Online enrolments
Rec, kindy gym, squads and holiday programs enrolled online with payment, medical info and photo consent.
Gymnastics club software: classes, squads & waitlists
Gymnastics clubs: classes full, waitlists moving. Fewer spreadsheets, more cartwheels.
The waitlist is a spreadsheet with 400 names. A volunteer treasurer chases term fees and parents ask at pickup how their kid is going on bars. We build enrolment, billing, squad and skill tracking systems for gymnastics clubs that keep families informed and the office calm. Then we host them and look after them.
Looking for gymnastics club management software that handles classes, squads and waitlists?
A gymnastics club is a few businesses under one roof. There's a kids activity provider with hundreds of rec and kindy gym enrolments. There's a high-performance program with squad hours that change every season. There's a competition club juggling entries, judges and fundraising. Most clubs hold it all together with a booking app that half fits, a waitlist spreadsheet, a Facebook group and a committee running on fumes.
Wollopit builds custom gymnastics club software around how your club actually runs. Waitlist places get offered automatically when a spot opens. Term fees go on a plan and the reminders send themselves. Coaches tick off skills on an iPad on the floor and parents see the progress in an app. Squads, makeups and comp entries all live in one place. We work alongside Gymnastics Australia registrations, connect the tools you like and host the lot on our own servers.
01The problems
What we hear from gymnastics clubs
Does your gymnastics club have these problems? Here's how we'd fix them.
Most clubs we talk to have brilliant coaches and a waitlist longer than the beam. The admin usually falls on two people and a spreadsheet. It works fine until term enrolment day.
- The problemWaitlists in spreadsheetsHundreds of names across a dozen classes. Spots get offered one phone call at a time while the place sits empty for weeks.How we fix itAn online waitlist by class, age and level. When a spot opens the next family gets an offer with 48 hours to accept.
- The problemTerm enrolment day meltdownRe-enrolments open at 7pm, the booking page falls over and the office phone rings for three days.How we fix itCurrent gymnasts re-enrol first, then siblings, then the waitlist. Staged windows mean nobody crashes the website.
- The problemTerm fees chased by volunteersThe treasurer spends nights sending reminder emails and checking bank deposits against a list.How we fix itTerm billing with upfront or weekly plans, automatic reminders and failed-payment retries reconciled into Xero.
- The problemParents don't know how their kid is goingEvery pickup turns into a five-minute chat about whether Mia is ready for the next level.How we fix itCoaches tick off skills on the floor and parents see them in an app with badges and level progress.
- The problemSquad hours always changingComp season adds hours, school holidays move sessions around and the timetable lives in a group chat.How we fix itSquad timetables by group, attendance on a tablet and changes pushed to families by SMS and app.
- The problemMakeup class headachesA sick kid misses Tuesday and the makeup gets sorted by email. Sometimes it never gets sorted.How we fix itFamilies log an absence and book a makeup in any class with a free spot. Credits expire on your rules.
- The problemCompetition entries by handEntry forms, levels and fees collected on paper, then retyped into the comp portal.How we fix itComp entries online with fees paid at entry. You get a list per comp with gymnast details ready to enter.
- The problemCoach rosters and ratiosCoaches swap shifts by text and nobody's sure the Saturday kindy class meets ratio.How we fix itCoach rosters matched to classes with ratio checks plus alerts before accreditations and Blue Cards expire.
- The problemTrial classes that go nowhereFamilies book a free trial, love it and then never hear back.How we fix itTrial bookings that follow up automatically with a class offer and an enrolment link.
- The problemIncident reports in a drawerA bump on beam gets written on a paper form that ends up in a filing cabinet.How we fix itIncident and injury reports on a tablet. Parents get notified and records are kept for insurance.
- The problemDiscounts and vouchers on a calculatorSibling discounts, FairPlay vouchers and multi-class deals worked out by hand for every family.How we fix itDiscount rules that apply themselves at checkout, with vouchers tracked against each gymnast.
02What we build
Solutions
What we build for gymnastics clubs. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Waitlist manager
Waitlists by class, age and level with automatic offers, accept deadlines and sibling priority.
Term billing & payment plans
Upfront or instalment plans, direct debit, card retries and invoices synced to Xero or MYOB.
Skill tracking
Level-based skill checklists coaches tick off on a tablet, with progress shared to parents.
Parent app
Timetables, absences, makeups, invoices, skill badges and club notices in one app.
Squad management
Squad groups, training hours, attendance and coach notes in one place.
Makeup classes & credits
Absences logged online and makeups booked into free spots. Credits expire on your rules.
Competition entries
Entries, fees, levels and gymnast lists per comp, with entry reminders and results stored.
Coach rosters & compliance
Rosters by class, ratio checks, accreditation tracking and Blue Card expiry alerts.
Holiday programs & parties
School holiday clinics and birthday parties booked online with deposits and waivers.
Uniforms & merch shop
Leotards, club tracksuits and comp gear ordered by size with pickup at the gym.
Incident reports
Injury and incident forms on a tablet with parent notifications and records kept for insurance.
Volunteers & fundraising
Volunteer rosters for hosted comps, fundraiser tracking and duty hours per family.
A website that tumbles
Hand-built and quick on mobile. It shows live class availability and takes waitlist signups. Built to rank for 'gymnastics near me'.
03The systems
The big ones
Your whole club, on one system.
