Club and school administration

Members, attendance and invoices in one system.

ClassManager keeps your members and classes, records attendance per session, and bills exactly what was actually attended.

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Dashboard showing member, group and class counts, the attendance rate, the outstanding amount, the next sessions and a monthly revenue chart.

The situation

The spreadsheet does not know who turned up last Tuesday.

Member lists live in a spreadsheet, attendance on a sheet of paper in the kit bag, and who owes what gets added up by hand at the end of the quarter. It costs evenings, and it goes wrong the moment somebody attends two classes and was ill for half of them. ClassManager makes those three filing systems into one.

Structure

Groups, classes, members, and who belonged when

Classes are organised into groups and run on a recurring weekly schedule. Members are enrolled per class with a start and an end date, so a March billing run cannot suddenly include somebody who only joined in April.

Admin, Teacher and Member roles; teachers see only their own classes
Billing per session or as a flat monthly price, set per class
Age ranges with automatic transition into the successor class
CSV import and export, bulk operations, archiving instead of deleting
Billing groups: a family or a couple get one combined invoice

Member list with name, contact, role and validity period, and above it the search box, filters and the import and export actions.

Calendar and attendance

Recorded where it already lives: in the calendar

Month and week views, colour-coded by group. Clicking a session opens its attendance list, and what is recorded there is the basis of the invoice. There is no second place where the same thing has to be entered again.

Your own attendance statuses, each flagged billable and/or counting as attended
Add guests, cancel individual sessions, assign substitute teachers
Holidays as date ranges, globally or per group, with a per-session override
Export attendance

Calendar in month view: sessions as coloured entries, colour-coded by group, with the time and the class name.

Attendance entry for one session: the list of enrolled members with the selectable statuses, and the option to add guests.

One session, one list

The attendance list for a single session: every enrolled member, one status each. What is marked billable here goes into the next invoice, and nothing else does.

Swiss QR-bill

A payment part the bank accepts

The recorded sessions become a PDF invoice with a compliant Swiss payment part, receipt slip, account and amount included. The line items are the sessions that were actually attended, not a flat figure somebody estimated.

Payment part and receipt per the Swiss Implementation Guidelines
Line items from the billable attendances, plus any ad-hoc items
Download individually or as a ZIP, or send straight by email

Shown with the test IBAN CH56 0483 5012 3456 7800 9 and an invented club.

The Swiss payment part of the generated PDF invoice: on the left the receipt slip with account, payable-to and payable-by addresses and the amount; on the right the payment part with the Swiss QR code and the same amount.

The payment part of the same invoice. The amount matches the totals line above it, because both are computed from the same line items.

Payments and dunning

Partial payments, reminders, dunning levels

Payments are recorded on a ledger per invoice. Paid, outstanding and the payment state are derived server-side from it, and the invoice flips between sent and paid on its own as payments cover the amount or a credit re-opens it.

Partial payments with a value date and a reference
Dunning levels with their own title, fee and template per language
Overdue is computed, never set: from the due date and the payment state
Invoices as a ZIP for the post, or individually by email

One month of the invoice list: total billed, paid and outstanding at the top, then the filters for month, year, status, member, class and group. The list interleaves paid, sent and overdue invoices, each with its number, member, amount, status, due date and period.

Reporting

What actually took place

At the end of the season somebody wants to know how full the classes were, who kept missing them, and what the teachers are owed. It is already in the system and only has to be asked for.

Attendance report: Summary figures with breakdowns by status, class and member, over a period you choose.
Teacher pay slips: Generated from the schedule, cancellations and substitutions, with manual adjustment lines and a flag when a draft has gone stale.
Export: All of it as CSV, for the bookkeeper, the auditor, or simply for the file.

Reports page with attendance summary figures and breakdowns by status, class and member, plus the period filter and the CSV export.

Delivery and record

What went out, and exactly how it was worded

Invoices, dunning notices and broadcasts go out over SMTP straight from the application. Each document stores the subject, body, sender and recipient exactly as they were sent. Templates change, but what was sent stays reconstructible.

Broadcast to members, classes or whole groups, with Markdown and attachments
The recipient count is resolved and shown before anything is sent
Each address is delivered individually, so one bad address never blocks the rest
Three tabs: sent mails, sent invoices, sent reminders

Mail page: the compose area at the top with recipient picker, Markdown message and attachments; below it the history with tabs for sent mails, invoices and reminders, and a per-recipient status.

Access

Roles, languages and the first run

Three roles, five languages, and a wizard that creates the account and the club on first start. Teachers see only their own classes; members see only themselves.

Interface in five languages

Deutsch
English
Français
Italiano
日本語

Three roles: Admin, Teacher and Member. Enforced at route and data level, not merely hidden from the menu.
First run: A wizard creates the first administrator account and the club in one step, then closes itself off.
The manual is inside: A full user guide lives in the application itself, in German and English.

Would this fit your club?

Tell us how you keep members and attendance today and where it hurts. You will get an honest read on whether ClassManager is the right tool for it.

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