What the product can do — and what it cannot do yet
Thirteen areas. Each is written at its true scope: what it does, where it stops and what remains handwork alongside it. The limit sits in the same breath as the capability, not in fine print beneath it.
The list of what the product cannot do yet is not hidden at the bottom of the page. It is a chapter like any other, and a button leads to it.
sample view · demo club The screens on this page are drawn with the demo club’s sample data. They are not a screenshot of a real club and they are not statistics.
Index of areas
Members and families
A member, a person and a guardian are three different things, so a child can be in several groups without existing twice in the records. Everything the club knows about them hangs on one record.
- Guardians and contacts
Several guardians per member; the primary guardian holds the account and gives the consents. The emergency contact is its own field.
- Four typed consents
Photos for club use, public photo publication, processing of health data, and notifications. Each records who gave it and when; none is given by default.
- Health as structured fields
Allergies, conditions and medication — not free text in a note.
- Notes stay with the club
Notes about a member live on the member, not in the coach’s notebook. When the coach leaves, they stay with the club.
Who sees this. Today every coach in the club can read health data, not only the coach of the child’s group. How this stands is written in the Permissions area and in full on the page Security & GDPR →
Nik Zupan U11U13 active
- Guardians
Ana Zupan — primary, account holder
Marko Zupan - Emergency
Ana Zupan · 041 000 000
- Consents
photos, club use health data public posting — not given
- Health
Allergy: peanuts · Medication: inhaler in the bag
- Note
Grandmother drives him on Tuesdays. Visible to the admin only.
Sample view. A member in two groups is one record with two assignments — and counts once on the invoice too.
Schedule
Sessions are created as a series, not as twenty-five manual entries; a week is copied with a preview, and a cancellation applies to a single session or to the series onward. On every change the system shows the clashes first.
| Session | Group | Venue | Coach | Status |
|---|---|---|---|---|
| Mon 17.00–18.15 | U9 | Hall A · left half | M. Kos | to copy |
| Mon 18.30–20.00 | U13 | Hall A · left half | T. Perko | clash: venue |
| Tue 17.00–18.15 | U11 | Hall B | M. Kos | to copy |
| Tue 17.00–18.30 | U15 | Hall A | M. Kos | clash: coach |
| Wed 18.00–19.30 | U15 | Hall A | T. Perko | to copy |
| 21 sessions to copy · 2 clashes | awaiting confirmation | |||
Sample view. Clashes are checked by venue and by area within it, by coach and by group. Until you confirm, no session is created.
Who learns of a cancellation, and when. Cancelling marks the session as cancelled — in the club schedule, in the parents’ app and in the calendar feed they subscribe to. Whether a notice also goes out is your choice, cancellation by cancellation: you tick it and may add a sentence. If you do not tick it, nobody is told — it is off by default, and that is worth knowing in advance. When you do send it, it arrives as a push notification, with e-mail as the fallback for parents who have not installed the app.
Attendance without signal
In the basement, in the hall and at the pool the phone often has no connection. The coach still marks attendance to the end; the records wait in a local queue and leave on their own when the connection returns.
- A local queue
What is marked saves to the device immediately, without waiting for the server.
- A 24-hour window
The queue tries to sync itself and stays valid for twenty-four hours — enough for the session, the drive home and the first network on the way.
- Idempotency
If the same record leaves twice, one remains. On a conflict the last record wins. Nothing duplicates and nothing is lost.
- Progress, not just attendance
The coach ticks a skill, rates it on the club’s own worded scale or records a measurement, and adds a line of praise. The parent sees their child’s progress in their app, gets a push for a new praise and a summary once a week. No comparison between children, no league tables, no exams.
Attendance also feeds the reports by group and period — Reports ↓
- Maša Kos · saved
- Nik Zupan · queued
- Val Novak · absent · queued
- Zoja Hribar · queued
- Ela Zupan · queued
offline recording locally · 4 queued
Sample view. The coach finishes the session without chasing signal; the member list and health notes are available offline too.
Fee plans
A fee plan hangs on a group and is billed monthly. A member gets an assignment to a plan with a from–to validity, and the sibling discount is computed as a percentage of the fee, not as a fixed deduction.
- A fee plan per group
Every group has its own price; the same group can have several if the period differs.
