Class schedule, capacity limits and waiting lists for groups
You set up each group’s weekly schedule, set the capacity limit and decide what happens when spots run out. Klubownik enrols the next person from the waiting list on its own when someone drops out.
Core features in every plan · 30 days free, no card
In short
The schedule in Klubownik consists of sessions assigned to groups: the day of the week, times, room and validity dates. For each group, you set a capacity limit and choose what happens once it is reached: you block sign-ups, keep a waiting list or accept people over the limit. When a spot frees up, Klubownik enrols the first person from the waiting list in the group and notifies them. You mark cancelled classes in the Calendar, and the participants’ guardians get an email.
How it works
You create groups
Name, location, age category and capacity limit. You add locations with an address and a map link in the settings.
You build the schedule
For each group, you add sessions: day, times, room and validity dates. You assign the instructor in Instructor Schedule.
You set the sign-up rules
Once spots run out, the group blocks sign-ups, keeps a waiting list or accepts people over the limit — you set this separately for each group.
You respond to changes
You cancel individual classes in the Calendar and add days off as schedule exceptions. The participants’ guardians get an email.
What you get
Group schedule
Weekly sessions with times, room and validity dates. Staff see them in the Calendar, and parents in their panel’s calendar.
Capacity limit
On the group list, you see taken spots, groups with no free spots and interested people from recruitment. The limit applies to all sign-up methods.
Waiting list
You turn it on in the group settings. When a spot frees up or you raise the limit, Klubownik enrols the first person in the queue and notifies the parent.
Exceptions only with a reason
If the group does not accept sign-ups over the limit and you add someone manually, you confirm the exception and choose its reason. Without that, the limit will not be exceeded.
Cancelled classes and days off
You cancel classes in the Calendar, including several sessions at once, and add public holidays in Schedule exceptions. The guardians of the group’s participants get an email.
Schedule widget for your website
In Embeds & Links, you copy the schedule code and paste it into your own website. The widget shows days, times, groups and instructors.
Good to know
- The waiting list is disabled by default — once spots run out, a new group blocks sign-ups. You turn on the list in the settings of each group separately.
- The room is a description attached to a schedule session. Klubownik does not book rooms and does not check whether two groups train in the same room at the same time.
- The waiting list applies to group sign-ups. Classes with sign-ups for individual sessions are a separate feature, disabled by default.
Frequently asked questions
What happens when someone leaves a group with no free spots?
If the group has a waiting list, Klubownik enrols the first person in the queue in the group and sends a notification. The same happens after you raise the limit. You can also accept a selected person from the list manually.
Can parents have the schedule in their phone calendar?
Yes. In the panel calendar, the parent selects “Add classes to your phone calendar” and adds the link to Google Calendar, Apple Calendar or Outlook. The file contains their family’s classes, without cancelled sessions.
Can parents choose the group for their child themselves?
The sign-up form suggests groups based on the date of birth if the groups have age categories. You enable group changes by the parent in the panel in the participant settings — this is disabled by default.
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.
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