Software for running an art studio and art classes
Age-based groups with capacity limits, make-up classes, a private photo gallery for parents, workshops with sign-ups, fees and announcements.
All core features in every plan · 30 days free, no card
In short
Klubownik is software for running an art, theatre or ceramics studio: age-based groups with capacity limits, make-up classes, a private photo gallery for parents of selected groups, workshops and day camps with sign-ups, fees and announcements. The studio uses the core features included in every plan — there is no separate module. The first 30 days are free, no card.
What you get
Groups by age
Age categories for groups. The sign-up form suggests the right group based on the child’s date or year of birth.
Capacity and waiting list
Each group has a capacity limit. Once it’s full, you either block sign-ups or turn on a waiting list — when a spot frees up, Klubownik enrols the first person in the queue and notifies them.
Make-up classes
Once make-up classes are enabled, the parent reports an absence in the panel and picks a make-up slot from the schedule. The system checks free spots, the validity period and the monthly limit.
Camps, day camps and gallery
Sign-ups for camps and day camps with a deposit and a PDF registration form (paid by bank transfer), plus a private photo gallery for parents of selected groups.
Fees, passes and siblings
Monthly, half-yearly and yearly fees, joining fees and class passes. New charges are created automatically and, once enabled, the system calculates the sibling discount.
Announcements and notifications
Announcements to the whole club, a group or a location go out by email and in the app. Notices about cancelled classes and schedule changes reach parents automatically.
How it works in your club
Class sign-up
A parent leaves an enquiry or signs their child up through a form that suggests a group based on date of birth. Enquiries land in Recruitment.
Groups and schedule
Each group has a time slot, a venue, a capacity limit and an instructor. Parents see their child’s class calendar in their panel.
Attendance and absences
The instructor takes attendance on the phone, and the parent reports an absence in the panel. Once make-up classes are enabled, the parent picks the make-up date themselves.
Fees and contact
Charges are created automatically every period, the parent pays by bank transfer with a ready reference or online, and announcements and schedule changes reach parents automatically.
Frequently asked questions
Can I show parents the children’s work?
Yes, in the club’s private gallery: albums for all members or only for selected groups. Staff add the photos, and parents view them in the panel.
Can I sell materials for classes?
Yes, in the club shop: products with variants, a members’ price and on-site pick-up. There is no order shipping.
Can I organise workshops for adults?
Yes. You add a workshop as an event with capacity, a sign-up deadline and a fee — also for people from outside the studio.
What wording does the panel use?
The admin panel uses sports club vocabulary, such as “Training Groups” and the “Coach” role — you can’t change these names. You name groups, classes and passes yourself, you can change the content of emails in the templates, and the parent and participant panel speaks neutrally about classes and instructors.
How much does Klubownik cost?
Plans differ by the limit of active participants, text messages and file storage — the features are the same. Monthly prices incl. VAT: Starter PLN 49 (up to 50 participants); Standard PLN 99 (up to 150 participants); Pro PLN 179 (up to 500 participants). Paying yearly costs less, and the first 30 days are free, no card.
How do I move my data and get started?
You upload the list of participants and guardians from Excel or CSV: missing groups are created automatically, duplicates are detected and you can undo the import for 72 hours. We help with onboarding free of charge — a questionnaire, club setup and data import.
Is there an app for parents?
Parents use the panel in the browser and can install it on their phone like an app. In Poland, Android users can also get the Klubownik app on Google Play. On iPhone, notifications work after adding the panel to the home screen.
Ready for professional club management?
Create your club and try Klubownik with your own club’s data. The first 30 days are free.
No credit card required • Core features and an industry module for 30 days, up to 500 participants