Run your sports club on a system the next committee can pick up
The Sports Club Management Kit gives volunteer committees every file for the whole job: members and fees, teams and fixtures, coaches and volunteers, safeguarding, matchday safety, facilities and kit, money, sponsors and the AGM.
- A 20-sheet Club Workbook: settings, fee bands, member register with consent flags, payments, arrears, teams, fixtures and results, coaches and volunteers with check and training expiry, training sessions with ratio checks, facility bookings, kit and equipment, incidents, budget against actual, sponsors, membership and team summaries and three dashboards
- A 9-sheet Membership Fee and Season Budget Calculator that sets fair fees from real costs, secure income and agreed weights
- 4 fillable PDF forms (10 pages): registration with medical and photo consent, coach and volunteer application, incident and injury report with a welfare concern record, and matchday checklist with season reviews
- A club handbook and AGM pack, a safeguarding policy starter with 5 codes of conduct, 47 club messages, a sponsorship package, 30 AI prompts and a 7-page clubhouse print pack
The Sports Club Management Kit · Bodhih Pro Kits · 265 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do you run a grassroots sports club well?
Give every committee role an owner and a back-up, plan the season backwards from fixed dates, register every member with consent, set fees from real costs, publish selection criteria, recruit coaches safely with a trained welfare officer, record incidents, keep two signatures on money and hand over at the AGM. The Sports Club Management Kit from Bodhih Training has a file for each step.
Want the full free guide first? Read How to Run a Grassroots Sports Club: A Committee Guide.
You already feel the problem. Here is what it is costing you.
Everything lives in three people's heads
The register is on one laptop, the bank on one phone and the constitution in one loft. When a volunteer steps down, the club starts again from scratch.
Fees chased awkwardly, or not at all
Nobody is sure who has paid. Reminders go into the team chat, families who are struggling stay quiet, and the treasurer spends weekends matching transfers.
Selection rows and lost players
Criteria nobody has seen, teams posted without a word to those left out, and a group chat that turns on the captain. Good players drift to other clubs.
Safeguarding and safety by memory
Who has an in-date check? Who is the first aider today? What happens after a head knock? When the answers depend on one person, the club is exposed.
Picture the next few weeks with the kit open beside you.
Picture the next committee meeting. Before it starts, you open the Club Workbook and the Dashboard shows who is registered, how many came back from last season, which fees are still owed, which coaches need a check renewed and which player is waiting for return-to-play clearance. The agenda writes itself, and the meeting finishes in an hour.
As the season runs, the work sits in the right places. Registration goes out with the consent pack. Captains post teams after messaging anyone left out, using the words in the message library. The matchday card sits in every kit bag, and when a player takes a knock, the coach knows the rule: if in doubt, sit them out.
Then imagine the AGM. You open the season review, read the numbers from the KPI card, present a fee proposal the calculator can explain line by line, and hand each new officer a checklist instead of a shoebox.
Whether you start with the welfare poster tonight or the member register this weekend, every file is ready for you to use, and each one is built to be handed on.
20 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Sports Club Management Kit (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: sports club map
The whole club job in twelve steps with the file for each, your first hour, brand it in five minutes, your first week and a 30/60/90 day plan.
Club Workbook
20-sheet club workbook: settings, fee bands, member register with consent flags, payments, arrears, teams, fixtures and results, coaches and volunteers with check expiry, training sessions and attendance, facility bookings, kit and equipment, incidents, budget against actual, sponsors, two summaries and three dashboards.
Membership Fee and Season Budget Calculator
9-sheet calculator: season costs with contingency, secure other income, expected members and fairness weights, the full adult fee and every category fee, change from this season, and what-if scenarios for membership and sponsorship.
Membership registration and consent pack
Three-page fillable pack: membership registration with fees and declarations, medical and emergency information (consent-based, only what coaches need), and photography and media consent with clear choices.
Coach and volunteer application
Two-page fillable form: application with role, experience, qualifications, references and self-declaration, then the club's own recruitment record (interview, references, background check, safeguarding training, induction and sign-off).
Incident and injury report
Two-page fillable form: incident and injury report with a suspected-concussion section that follows your governing body's protocol, and a separate welfare concern record that goes straight to the welfare officer.
Matchday checklist and season review
Three-page fillable form: a home matchday checklist (before, during and after), an end-of-season team review for captains and coaches, and the committee's end-of-season review.
