Daybook
Gymnastics clubs
Tell Daybook you run a club and the app is built around classes, not jobs: classes in terms with their places and their waiting lists, your own level ladder with the skills a child shows to pass each one, roll call and skill ticks on the coach’s phone, and a family portal where parents see the next class and every ribbon earned. Then billing by the term or by the month.
The rules a club lives under
Daybook builds your members for the year in your federation’s own format — and first lists every member who cannot go on it yet and why, because one blank cell fails a whole upload. It submits nothing: you check the file and upload it the way you do now.
Children’s records are required on a club account and kept until the youngest child turns 21 — flagged when that day comes, never deleted on their own. Your database lives in Toronto, encrypted in transit and at rest; the owner can export the account’s data or delete the account.
Asked for each child when the family registers. A child whose family said no carries a No photos badge on the register and on the coach’s phone, and a class’s photos reach only that class’s families.
NCCP and first-aid certificates, sanction and insurance certificates go in Company files with the date each one expires, and the owners are reminded before one runs out — 30, 14 and 7 days ahead, unless you choose otherwise.
Daybook names these so you can see where it helps. It is not a compliance product: it registers nobody with your federation, it does not check a coach’s certification, and nothing it prints is a tax form — your federation and your accountant have the last word.
Three things that go wrong
The level everyone wants is full in the first week of registration, a dozen families want in, and the list of who asked first is a sticky note by the desk.
In Daybook Full is full: once a class is full, families join its waiting list from your website. When a place frees up, offer it to the next family for 24 hours — the email is shown to you before it goes — and enrol them from the list.
A parent books a free trial, the child loves it, and nobody rings back — so the family signs up somewhere else.
In Daybook Enquiries open on a board — new enquiry, trial booked, trial attended, enrolled — and every card has one next step: book the trial, say whether they came, book a class.
A parent asks at pickup which skills are left before the next ribbon, and the answer is on a clipboard in the coaches’ room.
In Daybook Your ladder lives in Daybook. Coaches tick skills off from the register on their phone, and parents see the same ladder in the family portal — every skill, every ribbon earned — unless you hold progress until the report card.
On top of everything Daybook does for every business — the full list is here — a club gets its own: classes in terms, a level ladder, roll call, a coach’s phone and a family portal, in a club’s words. And the parts that make no sense for a club are switched off: quotes, material takeoffs, subcontractors and hazard assessments. Nobody at the front desk walks past a screen that belongs to a contractor.
The week
The Schedule draws the week the way the gym runs it: each class in the colour of the lowest level it teaches, the places taken, and a full class with its waiting list counted on it. Switch to By area to see which classes share a part of the gym, or pick one coach’s week.
Classes and terms
Every class carries its term, its dates, its places and its price — for the term, or by the month. Book a family in from the office, or let them register and pay from your website. Once a class is full, families join its waiting list, and when a place frees up you offer it to the next family for 24 hours.
Roll call
Open a class on the Schedule and its register is there for that date: each child with their age, Here and Absent, their level and how many of its skills they have, an allergy or care note, a No photos badge where the family said no, and the waiver. Mark the rest here in one tap, and tick skills off as they come.
Levels & skills
Type or paste your own levels, lowest first, each with its ribbon colour and the skills a child shows to pass it — floor, beam, bars, vault, trampoline, whatever your programme counts. Daybook never writes a curriculum for you. When a child has every skill, the dashboard says they are ready to move up, and Send move-up offers the family the next level’s classes with the places left.
The family portal
Parents open the portal to the next class and a Can’t make it button. Progress shows each child’s ladder as a path of ribbons — the skills they have, the ones still to come, the ribbons earned and the term’s report card. Booking next term, paying and messaging the club happen in the same place.
Billing
Price a class for the term, or by the month: the month a child joins is prorated by the classes left in it, and every month after that gets one invoice on the 1st, at the price the family booked at. The registration fee is charged once per child in your membership year, a second child can come at a family rate, and a KidSport approval or a refund can sit on the family’s account as a credit.
Live
Give a class its plan once — the warm-up, beam, bars, floor, with the minutes for each — and Daybook runs it on the club’s clock: what is on now, how long is left, what is next. The office sees every class live, the lobby TV shows it to the parents waiting, and the family portal shows it too. Coaches tap nothing.
Coaches and families
Coaches and instructors are free and unlimited on every club plan, so every coach has the app: their classes, roll call, skill ticks, time off and their hours. Parents have the family portal on theirs — a link, with nothing to install.
The economics
Club software tends to charge per member or per registration, with the staff logins and the website on top, and often in another currency. Daybook is three plans sized on active students, in Canadian dollars, with the coaches free.
| Workflow | Club platforms priced per member or per registration | Daybook |
|---|---|---|
| Currency | Often billed in US dollars, with the modules priced separately. | Canadian dollars. Every plan, every add-on, printed on the pricing page. |
| Coaches | Typically a fee for every staff login. | Coaches and instructors free and unlimited on every plan. |
| Registration | Usually a separate registration site, and the payments matched up by hand. | Families register and pay from your own website, and land in Daybook as enrolments. |
| Progress | A paper skill sheet, or a separate app. | Your own levels and skills, ticked from the register, in the family portal. |
| Your website | Usually a separate builder, or a designer. | A gymnastics club’s website on every plan — classes with the places left, membership, new to the gym, the competitive team. |
Nothing here is a discount, and there is no setup fee.
A club has its own rate card — three plans sized on active students. Studio $119 / Academy $249 / Club $399 a month CAD, priced on active students. Admin seats included on every plan. Coaches and instructors are free and unlimited on every plan. Club includes your own domain, selling online and texting — any plan can add them.
Switching
There is no importer for another product’s export, and the page does not pretend there is. What there is gets a club running before the next term.
Upload a CSV or paste it in — parents, phones, emails — and the families are there. Add the children, their allergies and who may collect them on each family’s record.
Type or paste the levels and skills your coaches already teach, with your ribbon colours — then put every child without a level on one in a single tap.
Open the Website page and a gymnastics club’s pages are already written — classes with the places left, membership, new to the gym, the competitive team. Your photographs and your words go in, and registrations land in Daybook.
No. It builds your federation’s member file in its own format, and tells you who cannot go on it yet and why. You check the file and upload it the way you do now — Daybook sends nothing to the federation.
It prints a statement of what the family paid in the year — what was paid, not what was billed. It is not a tax form and takes no tax position; what counts for a claim is the parent’s accountant’s to say.
There are none. Levels & skills starts empty: you type or paste your own ladder, with your ribbon colours and the skills a child shows to pass each level.
Yes, in Progress in the family portal — unless you switch on Hold progress until the report card. Ticking a skill sends nothing to families.
Yes. Switch on “We also run a summer camp” and a Summer camp page appears, and the week on the Schedule shows the classes and the camp side by side.
Nothing — coaches and instructors are free and unlimited on every club plan. The admin seats are what is counted, and the pricing page prints how many each plan includes.
Your own classes, your own levels and your own families beat any feature list — start the trial and set the term up in it.
14-day free trial · No credit card · Bring your client list