Everything your club needs. Nothing it doesn't.
Payments, attendance, competitions, documents, a club shop, and 15 AI agents that actually understand your club — all for 0.75%.
Ask, don't click
Type or speak what you need in plain English. 15 specialist AI agents handle sessions, payments, messaging, competitions, and more — no menus, no spreadsheets.
- "Who hasn't paid subs this month?"
- "Create a taster for Saturday 10am, 15 places, £10"
- "Message Team Seniors about the comp on Sunday"
- Voice commands with speech-to-text
Inbox that thinks
3 draft replies for every parent email. AI spots payment queries, absence requests, and scheduling conflicts — then suggests the right action with one click.
- Auto-detect payment queries and absences
- Suggested actions: mark absent, send reply, create payment
- Conversation threading by family
- AI-powered email templates with placeholders
Billing on autopilot
Set up fee schedules once and Kolva handles the rest. It generates the invoices, collects by Direct Debit where a family has set one up, and reminds families who pay manually. Anything still unpaid is flagged for you.
- UK Direct Debit & card payments (0.75% platform fee)
- Automated invoicing from fee schedules
- Payment plans with instalment tracking
- Sibling discounts and family consolidated billing
Payments & billing
Card and Direct Debit payments with no subscription and a flat 0.75% platform fee
Stripe & GoCardless
Card payments and UK Direct Debit side by side. Parents choose. You get paid.
Automated invoicing
Fee schedules generate invoices automatically. Families with a Direct Debit are collected from automatically.
Smart reminders
Families who pay manually get reminders before the due date, on it, and up to three times after.
Discounts
Sibling discounts, multi-team discounts, discount codes, and a custom fee for any athlete.
Payment plans
Split large fees into instalments. Track progress and remaining balances automatically.
Disbursements
Collect competition entries, trip deposits, and supplier fees separately from club revenue.
Cash payment tracking
Record cash payments at the gym door in seconds. Coaches log cash on their phones — admins confirm with one tap. Free, no processing fees.
Athletes & teams
Manage every athlete from first taster to team captain
Full athlete lifecycle
Prospect, Active, Paused, Waitlist, Inactive — every status tracked with clear workflows.
CSV import with AI
Upload a spreadsheet and AI maps your columns. Bulk-create athletes with team assignments.
Medical & injury tracking
Medical conditions, medications, injury records, and consent — all in one secure place.
Crossover athletes
Athletes in multiple teams? One profile, consolidated billing, attendance across all teams.
Sessions & attendance
Every session type your club runs, all in one place
9 session types
Practice, taster (open), tryout, workshop, competition, trip, school club, one-off, and holiday camp.
One-tap attendance
Coaches mark attendance on their phone in seconds. Present, Absent, Late, or Excused.
Taster signup flow
Create a taster, share the link, athletes sign up. Kolva suggests a team by age afterwards; you confirm.
Self-service kiosk
Set up a tablet at the door. Athletes tap their name to check in.
Absence management
Parents request absences. Coaches approve. Mandatory periods can auto-generate fines.
Parent portal
A self-service hub that stops the "when is training?" messages
Family dashboard
Parents see their children, upcoming sessions, outstanding payments, and messages — all in one view.
Self-service payments
Parents pay by card or Direct Debit. Set up mandates, view history, manage payment methods.
Club shop
Browse products, choose sizes, and order kit directly. Track order status and fulfilment.
Document uploads
Parents upload medical forms, consent documents, and ID when the club requests them.
Competitions & events
From planning to podium, all competition admin in one place
Competition management
Create competitions with dates, locations, and costs. Track signups and build rosters.
Competition fees
Set a per-athlete fee for each entry, add extras per entry or once per athlete, and review what every athlete owes on a fee sheet.
Coaches and event status
Assign coaches to a competition and track it from draft through sign-up to completed.
Compliance & admin
GDPR, safeguarding, certifications — sorted
GDPR tools
Data exports for athletes and admins. Deletion requests with 14-day cooling off. Views of safeguarding and accident records are logged.
Document management
Request, upload, approve, and track documents, with expiry reminders.
Policy versioning
Create club policies, track parent acceptance, auto-remind on new versions.
Staff certifications
Track DBS, First Aid, coaching qualifications. AI extracts details from certificate PDFs. Expiry alerts.
Safeguarding notes
Confidential safeguarding notes on athletes, visible only to authorised staff.
Analytics & reporting
Know your numbers without opening a spreadsheet
Dashboard metrics
Revenue collected, pending, and overdue. Attendance trends. Growth tracking. Collection pace.
Payment forecasting
See expected revenue, collection rates, and overdue amounts with drill-down into specifics.
Email tracking
Delivery logs for every email sent. Know which messages reached athletes and which bounced.
Club presence
Your club online, your way
Club website
AI-generated public website from your club data. Dynamic pages, policies, and signup links.
Online shop
Sell kit, equipment, and merchandise. Product variants, stock tracking, and order fulfilment.
Venue management
Track training halls, sports centres, and competition venues with capacity and session assignment.
Mobile-first PWA
Built for phones first. Offline support, pull-to-refresh, and installable as an app.
Why clubs switch to Kolva
The old way
- Reminders written and sent one at a time
- A spreadsheet to work out who owes what
- Chasing payments by WhatsApp and text
- Paper registers and sign-in sheets
- Retyping every athlete into each new system
- Competition costs worked out by hand
- Forms, policies and certificates kept in different places
- Fees ticked off by hand every month
Kolva Club
- "Send reminder to Team A" — done in seconds
- "Who owes money?" — instant answer from AI
- 0.75% platform fee, no subscription
- 15 AI agents for every area of club admin
- CSV import with AI column mapping
- Competition entries with a fee per athlete
- Documents, policies, certifications — all built in
- Auto-invoicing and auto-charging from fee schedules
Your club, set up for you.
No subscription and no card needed. We import your members and teams for free, and you pay 0.75% when families pay you.
or create a free accountQuestions?Contact our team