- A sibling discount in per cent
Separate for the second child and for the third onward. When it would stack with another discount, the larger one applies, not both.
- Validity lives on the assignment
A child moves to another group mid-season: the old assignment ends, the new one starts. The invoice history stays untouched.
Where this stops. A fee plan has no season window — there is no “valid September–May” field. Seasons are switched via member assignments, an end-of-season task rather than a toggle. For many clubs that is fifteen minutes once a year; but it has to be said up front.
- Monthly U9 · 28.00 €
group U9 · monthly · active
- Monthly U11 · 32.00 €
group U11 · monthly · active
- Monthly U15 · 38.00 €
group U15 · monthly · active
- Sibling discount
second child −10 % · third onward −15 %
- Assignment · Nik Zupan
Monthly U11 · valid from 1 Sep 2026
Sample view. Amounts are sample values; the discount is always a percentage of the fee, never a fixed euro amount.
Invoices and payments
The billing run adds up all of one payer’s children across all their groups into a single document for the period. It carries the membership fee, one-off charges and the discount, and is paid with a UPN QR pay slip or by card — either way against the same invoice and into the same record.
| Item | Member | Period | Amount |
|---|---|---|---|
| Monthly membership fee | Nik Zupan · U11 | Jul 2026 | 32.00 € |
| Monthly membership fee | Ela Zupan · U9 | Jul 2026 | 28.00 € |
| Sibling discount · 10 % | Ela Zupan | Jul 2026 | −6.00 € |
| Winter camp Pokljuka | Ela Zupan · one-off | Jul 2026 | 45.00 € |
| Due by 15 Jul 2026 | 99.00 € | ||
A UPN with a QR code, reference SI12.
The parent scans the code in their banking app. Or picks card payment in the app — same invoice, same reference, same record.
Sample view. The QR code is drawn as an illustration, not as a valid payment order. Card payment runs through Stripe and requires the club to set that part up; without it, UPN remains.
An issued invoice cannot be deleted
A correction is a document, not a “delete” key. A cancelled amount returns to the records and can go onto a new invoice.
- INV 118 · issued · 1 Jul
- STORNO 118-S · 3 Jul
- CREDIT NOTE 118-D · −18.00 € · 3 Jul
- INV 141 · corrected · 3 Jul
Every event on an invoice — issue, reminder, payment, storno — has its own timestamped entry.
One-off charges on the same invoice
A camp, a trip, a jersey or a tournament fee is added to the member and lands on the same document as the membership fee — not as a second pay slip.
A charge can also be added from a single session, cancelled before issue, or issued immediately without waiting for the billing run.
Sequential invoice numbers run without gaps; the number is created at issue, not at draft.
Reminders: by hand, or on their own
The overdue reminder is a one-click bulk action with an “at least this many days overdue” filter. Every invoice carries a counter of how many times it has been reminded.
You see overdue invoices sorted by age of debt, with the payer’s contacts on every row.
Automatic dunning is off by default; the club switches it on itself. It sets the interval between reminders, the upper limit and the send hour. The review shows what goes out and what is held — with a reason on every invoice (no e-mail address, limit reached, too soon, weekend). The manual button stays, and is uncapped.
What this area does not have. The product does not execute direct debits today — you can only record that money arrived that way; the rail is built and waiting to be switched on at the payment provider. There is no direct link to an accounting package; the invoice journal and the payment journal leave the system as CSV. How this holds up to a board and an accountant is set out on For the board →
You set the payer per child — including when the parents are separated. The payer may be one of the guardians, or someone who is not a guardian at all: an employer, a municipality, a sponsor. One payer carries any number of children and receives a single consolidated invoice for them.
Sign-ups of new members
The club publishes a public link or prints a QR code for enrolment day; the parent fills in the application without an account and without a password. The application lands in an approval queue, where someone from the club approves it, returns it for completion, or rejects it.
| Child | Guardian | Requested group | Received | Status |
|---|---|---|---|---|
| Ela Zupan | Ana Zupan | U9 | 4. 9. | awaiting confirmation |
| Lan Hribar | Eva Hribar | U11 | 4. 9. | returned for completion |
| Vid Kos | Marko Kos | U13 | 3. 9. | approved · member |
| Enrolment day · public link and QR code | 3 applications | |||
Sample view. The parent gets an e-mail when the application is received and again on approval, return for completion, or rejection. An approved application becomes a member with a guardian, not a manual retype.
