SPORTS CLUB REGISTRATION SOFTWARE

Registration that signs families up
and brings them back.

Waresport is sports club registration software with five form types, fully custom fields, flexible payment plans, and a built-in retention tool that identifies families who didn't return and reaches out to them automatically.

Used by gymnastics gyms, volleyball clubs, soccer clubs, football programs, and 20+ other sports daily.

Book a free 30-min demo See all features

✓ 5 form types✓ Custom fields + templates✓ Installment payments✓ Built-in win-back tool✓ Included on all plans

REGISTRATION FORM BUILDER

Fall 2024 — Youth Academy Signup

● Live312 signups

ATHLETE FIRST NAME *

Enter first name…

ATHLETE LAST NAME *

Enter last name…

DATE OF BIRTH *

MM / DD / YYYY

SKILL LEVEL

Select level…

+Add custom field…

Opens Oct 1Closes Nov 15

Save as template

WHAT IS SPORTS CLUB REGISTRATION SOFTWARE?

A direct answer for directors evaluating this category.

Sports club registration software is a platform that replaces paper forms, email sign-ups, and spreadsheet rosters with a structured online registration flow — collecting athlete information, payment, waivers, and custom data in one place, and routing everything directly into your roster management system.

The meaningful differentiator in Waresport is what happens after the signup: the Compare Forms feature identifies families who registered last season but haven't returned, and the built-in win-back tool sends them a personalized message automatically. Most registration tools stop at the form. Waresport treats registration as the start of a retention loop.

THE REAL PROBLEM

Paper forms, Google Forms, and email sign-ups are costing your club families it doesn't know it's losing.

Rebuilt every season from scratch

Most clubs rebuild their registration form every season because nothing saves. Fields, payment rules, and waivers have to be re-entered from memory.

No visibility into who didn't come back

A family that registered last spring and didn't return this fall just disappears. Nobody knows, nobody follows up, and the club loses a retention opportunity it didn't even know it had.

Payment is collected separately from signup

Forms collect info but payment is via Venmo or a separate invoice. Two disconnected workflows that create reconciliation problems and make installment plans nearly impossible.

REGISTRATION FORM TYPES

Five form types. One registration system.

Waresport gives you five purpose-built registration form types — each designed for a specific moment in your club calendar, so you're not forcing a generic form to do something it wasn't built for.

Direct to Team

General Roster

Full season signup — collects info, payment, and waivers, then adds to the club roster.

Tryout Mode

Collects tryout signups without adding anyone to the roster until they make the team.

Add Coach

Book one-on-one private lessons — routes to a specific coach's schedule with payment at booking.

Tournament / League

Tied to a scheduled event — collects payment and roster data, routes to your event dashboard.

See all five form types live in 30 minutes.

We'll show you the exact setup for your sport and program structure.

Book a Demo

CUSTOM FORM BUILDER

Build the exact form your club needs. Save it as a template for next season.

Waresport lets you build a fully custom registration form with mandatory and optional fields, parent access controls, and reusable templates — so you never rebuild a form from scratch each season.

Add any field type: text, dropdown, date, file upload, e-signature, or checkbox. Toggle each field between mandatory and optional. Restrict parent-only access to sensitive fields like emergency contacts or medical information. When the form is ready, save it as a template — the following season, duplicate it, update the dates and fees, and publish in under two minutes.

✓Any field type: text, dropdown, date, file upload, e-signature, checkbox

✓Mandatory vs. optional toggles per field

✓Parent access controls for sensitive fields

✓Save any form as a reusable template

✓Duplicate and update in under 2 minutes next season

✓Waiver and e-signature collection built into the form flow

FORM FIELD EDITOR

Athlete First NameRequired

Date of BirthRequired

Medical ConditionsParent only

Skill Level (Dropdown)Optional

Liability Waiver (E-Signature)Required

+Add custom field

PAYMENT OPTIONS — Youth Academy

Pay in full$480

One-time charge at registration

3-month installments$160/mo

Billed automatically each month

Financial aid rate$240

Requires director approval before roster add

Fee pass-through: Processing fees added to family total, not absorbed by the club.

PAYMENT FLEXIBILITY AT REGISTRATION

Every payment option families need — collected at the moment they sign up.

Waresport supports one-time fees, free registration, recurring membership tiers, installment payment plans, manual approval before roster add, financial aid options, and fee pass-through — all configurable per registration form.

Payment and registration happen in the same flow — no separate invoice, no Venmo follow-up. Families pick their payment option at checkout, enter payment details once, and installments bill automatically on schedule. If a player needs financial aid, they select it at registration; the director approves before the athlete is added to the roster.

