Club board and leadership
Found and set up a club, members, roles, events, finances, documents and data protection duties.
Privacy
- Data protection duties of the leadership: DPA, imprint and protective settingsWhat you must do for your club's data protection as leadership: accept the contract, imprint, access and data breaches.Basic (free)
- Retention and deletion periods in the club at a glanceThis overview shows when CLUP.life deletes data automatically and what the club must keep itself.Basic (free)
Events
- Add a calendar subscription (iCal from Google, Outlook or your municipality)CLUP.life fetches the events of an iCal calendar automatically and shows them as read-only events of your club.Basic (free)
- Availability plan “Who can when?” for standby and deploymentMembers voluntarily report when they can be reached; the leadership sees a traffic light per hour against the target strength, without anyone being monitored.Basic (free)
- Change an event, invite people or cancel the eventYou change time, place or settings of an event, invite members individually or cancel the event; everyone who accepted is notified.Basic (free)
- Create an event (recurrence, registration, spots, fee, visibility)You create an event in two steps: first time and place, then participation, fee and visibility.Basic (free) · With video
- Create, assign and tick off tasksThe leadership creates to-dos with a due date; adults take free tasks or have them assigned and tick them off.Basic (free)
- Duties and helper planning (cake sale, set-up, till)You create duties with the number of people needed, and members sign up as long as spots are free.Premium
- Invite to the general assembly (check the deadline, delivery log)The invitation assistant checks the deadline from your bylaws, sends the invitation with read confirmation and keeps a delivery log.Basic (free) · With video
- Manage the participant list, waiting list and attendanceYou see who accepted and who is on the waiting list, tick off after the event who attended – or let members check in with a code.Basic (free)
- Offer a public calendar for the club websiteThe public calendar shows only events with the visibility “public” — to subscribe to and to embed on the club website.Basic (free)
- Offer a trial session for interested people without an accountFor a public event you enable a registration page where people without an account sign up with name and email for limited spots.Basic (free)
- View and print the annual planThe annual plan shows all events, regular meetings and expiring offices of the year by month at a glance.Basic (free)
Communication
- Create a photo album and approve photosThe leadership creates albums for festivals, trips or events; members upload photos, and if you wish they are shown only after approval.Basic (free)
- Create a poll (find a date, choice, yes/no, scale, free text)You gather opinions or find a date: choose the poll type, the audience and when results become visible – anonymous if you wish.Basic (free) · With video
- Distribute posts to social networks and recruit membersYou connect your club’s accounts once; afterwards a single switch in the post field makes the post appear on Mastodon or Bluesky as well.Basic (free)
- Evaluate a poll, fix the date and close the pollYou see the results, fix the winning date for a date poll or close the poll.Basic (free)
- Publish a notice on the notice board (with read confirmation)The leadership announces invitations, notes and decisions; important notices can be pinned and given a read confirmation.Basic (free) · With video
- Write a post in the club and approve postsMembers write posts in the news section; if you wish, the moderation approves posts before publication.Basic (free)
- Write, vote and propose events in the club and group chatIn the chat of your club or group you write to each other, vote with a chat poll and propose events.Basic (free)
Membership
- Accept or decline membership requests and manage blocksPeople who apply by request wait for your decision; here you accept or decline requests and lift blocks.Basic (free)
- Invite members (invitation, link and QR code)You invite new members by email, by account identifier or with an invitation link and QR code for notice boards and messengers.Basic (free) · With video
- Invite members by address list or CSVYou paste a list of email addresses or upload a CSV file; each person gets an invitation and decides for themselves.Basic (free)
- Member list, changing roles and removing membersIn the member list you search for people, change their role, assign offices or remove and block them.Basic (free)
- Membership with an end date (school year, calendar year, child)Support and parent associations let memberships end automatically at the end of the school year, the calendar year or when the child leaves.Basic (free)
- Set up the membership form (questions and consents)You decide which questions and consents people answer when joining, for example “I have read the bylaws”.Basic (free)
Roles and offices
- Assign offices and roles (board, treasurer, coach …)You create offices with a term, assign them to members and give the office roles that bundle exactly the rights needed.Basic (free) · With video
- Create a handover folder and brief your successorFor each office you record instructions, a checklist, deadlines and contacts, and release them to the successor before taking office.Basic (free) · With video