Club handbook and AGM pack
Brand-ready club handbook (welcome, purpose, committee roles, fees, season, selection, club rules, communications, discipline, money controls, data notice) plus the AGM pack: notice, agenda, nomination form, report outlines, minutes template, resolutions, handover checklist and a constitution checklist.
Safeguarding policy starter and codes of conduct
Brand-ready safeguarding and welfare policy starter in ten sections (follow your governing body first), plus 5 codes of conduct: adult players, junior players, parents and carers, coaches and volunteers, and spectators.
Club message library
47 ready-to-adapt messages in 10 groups: registrations, fees, selection news done kindly, fixture changes and weather cancellations, volunteer calls, welfare and concussion follow-ups, facilities, sponsor approaches, AGM notices, discipline and inclusion.
Sponsorship package template
Brand-ready sponsorship pack for local businesses: one-page club summary, six package tiers, covering letter, plain-words agreement summary and a season report outline for renewals.
Worked example pack: a cricket club's season
One fictional composite club (three adult teams, four junior age groups and a softball group) through the main files: settings, membership and retention, fees and arrears, a filled registration form, a selection decision, a filled concussion incident report, fee setting, budget, volunteers and an AGM report.
AI prompt pack for sports clubs
30 tool-agnostic prompts grouped by the 8 parts of the club job, each with what to paste in and what to check, plus the data and human review rules (no data on minors in AI tools).
Selection, discipline and safety decision card, with mistakes clubs make
20 'if this happens, do this' rules for selection, discipline, safety, money and people, plus 14 common club mistakes and what to do instead.
Numbers that matter: club KPI card
The 13 numbers a club runs on, each with its meaning, exact formula, where it lives in the workbook and what to do if it moves.
Club rules by country (October 2026)
Dated reference for the UK, US, India, Australia, Canada, Singapore and other regions: safeguarding frameworks, volunteer checks, concussion guidance, club structures, tax and data, plus insurance basics.
Club season calendar
40 dated club jobs across a full year, from the planning meeting and registration through fixtures, fee chasing, the junior festival, the season review and the AGM to the officer handovers. Import into Google Calendar, Outlook or Apple Calendar and shift the dates to your season.
Club task board
45 club jobs across the year with list, stage, owner role, labels and notes, ready to import into Trello, Asana, Notion, Planner or Jira.
Clubhouse print pack
7 A4 pages for the clubhouse wall and kit bag: welfare and who-to-call poster, matchday checklist card, code of conduct posters for players, parents and coaches, incident card and kit store card.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 20 files plus a one-click ZIP
- E-book
- 64 pages
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion, Planner
- Best for
- Volunteer committees of amateur, community and grassroots sports clubs, adult, junior or mixed, in any sport
- Currency and sport
- Any currency, any sport: set once on the Settings sheet
The Club That Runs on Three People
Why clubs that run on three people's memory need a simple shared system, and the seven-stage season loop.
Purpose, Structure and the Committee
Purpose, the constitution, affiliation, committee roles with back-ups, the two-signature rule, conflicts of interest and one-hour meetings.
The Season Plan, Calendar and Communications
Building the season backwards from fixed dates, one channel for news, consent for photos, and AI for admin with a human review rule.
Members, Categories and Fees
The membership funnel, clear categories, setting fees from real costs with fairness weights, registration with consent and chasing fees kindly.
Teams, Fair Selection, Fixtures and Results
Squad cover, written and published selection criteria, telling people privately, fixtures and results, and a fair discipline procedure.
Coaches and Volunteers
The volunteer ladder, the personal ask, safe recruitment of coaches, session ratios with two adults, recognition and succession.
Safeguarding and Welfare
Recognised safeguarding standards in several countries, the welfare officer, everyday safe practice and responding to a concern.
Matchday Safety: First Aid, Concussion and Incidents
Matchday checks, first aid, concussion with 'if in doubt, sit them out', incidents and near misses, and weather rules.
Grounds, Facilities and Kit
Facility bookings and utilisation, hiring out, the kit inventory and safety checks, maintenance and insurance in general.
Club Money, Sponsors and Grants
Budget against actual, the cash book and bank reconciliation, bar and events, sponsors with real benefits, grants and tax in general.
Inclusion, Retention and the Pathway
Removing barriers for groups you are missing, measuring retention, the junior-to-senior pathway and the fresh start of each season.