An approval queue and a waiting list are two different things — the product has both. A division can carry a place limit: the form tells a parent it is full before they choose it, and how many are ahead of them. A full division does not refuse a registration — who is in the club is the club’s decision. When a place frees, the club sees who is next, ordered by submission time; approving is one click and stays a human decision. Rejected registrations delete themselves after the retention window.
Announcements
You write an announcement once and choose who receives it: the whole club, selected groups, the people at one session, or staff. Parents see it in the app and also get a push notification — and if the device does not receive it, an e-mail.
- Audience targeting
The club, selected groups, the people at a session, or staff. Check the recipients in a preview before you publish.
- Pinning to the top, with an expiry
A pinned announcement stands above all others until you unpin it or the pin expires.
- Drafts and scheduled publishing
Prepare an announcement in advance and set when it goes out. Edits after publishing leave a trail.
- Who has seen it and who has not
Every announcement carries a read count and a list of those who have not seen it yet — with the guardian’s phone number, so you can call those five.
How the notice reaches a parent. First a push notification to the device where the parent installed the app; if they do not open it within half an hour, or have notifications switched off, an e-mail follows. Each parent sets in their profile what they want to receive and their quiet hours (21.00–7.00 by default); urgent notices ignore quiet hours. On iPhone push only works when the app is installed to the home screen — which is why e-mail is part of the path, not a stopgap.
What of this the parent sees and what it costs them: For parents →
- Saturday’s tournament moved
pinned Meet at 8.30 in front of the hall, not at 9.00. · 12. 9.
- September membership payment
Invoices are issued; the deadline is 15 Sep. · 11. 9.
- Looking for two parents for the snack bar
Shifts are open in the Volunteering tab. · 9. 9.
- Season sign-ups are open
Forward the link to neighbours and classmates. · 2. 9.
Sample view. An announcement targets the whole club or selected groups, a session or staff; besides appearing in the app it also goes out as a push notification, with e-mail as the fallback.
Volunteers
The club posts shifts — snack bar, officials’ table, transport, setup — and the parent signs up with one tap in the app. The family sees its hours against the club’s season goal.
- Shifts with slots
Every shift has a time and a number of slots; a shift can be tied to a group or open to the whole club.
- A fairness view
How many hours the family has done and what the club’s goal is. The purpose is recognition, not pressure.
- No penalties by design
In this part of the product there is no path that would penalise a family or bill unworked hours. This is not an omission — it is a decision.
- Snack bar · 8.00–11.00
2 of 2 slots taken full
- Officials’ table · 9.00–13.00
1 of 2 slots 1 free
- Transport U11 · 7.30
3 of 3 slots full
- Zupan family
6 hours this season · club goal 8 hours
Sample view. Signing up is one tap, and so is backing out while the shift is open.
White label
Parents see your club, not us: the crest, the club colours and the address
klub.youthstack.io. The installed app’s icon is drawn from the club logo, and the club gets its own manifest, so the app on the home screen carries its name. Included at every club size, at no extra charge.
klub.youthstack.io
You pick the label at setup and it is then permanent; configuring the subdomain is part of the setup we do.
in the works The club’s own domain.
Calendar feed (iCal)
The family subscribes to the schedule in Google or Apple Calendar and never retypes it again. The feed refreshes itself, including when a session moves or is cancelled.
- Your own link, not a public calendar
The link is tied to the guardian and the member and shows only their sessions. Reissuing it invalidates the previous one.
- No app needed
The calendar works for grandparents who will never install the app.
webcal://klub.youthstack.io/koledar/…
- Tue 17.00
U11 · Hall B
- Thu 17.00
U11 · Hall B
- Sat 9.00
U11 · tournament— cancelled
Sample view. A cancellation shows in the calendar at the next refresh; the calendar sends no notification on its own.
Permissions
Access is closed by default: every screen and every deep link requires its own permission, and whatever is not explicitly allowed is refused. There are five roles — club admin, treasurer, coach, parent and member; roles add up, so the same person can be both treasurer and parent.