These are the systems gymnastics clubs ask us about most. Each one works on its own. They get properly clever when they're joined up.
Enrolments & waitlists
A spot opens. The next family gets the offer.
Every class shows its live capacity and has a waitlist sorted by age, level and the date each family joined. When someone drops out the next family gets an offer by SMS and email. They pay to accept and the class is full again by morning.
- Rec, kindy gym and squad classes
- Waitlists by age and level
- Automatic offers with accept deadlines
- Sibling and re-enrol priority
- Staged re-enrolment windows
- Medical and photo consent at signup
- Trial classes with follow-ups
- Live availability on your website
- Class capacity and coach ratios
Term billing
Term fees that collect themselves.
Families choose to pay the term upfront or on a weekly or fortnightly plan when they enrol. Reminders go out on their own and failed cards retry automatically. Everything lands in Xero so the treasurer gets their evenings back.
- Upfront or instalment plans
- Direct debit and card payments
- Sibling and multi-class discounts
- FairPlay and state voucher tracking
- Automatic reminders
- Failed-payment retries
- Pro-rata for mid-term starts
- Synced to Xero or MYOB
- Overdue list for the committee
Skill tracking & parent app
Parents see the progress. Coaches skip the pickup chat.
Coaches tick off skills on a tablet during the session against your level checklists. Parents see badges, level progress and coach comments in the app. Timetables, absences and invoices live there too.
- Level checklists for rec and squads
- Tick off skills on a tablet
- Badges and certificates
- Coach comments per gymnast
- Progress reports each term
- Ready-for-next-level flags
- Parent app for iPhone and Android
- Absences and makeups in the app
- Notices and push alerts
Squads & competitions
Squad hours and comp season, finally organised.
Each squad gets its own timetable and training hours, with attendance taken on the floor. Comp entries collect details and fees in one go. Volunteers get rostered for the club's own comp and results stay on each gymnast's record.
- Squad timetables by group
- Attendance on a tablet
- Training hours per gymnast
- Timetable changes pushed by SMS
- Comp entries with fees
- Comp lists ready for entry
- Results history per gymnast
- Volunteer rosters for hosted comps
- Squad fees and comp levies
Coaches & compliance
Right coaches, right ratios, every session.
Coach rosters are built around the class timetable with a ratio check on every session. Accreditations, first aid and Blue Cards are tracked and flagged before they lapse. Incident reports go on the tablet instead of in the drawer.
- Rosters matched to classes
- Ratio checks per session
- Shift swaps with approval
- Accreditation tracking
- Blue Card and WWCC expiry alerts
- First aid certificate tracking
- Incident and injury reports
- Parents notified after incidents
- Hours ready for payroll
04How it changes
Before and after
Term enrolment day, wolloped.
Here's how enrolment week could look different. Every club is different, so we map yours first.
Before
- Waitlist spreadsheet sorted by hand
- Families phoned one by one to offer spots
- Bank deposits matched against a list
- Treasurer chases unpaid fees for weeks
- Parents ask at pickup how their kid is going
- Makeups sorted by email when someone remembers
After
- Current gymnasts re-enrol first in their own window
- Open spots offered to the waitlist automatically
- Fees paid at enrolment or on a plan
- Reminders and retries happen on their own
- Skill progress already in the parent app
- Makeups booked online into free spots
05Services
Everything under one roof
Software, websites and systems for gymnastics clubs.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for gymnastics clubs
Built around how your gymnastics club actually runs: online enrolments, waitlist manager and the admin in between, in one system you own.
Websites for gymnastics clubs
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Gymnastics club system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for gymnastics clubs
Term billing & payment plans and skill tracking: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect GymNet, iClassPro and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your gymnastics club, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We work alongside Gymnastics Australia registrations, connect the tools you rely on and replace the ones holding you back.
- GymNet
- iClassPro
- Stripe
- Square
- Xero
- MYOB
- Ezidebit
- GoCardless
- Mailchimp
- Twilio SMS
- Google Calendar
- Google Workspace
- Microsoft 365
- Deputy
- YouTube
- Canva
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your gymnastics club: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at the front desk on enrolment day, on the floor with coaches and with the committee. Then we work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your classes, levels, squads, waitlists, billing, coaches, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before next term's enrolments.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things gymnastics clubs ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it work with Gymnastics Australia's registration system?
Yes. Members still register and get insured through GymNet. We work alongside it and handle the club-level enrolments, waitlists, billing and skill tracking.
Can waitlist offers really go out automatically?
Yes. When a spot opens the next family in line gets an offer by SMS and email with a deadline. If they don't accept in time it moves to the next family.
Can parents see their child's skills?
Yes. Coaches tick off skills during class and parents see progress, badges and comments in the app. You choose what's shared and when.
Can families pay term fees in instalments?
Yes. Families can pay upfront or on weekly or fortnightly plans by card or direct debit. Reminders and retries are handled for you and everything syncs to Xero or MYOB.
We already use iClassPro or another booking system. Do we have to switch?
No. If it's doing its job we build around it and add whatever's missing, like skill tracking, the parent app or comp entries. If it's holding you back we'll show you what replacing it involves before anything changes.
How much does a gymnastics club system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a waitlist or makeup booking can be quick. Bigger systems are planned in stages so you get the first win early, ideally before next term's enrolments open.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most gymnastics clubs we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a gymnastics club problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.