The AGM, the Handover and the Next Season
Running an AGM in an hour, filling roles early and handing over well.
The Committee Meeting in Ten Items
A ten-item, one-hour committee meeting agenda driven by the Dashboard.
Plain-Words Glossary
Plain-words definitions of the terms used in the kit.
Not just reading. Tools you will actually open again.
E-book
- The Sports Club Management Kit e-book: about 9,700 words, ten chapters, six diagrams, a one-hour committee agenda and a plain-words glossary
Start here
- 00-Start-Here-Sports-Club-Map: the whole club job in twelve steps with the file for each, your first hour, brand it in five minutes, your first week and a 30/60/90 day plan
Workbooks
- Club Workbook (20 sheets): settings, fee bands, member register with consent flags, payments, arrears, teams, fixtures and results, coaches and volunteers with check and training expiry, training sessions with ratio checks, facility bookings, kit and equipment, incidents, budget against actual, sponsors, membership and team summaries and three dashboards
- Membership Fee and Season Budget Calculator (9 sheets): inputs, costs, secure other income, members and fairness weights, fee setting, proposed fees by category, scenarios and summary
Forms
- Membership registration and consent pack (3 pages)
- Coach and volunteer application (2 pages)
- Incident and injury report (2 pages)
- Matchday checklist and season review (3 pages)
Word templates
- Club handbook and AGM pack: handbook, notice, agenda, nomination form, report outlines, minutes, resolutions, handover and constitution checklists
- Safeguarding policy starter and codes of conduct: a ten-section policy starter and 5 codes (adult players, junior players, parents and carers, coaches and volunteers, spectators)
- Club message library: 47 messages for registrations, fees, selection, fixtures, volunteers, welfare, facilities, sponsors, the AGM and inclusion
- Sponsorship package template: club summary, six package tiers, covering letter, agreement summary and season report
- Worked example pack: a fictional cricket club's season through the main files
- AI prompt pack for sports clubs: 30 prompts with what to paste in and what to check
Cheat sheets
- Selection, discipline and safety decision card with mistakes clubs make: 20 rules and 14 mistakes
- Numbers that matter: club KPI card with 13 numbers, formulas and actions
- Club rules by country (October 2026): safeguarding, checks, concussion, structures, tax, data and insurance basics
Print pack
- Clubhouse print pack (7 pages): welfare and who-to-call poster, matchday checklist card, players', parents' and coaches' code posters, incident card and kit store card
Calendar and import
- Club season calendar (.ics): 40 dated club jobs across a year
- Club task board (.csv): 45 jobs for Trello, Asana, Notion, Planner or Jira
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- Set up a committee where every role has an owner, a back-up and a handover
- Keep one member register with consent, fees, balances and renewals
- Set next season's fees from real costs and explain them to members
- Pick teams with published criteria and tell people kindly and privately
- Recruit and track coaches and volunteers safely, with checks, training and ratios
- Run matchdays with checks, first aid, a concussion rule and incident records
- Track the budget against actual, sponsors and grants with two-person controls
- Hold an AGM in an hour and hand the club on in better shape
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Team Building & Collaboration
Take the assessment →AssessAll assessmentFrontline Safety Leadership Judgment
Take the assessment →AssessAll assessmentBudget & Resource Allocation Reasoning
Take the assessment →JobularyUse the fresh-start effect to reset a goal (Jobulary)
Make it a growth plan →A taste of Chapter 4
Fair does not mean everyone plays every week. It means the rules are known in advance, applied consistently and explained kindly. 1. Write the criteria before the season: for example availability over recent weeks, training attendance, current form, the balance of the side and development needs. Juniors in younger age groups usually get a fair share of playing time across the season; older age groups move gradually towards merit. 2. Publish them in the handbook and at the first training session. 3. Name the selectors. Anyone with a conflict (a relative or close friend in contention) declares it and steps out of that decision. 4. Tell people privately first. Before the team goes up, the captain messages anyone left out who might expect to play, with one honest reason and what happens next. 5. Offer a conversation, in person, with the availability record in hand.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Member register | A list of names in a spreadsheet | Register with categories, age groups, consent flags, fee lookups, balances, renewals and an arrears view |
| Fees | Last year's fee plus a guess | A calculator from real costs, secure income and fairness weights, with scenarios |
| Safeguarding | A policy copied from somewhere | A starter that defers to your governing body, five codes, check and training expiry, a welfare poster and a concern record |
| Selection | Not covered | Criteria, a decision card and messages for telling people kindly |
