Case study - TULO – Smart Sports Club Management System

The situation

Administrators at sports clubs and children's activity groups deal with a huge amount of admin work every day: signing contracts, marking attendance in paper logs, tracking payments, and issuing invoices. These processes are usually handled through separate, disconnected systems (spreadsheets, paper contracts, banking statement tools).

A particular headache for coaches and managers is administering non-formal children's education funding, renewing contracts, and reporting to municipalities. That costs valuable time, opens the door to human error, and leaves the client experience less than ideal.

The solution

To solve these problems, we built TULO — a modern, cloud-based sports club management platform. The core goal was to combine every essential process into one intuitive system that's easy to use even with zero specific IT knowledge.

To ensure full transparency and let clients feel the system's value for themselves, we built a separate interactive demo version, letting anyone try the administrator and coach features after logging in with one click.

The platform is split into a few core modules:

1. Digital contracts and non-formal education administration

We built a dynamic contract template system. Administrators can create standard and non-formal-education contracts, automatically assigned based on a member's age or group. The system has built-in digital contract signing, so paperwork becomes a thing of the past. The funding module separately tracks approved reimbursements and lets you export CSV reports in one click.

2. Automated payments and invoicing

Integration with a PDF generation engine automatically creates an invoice for every payment. Administrators see a clear payments overview: who's paid, who's late, and what discounts or coupons have been applied.

3. Smart attendance tracking

Instead of paper logs, we built in a QR code scanning system. A coach can open the camera on their smart device, scan a member's QR code, and attendance gets logged automatically. There's also a quick manual option for marking attendance.

4. UX/UI design

The system's design follows a clean, modern dashboard style. It uses glassmorphism elements, a clean "TULO Teal" color palette, and micro-animations that give the platform a sense of life and interactivity. The platform works great on both desktop and smartphone.

Results

• Fewer errors: A centralized database eliminates double data entry.
• Faster payments: Centralized reminders and invoices help clubs collect payments faster.
• A better client experience: A fast signup process, clear invoices, and a modern look build trust in the sports club among parents and members.

Work done