✓One-time fee, free, or recurring membership tiers

✓Installment plans — 2 to 24 payments, auto-billed on schedule

✓Financial aid rates with manual director approval gate

✓Fee pass-through — choose who absorbs processing costs

✓Manual approval before a player is added to the roster

✓Sibling discounts and promo codes configurable per form

SCHEDULED OPEN & CLOSE DATES

Registration opens and closes automatically. No manual toggling.

Waresport lets you set a registration open date and close date on any form — signups go live and shut off automatically, with no need to log in and toggle anything manually.

Set capacity limits per form so registration closes automatically when a program is full. Late registrations can be configured to require manual director approval after the close date. You can also schedule different open windows per program — youth academy opens before travel team tryouts, for example — from the same dashboard.

FORM SCHEDULE — Fall 2024

Youth Academy

Opens Oct 1 · Closes Nov 15 · 85/100 spots

Live

Elite Tryouts

Opens Nov 1 · Closes Nov 20 · Tryout mode

Scheduled

Winter Tournament

Opens Dec 1 · Tournament sign-up

Draft

THE FEATURE THAT CLOSES SKEPTICAL DIRECTORS

COMPARE FORMS + WIN-BACK TOOL

See exactly which families didn't return — and bring them back in one click.

Waresport's Compare Forms feature lets directors compare two seasons of registration data side by side — total roster count, growth trend, and the exact cohort of families who signed up last season but have not yet returned this season.

That unreturned cohort is where most clubs leave money on the table. A family that signed up last fall and didn't come back this fall is not gone — they just haven't been asked the right way. The built-in win-back tool lets you send a personalized email or SMS to that cohort directly from the dashboard, using prewritten templates (a returning family discount, a friendly coach check-in) that auto-populate with each player and parent's name.

No other sports club registration software in this market has this built into the registration flow itself. This is retention infrastructure — not a separate CRM tool, not a manual export to Mailchimp. It lives inside the registration system, where the data already is.

✓Side-by-side season comparison — total roster, growth, churn

✓Unreturned cohort: families from last season not yet signed up this season

✓Win-back email or SMS from the dashboard — prewritten templates

✓Auto-personalized with player name, parent name, and program

✓No CRM needed — retention built into the registration flow

See Compare Forms live

COMPARE FORMS — Youth Academy

FALL 2023

284

registrations

FALL 2024

312

↑ 28 (+9.9%)

UNRETURNED FAMILIES

Registered Fall 2023 · Not yet signed up for Fall 2024

WIN-BACK TEMPLATE

Hi [Parent Name], we'd love to have [Player Name] back this season. Use code WELCOME10 for 10% off. — Coach Jamie

We had 51 families from last spring who hadn't re-registered. We used the win-back tool, sent a coach check-in message with a small discount, and 34 of them came back within two weeks. That's $16,000 in revenue we would have written off as churn. Nobody else does this inside the registration system.

Maria C. — Director, competitive gymnastics gym, 220 athletes

SIMPLE PRICING

Registration included on every plan.

No add-on fees for registration. All five form types, custom fields, payments, and Compare Forms — from $69.99/mo.

TEAM

$69.99/mo

Up to 75 athletes

✓ All form types✓ Custom fields✓ Payment plans✓ Compare Forms

Waivers and legal documents signed electronically — at the moment of registration.

Waresport supports wet-style electronic signatures for liability waivers, medical consent forms, photo release agreements, and any other document your club needs signed. Parents and athletes sign directly within the registration flow — no separate DocuSign account, no email attachments, no chasing paper forms.

Every signed document is stored against the athlete's profile and accessible to your admin team at any time. For clubs that run in-person events, signatures can also be collected on a tablet at the door — same system, same document library.

✓Wet-style e-signatures for waivers, consent forms, photo releases

✓Collected within the registration flow — no separate tool needed

✓Stored against the athlete's profile, accessible any time

✓In-person tablet signing for events and tryout days

✓Use your own waiver documents or generate one with the free waiver generator

DOCUMENT SIGNING

Youth Academy — Liability Waiver

I, the undersigned parent or guardian, acknowledge the inherent risks associated with participation in youth sports activities organized by this club and agree to release the club from liability for any injuries sustained during participation…

[Page 1 of 2 · Scroll to continue]

PARENT / GUARDIAN SIGNATURE

Signed & stored · Oct 14, 2024 · 9:42 AM

HOW TO SET UP SPORTS CLUB REGISTRATION

How to set up online registration for a sports club in 4 steps.

Setting up sports club registration software takes under 30 minutes in Waresport. Here's the exact process — from blank slate to a live registration link your families can use.

Choose your form type

Select from five purpose-built types: Direct to Team (adds athlete to a specific roster immediately), General Roster (full season signup), Tryout Mode (collects signups without committing to the roster), Add Coach (books a private lesson), or Tournament/League Sign Up (tied to a scheduled event). Most clubs start with General Roster for season registrations.