- Create custom roles with freely chosen rights (Premium)If the standard catalog is not enough, you create your own roles or copy a standard role and adapt it.Premium
Finances
- Create a donation appeal and follow pledgesHow to start an appeal with a target and bank details so members can make non-binding pledges.Basic (free)
- Create membership fee claims and record incoming paymentsHow to create the annual fee for all members and keep track of who has not paid yet.Basic (free)
- Create the grant report for funding applicationsHow to get the annual figures for funding applications (age groups, events, attendance) as a printout or CSV.Premium
- Issue donation receipts (tax acknowledgements)How to record donations received, prepare receipts as drafts and issue them with consecutive numbers.Basic (free) · With video
- Non-profit assistant: annual check, ledger and cash auditHow to run the annual check, record income and expenses in the ledger and let the cash auditors add a note.Basic (free)
- Receive payments: set up the club's Stripe accountHow to set up your own Stripe account for your club so that sponsors can pay directly.Basic (free)
- SEPA direct debit, payment matching and remindersHow to create a direct debit file for your online banking, match incoming payments and remind members of overdue fees.Premium · With video
- Sponsors and partner offers: create packages and decide on requestsHow to win local sponsors, create sponsorship packages and decide on requests.Premium
- Team cash box: keep a penalty catalog and team fundHow to keep the books for penalties, deposits and expenses of a team fund.Premium
Documents
- Document directory: provide bylaws, forms and regulationsHow to store bylaws, fee rules and application forms as a file or link and control who sees them.Basic (free)
- File storage: folders, permissions, versions and storage spaceHow to create folders, decide per folder who may read and change, and keep an eye on storage space.Basic (free) · With video
- Hold digital votes and electionsHow to open a motion or an election with quorum, majority and deadline, open or secret.Premium
- Prepare election minutes and register filingHow to turn an election into checked election minutes with a PDF and a checklist for the notary appointment.Basic (free)
- Write, release and approve meeting minutesHow to record meetings and assemblies and decide who may read the minutes.Basic (free)
Awards
- Create and award certificates and badgesHow to create badges and certificates such as “Seahorse” or “City marathon” and award them to members.Basic (free) · With video
- Record honors and prepare anniversariesHow to record honorary pins and honorary members and see who has a round membership anniversary.Basic (free)
Trips and camps
Visibility
Premium
Interfaces
Admin
- Add the club imprintClubs and associations with a public page need an imprint; you enter it on the “Imprint” page.Basic (free)
- Child protection register: record criminal-record checks and follow-upHow to record who has shown an extended certificate of good conduct and keep deadlines in view without collecting copies.Basic (free)
- Create a club or associationCreate the page for your club or association on CLUP.life in five short steps and invite the first members.Basic (free) · With video
- Create facilities, halls and rooms and let members book themHow to make rooms and grounds of your club bookable and decide on requests.Premium
- Create groups, departments or clubs under your own clubYou create departments, sections, scout troops or teams as groups so that events and posts land where they belong.Basic (free)
- Delete a club or group permanentlyHow to delete an organization with all its content and what is still retained afterwards.Basic (free)
- Edit club settings and master data (logo, cover image, joining)Here you maintain name, description, logo, cover image, contact, joining rule and visibility of your club.Basic (free) · With video
- Evaluations and annual report for the club leadershipHow to see membership development, activity and fee status as charts without individuals becoming identifiable.Premium
- Export data: member list, events and club archiveHow to back up club data as CSV or JSON, for example for the cash audit, a grant application or a backup.Basic (free)
- Get your club verified by an association or city (seal)An association or municipality confirms that your club belongs to it; in return your club receives a green seal.Basic (free) · With video
- Manage and lend equipmentHow to record tents, technology or toys with stock and let members borrow them.Basic (free)
- Objecting to a takeoverIf someone wrong took over your club page, you object, or, as the previous administration, you identify yourself again.Basic (free)
- Record and evaluate attendanceHow to keep an attendance list at an event and evaluate the year for funding applications.Basic (free)
- Take over a pre-filled club pageIf your club already appears on CLUP.life with public details, you take over the page with a code only the club receives.Basic (free)
- View the administration log, export it and undo changesHow to see when who managed what in your club and undo certain changes in a targeted way.Basic (free)
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