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FOR CLUBS, ACADEMIES AND MULTI-SITE PROVIDERS

Every site, every coach, one account you can stand behind.

FormSide for clubs is a booking system for clubs, academies and multi-site providers that need control and accountability: named roles, DBS and credential tracking, an incident log, a coach-only desk, analytics for the committee, and the GDPR tooling a club holding children’s data is expected to have.

Set up your club — freeRead the trust page

FIVE ROLES · DBS TRACKED · INCIDENT LOG · UK-BUILT

THE WALKTHROUGH

Set the club up once. Run every camp from it.

Five screens, in the order a club meets them. The safeguarding side in full is in the safeguarding guide.

  1. 01

    TEAM

    Sam R.OWNER
    Priya K.FINANCE
    Jo M.MANAGER
    Alex P.COACH

    Invite the team, with roles

    Owner, admin, manager, finance and coach. Finance sees money, not medical notes. A coach sees their safety roster and nothing else.

    Registration desk
  2. 02

    CREDENTIALS

    Jo M. · Enhanced DBSIN DATE
    Jo M. · First aidIN DATE
    Alex P. · Enhanced DBSEXPIRING
    Alex P. · SafeguardingEXPIRED

    Record credentials

    Enhanced and basic DBS, first aid, safeguarding training and coaching qualifications, with expiry dates, against each staff record.

    Trust and safeguarding
  3. 03

    ORGANISATION

    EntityCIO · 1234567
    Accountable personS. RAHMAN
    Confirmed byOWNER

    Confirm the legal details

    Legal name, entity type and company or charity number, registered address and an accountable person. Publishing a camp requires them, and the legal name, number and address appear on your public page so families know who they are booking with.

    How we handle data
  4. 04

    GROUPS · U10 CAMP

    Reds · Jo M.12
    Blues · Alex P.12
    Greens · Sam R.11
    Unassigned0

    Publish camps across sites

    Holiday camps and weekly programmes, per-day capacity, deposits and instalments. Split attendees into coach groups by hand or by age or surname.

    Bookings and programmes
  5. 05

    THIS TERM VS LAST

    Revenue+18%
    Fill rate91%
    Repeat families64%
    ExportCSV

    Report to the committee

    Revenue, fill rate, new and repeat families and payment channels against last term, with a per-camp CSV for whoever keeps the books.

    Insight and integrations

BEFORE AND AFTER

What the club stops doing by hand.

Six things a committee usually finds out about the hard way. The data-protection side is in GDPR for sports clubs.

  • One shared login that every coach and volunteer knows

    Named accounts with least-privilege roles, and an audit trail

  • A DBS spreadsheet someone updates before the inspection

    Credentials with expiry dates, flagged when they are due

  • Incident forms in a folder at one venue

    An incident log across every site, with the family told in writing

  • Medical notes forwarded to whichever coach is on

    Each coach sees their own group’s safety roster, nothing else

  • Treasurer rebuilding the term’s numbers from bank exports

    Analytics against last term, and a per-camp CSV

  • A mailing list nobody is sure has consent

    Contacts built from bookings; campaigns only to those who opted in

ON THE DAY

Accountability at the desk, at every site.

  • Coach groups, and a coach-only desk

    Draw groups up by hand or deal them out by age or surname, each with a coach and a colour. A coach named on a group sees only that group on the roster and register.

  • An incident log that leaves the venue

    Injury, illness, safeguarding, behaviour or a near miss: recorded by the coach at the time with severity, actions and witnesses. Managers edit and resolve; the family is emailed the club’s own account, without witness names.

  • Medical notes on a need-to-know basis

    Allergies and medication surface on the register as a child arrives, visible to the people running the day and never to finance or marketing. Every read and export is logged.

  • A custody trail, per site

    Check-in and sign-out carry the staff member’s name and the time; sign-out records the adult who collected the child. It prints cleanly for the clipboard.

See the registration desk

KEEPING FAMILIES

Next term starts from this term’s families.

