From automatic invoicing to digital shift allocation. Concrete time-saving solutions for your sports club.
How many hours does your sports club spend on administrative work that a machine could do in five minutes?
With a proper system, much of it can disappear. Here are 9 concrete ways your sports club saves time:
1. Automatic invoicing
Before: The treasurer writes membership invoices, perhaps in Word or Excel. Some members get the wrong amount. Numbers go wrong.
After: You set up the membership once in Rubic. The system creates invoices automatically on the date you choose — to the right people with the right amount.
2. Match import from FIKS or TurneringsAdmin
Before: The coach or match coordinator enters all matches manually. Date, opponent and time — everything is typed or copied by hand.
After: Rubic integrates directly with FIKS (football) and TurneringsAdmin (handball, hockey, bandy). Matches are imported automatically. No manual entry. A one-off setup, and then it runs by itself all season.
3. Responding to activities in the app
Before: The coach or activity leader sends an email or SMS asking who can make it to training. People reply via different channels. Some forget to reply. The coach has to call round and check. A chaotic overview.
After: The Rubic Connect app lets members respond directly to an activity. The coach sees straight away who can attend. The system sends reminders to those who have not replied.
4. Digital shift allocation
Before: The event coordinator makes a table of who goes where. Calls round to volunteers. Some say yes, some say no. Some forget. A new notice may have to go out the day before.
After: Rubic Organizer lets you create shifts directly in the system. Volunteers are notified in the app and sign up. The system automatically sends reminders the day before. Attendance is registered on the day.
5. Expenses via the app
Before: Someone buys drinks for the tournament and asks to be paid back. They have to remember to ask the treasurer. Or they send a photo of the receipt by email. The treasurer has to be able to find it again later.
After: Rubic’s Expenses module lets members photograph the receipt directly in the app. It appears in the system straight away. The treasurer approves or rejects it. Approved expenses go on to the accounts.
6. Self-service facility calendar
Before: Someone from the team calls to ask if a pitch is available. The person in charge of the facility calendar has to check manually. Some bookings are forgotten. Misunderstandings arise.
After: Rubic Lokasjon has a self-service facility calendar. The team sees directly which times are available and books them itself. The person in charge of the pitch approves. Everything is registered automatically.
Particularly relevant for clubs that have their own pitch or share a pitch with others.
7. Automatic payment reminders
Before: The treasurer has a list of people who have not paid. The treasurer has to write reminders by hand — or simply skip it. People who forgot do not pay because they were never reminded.
After: Rubic automatically sends reminders to those who have not paid. And another reminder if it is still not paid. The treasurer does nothing — the system does it. And at the end of the month, the treasurer can see which ones are unpaid.
8. Attendance registration
Before: After every training session or activity, the coach or leader has to note who was present. Sometimes it is written down on paper. Sometimes the data has to be entered into Excel afterwards.
After: The Rubic app lets the coach register attendance directly on their phone. The data is saved automatically. No manual entry later.
9. Integrated accounting
Before: The treasurer keeps the accounts in Excel. Membership payments are in there. Expense claims are in there. Costs are in there. Everything has to be entered by hand, and errors creep in.
After: With Rubic Regnskap, everything flows in automatically. Payments from members show up straight away. Expense claims are registered via the app and posted automatically. Supplier costs are linked as they come in.
More time for what matters
The time that is freed up can be spent by the treasurer, coach and chair on what actually matters: being available to members, planning activities and building a stronger sporting community.
What does it cost?
The price depends on the package and how many members your sports club has. See the prices for an up-to-date overview.
Not just the treasurer — everyone saves time
It is not just the treasurer who saves time. The coach no longer has to email every member each time something changes. The chair no longer has to ask the treasurer for a status update every time. Members no longer have to call and ask when the next training session is — they see it in the app.
The system frees up time for everyone — not just one person.
You only do the setup once
The important thing to understand is that the setup is done only once. You set up the membership, configure invoicing, integrate match data — and then it runs by itself year after year.
In the first year, the time saving may be a little smaller because of the start-up and learning. But from year two, you get the full benefit.
See for yourself how much time you can save
Interested in seeing how much time your sports club can save?
- Explore Rubic Sport and all the time-saving modules
- Try it for free and see how match import, automatic invoicing and the app features work
- Ask support if you are wondering how it would work in your situation
The only thing you have to lose is the time you spend on manual tasks today.