The treasurer sees invoices, payments, receivables and the roster they bill. They do not see health data and cannot change members, staff or club settings — which is exactly why the role exists: nobody needs full access just to keep the books.
| Access | Club admin | Coach | Parent |
|---|---|---|---|
| Members and contacts | whole club | own divisions | own children |
| Health data | whole club | own divisions | own children |
| Attendance | whole club | own divisions | own children |
| Schedule | whole club | whole club (for clash detection) | own children |
| Invoices and payments | whole club | no | own invoices |
| Club settings and roles | whole club | no | no |
The “member” role is meant for older members without a guardian and sees its own data. There is no “treasurer” role — finances are run by the club admin.
A coach sees the members of their own divisions — and only those. Personal and health data, attendance and by-name reports are limited to the divisions a coach is assigned to; a refused attempt to read health data is recorded. A coach not yet assigned to any division sees no members at all — closed by default here too.
The club schedule stays fully visible, because clash detection is only correct against every session; name-free club reports and volunteer shifts stay club-wide. The same is stated on Security & GDPR, in the privacy policy and in the data-processing agreement.
Reports
Six views the board and the coaches actually need. Each is drawn from the same records created during the year — nothing is retyped and nothing is produced specially for a report.
- Overview
The club’s state on one page: members, upcoming sessions, issued and open invoices.
- Attendance
By group and by period, for any date range. It is also the source of the lists a club needs at the end of the season.
- Finance
Receivables by age (0–30 / 31–60 / 61–90 / 90+) by payer with contacts, and the structure of payments by method.
- Membership
By group, by age band, and arrivals and departures in the period.
- Volunteers
Hours worked by family against the club’s season goal.
- At risk
Members whose attendance is quietly stalling — while the departure can still be prevented.
Where this stops. Reports give the numbers and the basis behind them; the product does not fill in the Sports Institute or Sports Foundation forms itself in the works. Two journals leave the system as CSV today — the invoice journal and the payment journal; and an administrator downloads the whole club in one action as a ZIP of CSVs. In detail, row by row: For the board →
Moving data — in, and out
Your member list enters the system as pasted CSV with a fixed seven-column header. We do the migration at setup: you send the spreadsheet as it is, we read it and align it with this header.
The other direction is a one-action export: an administrator downloads the whole club as a ZIP of CSVs — members, guardians, consents, schedule, attendance, invoices and payments. Health data sits in its own file, because it is a special category of personal data. A parent or member downloads their own copy themselves. No request, no fee and no waiting on us.
| first_name | last_name | birth_date | group | guardian_first_name | guardian_last_name | guardian_email |
| Nik | Zupan | 2015-04-11 | U11 | Ana | Zupan | ana.zupan@primer.si |
| Ela | Zupan | 2017-09-02 | U9 | Ana | Zupan | ana.zupan@primer.si |
Sample view. The import first runs dry and shows what would be created; only then do you confirm it. The same guardian on two children becomes one family with one payer, not two records.
Stated honestly. This is not “Excel import”: there is no uploading of an .xlsxfile, no column mapping in the interface and no automatic guessing of what each column is. That is exactly why the migration is part of setup and not the secretary’s homework. How much of your time it takes is on Demo →
What the product cannot do yet
This list is shorter than we would like and longer than it is pleasant to write. It stands here because it is the only way your first month of use serves you no surprise you could have learned before signing.
in the works we are working on this — no date and no “soon” no we do not intend to promise this
- Direct debit (SEPA)
in the works The rail is built, but no debit goes out yet — it is waiting on SEPA being enabled at the payment provider. Today you can record that money arrived by direct debit. Once it works, the payer will give and withdraw the authorisation themselves.
- SMS
in the works The product sends no message over this channel.
- Belts, levels and gradings
no The skills catalogue is not a grading system and we do not intend to turn it into one — the product keeps no scores, league tables or promotion criteria. You still prepare the exam list from the attendance report.
- Venue cost and utilisation
no Venues and areas exist for clash detection. We do not track slot cost or utilisation percentage.
- A direct link to accounting software
no There is no software integration; two journals leave the system as CSV.
See this on your own club
Thirty minutes, on your groups, your fee plans and your member list. We do the data migration; setup takes ≈ 75 minutes of your time, spread over four days.
If you cannot find something above, ask — we will tell you what exists today.
What differs per sport: Sports →