  • Contacts and messages

    Every booking creates or refreshes a contact per family. Message parents directly from the dashboard; replies are emailed and unread counts badge both sides.

  • Campaigns, only with consent

    Email families who opted in about the next term, with live camp cards showing dates, price and places left. Consent is default-off and every email carries an unsubscribe link.

  • Reviews on your page

    An hour after the last session every family is asked. Public reviews go on your camp page with consent; private feedback comes to the manager.

Families and messaging, and reviews and marketing.

YOUR WEBSITE, YOUR SYSTEMS, YOUR DATA

Plugs into what the club already runs.

Built for a club with a website, a treasurer and a data-protection lead. The details are on insight and integrations and the trust page.

  • Read-only API

    Your website lists live camps with dates, price and places left, straight from FormSide. Keys are hashed and shown once.

  • Signed webhooks

    Your systems are told when a booking is created, confirmed or cancelled, a payment is received or a review comes in.

  • Your own domain

    Serve camp pages and booking forms from camps.yourclub.co.uk, verified from Settings with a CNAME.

  • GDPR tooling

    Answer subject access requests from the booking page, set a retention period after which participant data is anonymised, and see every export and erasure in a privacy log.

WHAT IT COSTS

Free while in beta. No commission on any plan.

Unlimited live camps and team members while the beta runs, and nothing charged until it ends. We will give notice before that, and nothing you have published will be taken down. Paid plans are listed from £15 a month, for information only, on the pricing page.

  • Monthly fee

    £0 during beta

  • Card to start

    None

  • FormSide commission

    0%, on every plan

  • Card processing

    Stripe’s published rates, paid to Stripe

  • Team members

    Unlimited during beta

  • Live camps

    Unlimited during beta

QUESTIONS CLUBS ASK

Before the committee signs off.

Anything else is in the help centre and the guides.

What team roles does FormSide have?

FormSide has owner, admin, manager, finance and coach roles. Owners and admins run the organisation and confirm its legal details; managers run camps and the desk; finance sees payments and bank matching but not medical notes; coaches see the safety roster for their own camp or group and nothing else. Analytics are available to owner, admin, finance and manager roles.

Can FormSide track DBS checks and coaching certificates?

Yes. FormSide records enhanced and basic DBS checks, first aid, safeguarding training, coaching qualifications and other credentials against each team member, with an expiry date. Each credential shows as in date, expiring soon or expired, so a club can see at a glance who is due for renewal.

How does FormSide handle incidents at camp?

A coach records an incident from the desk against the camp and the child: injury, illness, safeguarding, behaviour, near miss or other, with severity, what happened, what was done and who witnessed it. Managers edit and resolve incidents, and with one confirmed click email the family the organiser's own account of what happened. Witness names never leave the log.

Can a club run several sites or academies in one account?

Yes. One organisation can publish any number of camps and weekly programmes across different venues, each with its own capacity, prices and coach groups, and team members can be given roles across all of them. Analytics roll the whole programme up and break it down per camp for CSV export.

Is FormSide GDPR-compliant for a club holding children's data?

FormSide is UK-built and treats every camp as high-sensitivity data. Medical notes are restricted by role, every export and erasure is logged, and families can download or erase their own data. Organisers answer subject access requests from the booking page, set a retention period between 3 and 120 months after a camp ends after which participant data is anonymised automatically, and see every export and erasure in a privacy log. Erasure keeps amounts, references and statuses for the accounts.

What does FormSide cost a club?

FormSide is free while it is in beta, with no limit on live camps or team members and no commission on bookings. Card payments go to the club's own Stripe account at Stripe's published rates; bank transfers carry no fee. Paid plans are listed from £15 a month for information only, and notice will be given before the beta ends.

FREE TO START

Set the club up this week. Invite the team when you are ready.

No card, no contract, no commission. A solo coach? See FormSide for coaches. Want the money side first? Payments.

Set up your clubTrust and safeguarding

EVERY EXPORT AND ERASURE IS LOGGED