) or volumes (upload of photos or documents).

Is Klubs suited for any association?

Klubs offers solutions for all associations, from 7 to 7,777 members....Our solutions are particularly beneficial for larger associations, where tools such as Excel or WhatsApp groups can be insufficient. Or when sending hundreds of email is starting to become a problem: spam, emails that don’t arrive... Klubs provides a solution in the form of structured organization and various integrated tools. Certainly, for clubs that require financial reporting (publication of balance sheet, accounting) our product will minimize the workload.

What about GDPR?

Our tool was developed in full compliance with GDPR regulations. This is especially important for administrators as they will meet all legal obligations and limit risk and personal liability. All basic rules, such as consent, right of access and formal complaint are respected in each interaction. In addition, there is also the option of members choosing not to appear on an attendance list. For easy administration purposes we created a "forget button" that deletes all profile and personal information in one go. Finally, a central database where all personal data is stored for GDPR right of access and inspection.

Does a multi-club version exist?

Yes, it does. Klubs also works in a multi-club environment. You can create events visible to all clubs within the organization and apply the expertise search to all members.

Is there a limitation on the number of users?

There is no limitation on the number of administrative profiles: secretary, president, board members... Klubs provides an all-in-one platform, accessible via laptop and tablet, and allows easy teamworking between different administrators.

Is there an App?

The entire tool is responsive and therefore also available as a Web App for tablets and smartphones. This ensures identical functionality across platforms, a central (GDPR-compliant) data-base and direct implementation of possible specific developments.

Is there a startup cost?

The startup costs depend on the conversion process.
‍✓ Integration into an existing online environment.
✓ Conversion of existing membership files or manual online confirmation by members.
✓ Configuration (membership types, member groups, mailing modules) based on existing defaults / set by the secretary.
✓ Consulting on the general approach: simplification of the administration, accounting integration, VAT status, GDPR regulations.

Reporting

The reporting dashboard allows you to set several KPIs that will give an immediate overview of your clubs administration.
✓ Club dashboard: members, prospects, renewals, ...
✓ Member evolution over time
✓ Geographically and on an interactive map
✓ Activities, numbers, attendances,...
✓A log of all transactions within the tool

Does Klubs exist in other languages?

Klubs is built in a modern online platform environment and is a multi-lingual tool. (Dutch, French, English, Italian & Spanish).

We already have a CRM system. Does Klubs offer additional value?

Klubs can do more than your standard CRM system. First of all, Klubs is a full CRM system, but more elaborate as it provides additional fields for member profiles (unlimited in numbers and expanded types). Secondly, Klubs contains features for activities and events (create, publish, subscribe, waitlist, confirmation), to connect (biography, Klubs connect) and for all other communication (activities mails, marketing, blog news).

What about sponsors?

First of all, our Klubs CRM system provides you with a full demographic of your members with the profile meta fields. Secondly, you’ll be able to analyze members’ behavior while they visit the website, allowing you to be fully prepared before talking to potential sponsors. Finally, you can guarantee excellent sponsor visibility through Klubs communication features: newsletters, email marketing and banners...Plenty of options to keep your sponsors satisfied!

How can Klubs help with member engagement?

In addition to basic information, members have the option to include their biography and skills/experience on the platform. This allows them to connect with each other, make introductions and easily communicate without assistance from the club administration. All this fully GDPR compliant.

Is the demo free?

The set-up and the online demo are free of charge. We communicate the costs upfront, but they only take effect once you decide to partner up with Klubs.

What if some of my members are very set on their privacy?

Each member can decide for themselves what privacy settings they prefer. Visibility can be allowed or restricted: member list, public profile, biography or profile picture. Also the profile meta fields also allow for different privacy settings.

Do we require an installation period and/or training?

This is possible, but not necessary. We are happy to assist you for the conversion process, set-up and training. But we also have clients that set up the platform and introduced members themselves.

What about online payments?

Receive payments for your events and memberships easily through Mollie. Easy, reliable and cost effective. Mollie only requires transaction fees and no subscription fees, in other words: you only pay when you use it.

From disorder to Klubs in 6 steps.

Step 1 : Set-up

Step 2: Configuration

Step 3 : Release

Step 4: Activities Calendar

Step 5 : Live

Step 6 : Management

Frequently asked questions