XEPOS offers a comprehensive Gymnastics Club Management Software solution tailored for UK gymnastics centres. Designed to simplify the administration of classes, track athlete progression, and enhance communication with parents, XEPOS streamlines operations and ensures smooth management. From scheduling and tracking attendance to monitoring skill development and coach allocation, our software is built to handle the unique needs of gymnastics clubs, providing an efficient and effective way to manage both the day-to-day operations and long-term growth of your club. With robust features like membership management, safeguarding tools, and real-time reporting, XEPOS enables clubs to focus more on what matters – the athletes.
Online Parent Portal + Self-Service Check-ins
XEPOS offers an intuitive Online Parent Portal for gymnastics centres, enabling parents to manage bookings, payments, attendance, and communication on a single platform. This feature reduces the workload on front-desk staff by allowing parents to access schedules, make payments, and track attendance remotely. It also supports self-service check-ins, improving operational efficiency. Parents receive real-time updates on class changes, cancellations, and upcoming events, enhancing parent engagement and streamlining communication with the gymnastics centre.
Contact SalesClass & Squad Structure Management
XEPOS offers robust Class & Squad Structure Management, designed to help gymnastics clubs efficiently organize and manage their classes and squads. This feature allows you to create multiple class types, such as preschool, recreational, development, and competitive squads, each with specific age range requirements, skill levels, and coach assignments. The software ensures smooth allocation of coaches to classes based on qualifications and availability, ensuring the right coach is assigned to the right class. With this feature, gymnastics clubs can easily manage a variety of class structures, accommodate different athlete needs, and ensure classes are tailored to help athletes of all skill levels thrive.
Contact SalesLevel & Progression Tracking
XEPOS makes tracking gymnast progression easier than ever with its Level & Progression Tracking feature. Coaches can record and monitor athlete development through levels, badges, or skill frameworks, offering a clear and structured progression path. This tool helps ensure that athletes are progressing at an appropriate pace, allowing coaches to make informed decisions about readiness for the next class or squad. Whether it’s tracking improvements in skill sets or achieving specific milestones, this feature helps clubs foster long-term athlete development. It also provides valuable insights into each gymnast’s strengths and areas of improvement, ensuring tailored coaching for every individual.
Key Features:
Capacity & Coach Ratios
Enforce maximum gymnast numbers per class based on safety standards and coach-to-gymnast ratios, preventing overbooking automatically.
Recurring Class Scheduling
Manage term-based and weekly classes with consistent schedules, reducing administrative tasks and ensuring smooth program operation.
Waitlist Management
Automatically manage waitlists for popular classes, ensuring that gymnasts are placed in classes as soon as spaces become available.
Class Demand Management
Notify parents immediately when a spot opens in a full class, ensuring no gymnast misses out on their desired class.
Memberships & Monthly Fees
Manage recurring monthly fees, term payments, or squad pricing, with support for sibling and family discounts for seamless membership management.
Coach Scheduling & Allocation
Assign coaches to classes based on availability and qualifications, ensuring compliance with scheduling and providing a clear roster.
Holiday Camps Management
Manage school holiday camps separately from regular classes, with dedicated scheduling and administration tools for ease of use.
Workshop & Event Booking
Enable online booking and payment for one-off workshops, offering a seamless registration process for parents and participants.
Safeguarding & Class Visibility
Maintain clear records of who attends which classes, supporting safeguarding audits and ensuring transparency across all classes.
Self‑Service Check‑In
Fast, contactless resident check‑in at any facility via kiosks or apps, reducing queues and improving accessibility.
Multi-Screen POS Access
Accept payments for camps, merchandise, or ad-hoc sessions on mobile devices or at reception, offering flexibility for staff and parents.
Leotards & Merchandise Sales
Sell club kits, leotards, and equipment through integrated POS, with sales linked to gymnast accounts for easy tracking and management.
Utilisation & Capacity Reporting
Track which classes are full, underused, or oversubscribed, helping clubs make informed decisions on class planning and coach allocation.
Revenue Reporting by Squad
Generate detailed reports on revenue by programme type, level, or squad, allowing clubs to track profitability and optimize offerings.
Staff Permissions & Governance
Control who can issue refunds, overrides, or discounts, ensuring proper governance and reducing unauthorized actions.
Point of Sale (EPOS)
Integrated payments for services, memberships, and retail across all council leisure sites, streamlining transactions and improving efficiency.
Calendar Management of Resources
Easily manage staff, class schedules, and facility bookings with an integrated calendar system.
Maintenance & Closures
Instantly block access to facilities for planned or emergency closures, with automatic notifications to affected customers.
Have Questions? We’ve Got Answers.
How does XEPOS help with safeguarding?
XEPOS maintains detailed attendance records, supporting safeguarding audits and ensuring compliance with safety regulations for every class.
Is XEPOS suitable for clubs of all sizes?
Yes, XEPOS is scalable and works for clubs of all sizes, from small local gyms to large multi-location centres, accommodating growing needs.
How does the software improve communication with parents?
XEPOS automates reminders, cancellations, timetable changes, and holiday notices, ensuring parents are always informed without manual effort.
Can I set coach-to-gymnast ratios?
Yes, XEPOS enforces coach-to-gymnast ratios to ensure safety, automatically preventing overbooking based on set maximum numbers for each class.
Is there any support available for using the software?
Yes, XEPOS offers dedicated customer support, including training and troubleshooting, to ensure smooth and effective use of the software.
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