Club management software directly in the CMS: What the Clubmanager in the Keimeno backend can do
Many clubs still work with Excel lists, separate SEPA tools and manual invoicing. The Clubmanager addresses this precisely: as a module in the Keimeno backend, meaning directly in the CMS where website content is already maintained. The personal data from memindex remains the central source, while the Clubmanager adds all the information relevant to club operations. The result is a lean, professional club management solution without duplicate data storage and without an additional isolated system.
Member management with a focus on the membership
At the heart of the module is the membership – not just the person behind it. The key questions are: Who has which type of membership, under which conditions and with what status? Members are managed in a clearly structured list and can be filtered by status, membership type, payment method, fee group or billing run. Typical questions such as “all active members with direct debit in the quarter” or “check billing runs for paused memberships” thus become routine tasks.
In the member detail view, all information is organised into tabs: link to master data in memindex, fee, payment method, SEPA mandate, status history, invoices, payments and documents. Every status change – from joining through pauses to termination – is logged and remains traceable even years later. This greatly simplifies resolving enquiries and discussions.
Keeping fees, billing, invoices and SEPA under control
The fee structure is the core of any club management software. In the Clubmanager, fee groups are set up with standard fees, payment intervals and rules for pro rata calculations. Supported intervals include yearly, twice-yearly, quarterly and monthly fees – suitable for sports clubs, cultural associations, support organisations or federations with differentiated structures. This ensures that joins and terminations in the middle of a period are handled correctly.
There is a dedicated area for billing with a preview function. Administrators can view all active memberships there, check and correct conspicuous records, and only then generate invoices. These receive sequential invoice numbers, are stored centrally and can be downloaded as PDFs. The PDFs are automatically placed in a defined folder (e.g. file_data/clubmanager/invoices/) – convenient for evaluations, documentation or batch downloads.
SEPA processes are directly integrated. Bank details and SEPA mandates are stored per club and kept separate from the general personal master data. Information such as mandate reference, mandate date, sequence type or pre-notification is stored in the Clubmanager. SEPA runs are prepared and exported as pain.008 files; incoming payments, returned debits and dunning processes can be recorded and traced seamlessly later on.
Documents, exports and data protection neatly combined
The document management in the Clubmanager replaces scattered folders on local computers or cluttered network drives. Membership applications, signed mandates, dunning letters or other documents are stored directly with the member. All files are securely stored under file_data/clubmanager/ and are protected on the server side – a plus for organisation and data protection.
CSV exports are available for recurring tasks, for example for accounting, controlling or reporting to umbrella organisations. Functions related to data protection are integrated: the Clubmanager supports GDPR information reports, enables anonymisation and logs sensitive actions. This creates transparency and helps to document internal processes in a way that stands up to audits.
Guided workflows in the backend: Who benefits from the Clubmanager
The interface is designed as an admin module with a left sidebar. Areas such as dashboard, members, membership types, fee groups, billing, invoices, SEPA, payments, documents, exports, workflows, log, configuration and help are directly accessible. Forms for members, types and fee groups open in compact JSON modals, while larger areas are structured via tabs. An integrated help page explains key processes directly within the module – ideal for new staff members or volunteers.
The Clubmanager is suitable for clubs and organisations that want to bring together member data, fees, invoices, SEPA processes, documents and data protection centrally in the Keimeno backend. It is particularly beneficial for setups where Excel lists, external SEPA programs and manual invoicing workflows currently run side by side. Thanks to the connection to memindex, master data remains consistent while the Clubmanager takes on the role of specialised club management software.
Conclusion: The Clubmanager brings structure to club administration without introducing yet another isolated system. It links existing personal data with clearly guided workflows for memberships, fees, invoicing, SEPA, documents and data protection. This reduces administrative effort, minimises potential errors and makes club processes significantly more transparent for the board, office staff and volunteers.