| Matchday safety | A generic risk form | Matchday card, incident report with a concussion box, and a return-to-play flag in the workbook |
| Handover | A shoebox | An AGM pack, officer handover checklist, season calendar and task board |
Made for you if…
- Volunteer chairs, secretaries and treasurers of amateur and community sports clubs
- Welfare officers, membership secretaries and fixtures secretaries
- Club coaches and team managers who run junior or adult sections
- Founders setting up a new club or a new junior section
- Committees taking over a club that has run on one or two people's memory
- Clubs in any sport: cricket, football, hockey, badminton, tennis, netball, swimming, running, martial arts and more
Probably not for you if…
- Large public festivals and fairs open to the wider public (they need a dedicated event-safety plan with your local authority)
- Charity fundraising campaigns and formal charity boards (see The Fundraising Campaign and Event Kit and The Nonprofit Board Governance Pack)
- Anyone looking for legal, safeguarding, medical or tax advice: the kit helps you organise good practice and points you to the bodies to check
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Build the system once, then hand it on
Open the Club Workbook, type your club's name on Settings and put the welfare poster up tonight. Whether you start with the member register this weekend or the fee calculator before your next committee meeting, every file is ready for you to use today.
Personal licence for the buyer's own use (and use with your own club's committee, coaches, volunteers and members where the kit says so). Please don't share or resell the files. Team, league, governing body and company licences: solutions@bodhih.com.
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Individual development plans that start from evidence and stay yours.
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The Sports Club Management Kit: FAQs
Read the free guideAlready bought? Resend my linkCan I use this with my committee, coaches and volunteers?
Yes. Use every file with your own club's committee, coaches, volunteers and members under the personal licence: print the forms and posters, send the messages and share the workbook with your officers. Company, league, governing body and multi-club licences are available from solutions@bodhih.com.
Does it work in my country?
The method works anywhere, and the workbook uses whatever currency, dates and rules you type on Settings. The dated rules sheet covers the UK, US, India, Australia, Canada and Singapore, with pointers for other regions. Safeguarding schemes, club law, tax and data rules need checking locally with your governing body and adviser.
Does it work for my sport?
Yes. The sample club plays cricket, but every sheet, form and template works for football, hockey, badminton, tennis, netball, swimming, running, martial arts and other club sports. Rename the teams, age groups and facilities on the workbook.
Is the safeguarding policy ready to adopt as it is?
No template should be adopted without checking. Your governing body almost certainly publishes its own safeguarding policy and procedures; use theirs first and use the starter to check for gaps. The kit is educational and is not legal or safeguarding advice.
How much should a sports club charge for membership?
Work it out from the season's real costs, a contingency, any surplus you want, and the income you are sure of, then share what is left across categories using weights the committee agrees. The calculator does the arithmetic and shows what happens if membership falls.
How do I pick teams fairly?
Write the criteria before the season, publish them, name the selectors, have anyone with a conflict step out, and tell people who are left out privately before the team goes up. The decision card and message library cover the hard moments.
What should we do about concussion?
Adopt the principle used in UK and Australian grassroots guidance, 'if in doubt, sit them out': remove the player, do not let them return that day, and return only through your governing body's graduated protocol. The kit is not medical advice; follow your protocol and health professionals.
Can we use AI with it?
Yes, for drafting messages, newsletters, minutes and sponsor proposals. The prompt pack has 30 prompts with what to check. No member data goes into public AI tools, nothing about children ever, and a named person checks every output before it is used.
How can I measure my starting point?
If you want to measure your starting point, AssessAll offers related assessments sold separately: Team Building & Collaboration, Frontline Safety Leadership Judgment and Budget & Resource Allocation Reasoning. They suit committee members who lead volunteers, make safety calls and manage a club budget.
How do I turn this into a development plan?
Use the kit's 30/60/90 day plan for the club, and for your own goals as a volunteer leader, Jobulary's guide to the fresh-start effect shows how to use a new season as a natural moment to reset a goal: jobulary.com/blog/fresh-start-effect-reset-a-goal.
How much does The Sports Club Management Kit cost?
₹999 including 18% GST for buyers in India, or $29 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