Build your custom fields

Add the fields you need — athlete name, date of birth, emergency contact, skill level, medical notes, liability waiver — and toggle each as mandatory or optional. Restrict parent-only access to sensitive fields. When done, save the whole setup as a template so you never rebuild it next season.

Configure payment and schedule

Set your fee structure: one-time, installment plan (2–24 payments), recurring membership tier, or free. Add financial aid options if needed. Then set an open date and close date — registration goes live and shuts off automatically with no manual toggling required.

Share the link and track signups

Publish and share a single registration link with your families — by email, SMS, or your club website. Signups, payments, and athlete data flow directly into your roster. At the end of the season, use Compare Forms to see which families didn't return and send them a win-back message in one click.

BUILT FOR YOUR SPORT

Used by clubs across every sport.

Gymnastics and volleyball clubs use Waresport for registration daily — as do soccer, football, basketball, and 20+ other sports.

🤸 Gymnastics registration software🏐 Volleyball registration software⚽ Soccer registration software🏈 Football registration software🏀 Basketball club registration🎾 Tennis academy signup🏒 Hockey league registration🥍 Lacrosse program signup🏓 Pickleball club registration⚾ Baseball / softball signup

COMMON QUESTIONS

Exactly how club directors search for this

What is the best sports club registration software? +

The best sports club registration software depends on your club's needs — but the standout differentiator in Waresport is the Compare Forms feature, which shows you which families from last season haven't returned and lets you send a personalized win-back message in one click. Most registration tools handle signups; Waresport also handles the retention that comes after them. It includes five form types, fully custom fields, installment payments, financial aid, and reusable templates — all on every plan.

Does Waresport support gymnastics and volleyball registration? +

Yes. Waresport is used daily by gymnastics gyms and volleyball clubs — both are among the most active sports on the platform. The registration builder supports skill-level groupings, parent access controls, session-based enrollment for recreational programs, and tryout mode for competitive team selection. The custom field builder handles the specific data gymnastics and volleyball programs need to collect, from skill assessments to equipment sizes.

Can I create a custom registration form for my club? +

Yes. Waresport lets you build a fully custom registration form with mandatory and optional fields, parent access controls, and reusable templates — so you never rebuild a form from scratch each season. Add any field type (text, dropdown, date, file upload, e-signature, checkbox), toggle each field between required and optional, restrict parent-only access to sensitive fields like medical information, and save the whole setup as a template. The following season, duplicate the template, update the dates and fees, and publish in under two minutes.

Can parents pay in installments or apply for financial aid? +

Yes. Waresport supports one-time fees, recurring membership tiers, installment payment plans (2 to 24 payments), and financial aid overrides — all configurable per registration form. Parents pick their payment option at checkout and enter card or bank details once. Installments bill automatically on schedule. Financial aid rates require director approval before the athlete is added to the roster, so the club maintains control over who receives the discount.

How do I see which families did not return this season? +

Waresport's Compare Forms feature shows you the exact cohort of families who registered last season but have not yet signed up this season. You see their names, their previous program, and their last registration date. From that view, you can trigger a personalized win-back email or SMS to the entire cohort in one click — using prewritten templates (returning family discount, friendly coach check-in) that auto-populate with each player and parent's name. No export, no Mailchimp, no manual work.

Can I save a registration form as a template for next season? +

Yes. Any registration form in Waresport can be saved as a reusable template — fields, payment rules, access controls, and waivers included. The following season, duplicate the template, update the open/close dates and fee amounts, and publish. Most directors do this in under two minutes. You can maintain separate templates for different programs (youth academy, elite team, recreational league) so each program's form is already configured correctly without rebuilding from scratch.

Is there registration software built for youth sports leagues? +

Yes. Waresport's Tournament or League Sign Up form type is built specifically for league and event-based registration — tied to a scheduled event, with payment collected at signup and roster data flowing directly into your event management dashboard. Youth sports league registration software and sports team registration software both need to handle age group splits, team-based vs. individual signups, and event-specific waivers; Waresport handles all three from the same form builder used for club registration.

BOOK YOUR DEMO

See registration — and the win-back tool — live in 30 minutes.

No deck. No pitch. We'll walk through your five form types, show you the Compare Forms retention dashboard, and run a live win-back demo on a sample unreturned cohort.

All five form types configured for your sport

Live Compare Forms + win-back demo

Payment and installment plan walkthrough

Migration plan from your current setup

Book a free 30-min demo

Registration included on all plans · Free migration · Live in under 2 hours

FREE TOOLS FOR CLUB DIRECTORS