Search for Talent

It’s crucial for coaches to match high-performance aspirations with athletes of the right nature to help those dreams come into being, according to professional gymnastics coach and consultant Nick Ruddock.

search for talent


Talent is in abundance, states Nick– you just need to search for it. He is often told that there’s no talent in a particular area, something he views as an excuse for not being proactive enough to seek it out. Talent doesn’t always walk through the gym doors, after all.

Far too many clubs rely on their existing membership base and the athletes that are in the recreational and pre-school performance. They concentrate on those populations when looking for high-performing talent potential. No doubt, such programmes do provide their fair share, but coaches and clubs shouldn’t miss the opportunity to search for talent within these programmes.

Valley’s Gymnastics Academy Choose Gymnastics Club Manager

When it comes to inclusive gymnastics there’s something very special going on in Wales. In fact, look closer and you’ll discover the sport is strong and flexible thanks to the brilliant work of Valley’s Gymnastics Academy. Their forward thinking approach is winning friends of all ages and from all walks of life. And it’s something those nice people at are proud to be associated with.

In fact, their software is playing a huge role in bringing in new members as Head Coach Aled Jones explains: “With a couple of busy venues and a number of membership categories, it was so important we got the admin right when it came to registering people, organising fees and running our database efficiently. The software provided by has literally cut the time spent on this in half in just a couple of months. The great thing is it’s so easy to use and actually does a lot of the work for you. In the past, we used things like excel spreadsheets to try and organise everything. But of course this meant duplicating things, and with the best will in the world, mistakes sometimes happened. This wonderful software really has simplified everything, leaving our team more time to manage other areas of the club. And yes, it can result in more members coming through the doors. In truth, I’d thoroughly recommend this to any other club out there as a first class 21st century admin tool. Making use of the product has been one of the best decisions we have ever made.”

Aled should know of course, spending half his time working on the admin side and the rest coaching. He enjoys both, but there’s no prizes for guessing the coaching side gives him a real kick. He added: “It’s great working with the gymnasts as no two people are the same, and everyone needs a different form of support and encouragement. For us, it’s not just about the competitive athletes or potential Olympic medals, but every single person who takes up this amazing sport. I think it’s true to say gymnastics workouts can also provide the perfect foundation for any other sport, in terms of building up core strength, flexibility and muscular movement.”

This is where Valley’s carefully orchestrated ethos comes to the fore. Within the gymnastics family, there are a number of disciplines including recreational, women’s artistic, men’s artistic, rhythmic and many others. All are taught at VGA. From pre-school through to categories for the disabled, the team here have thought of everything. And you’re never too old to start of course, though for children it can give them the key to a healthy, balanced and disciplined life.

VGA believes youngsters love jumping, rolling, turning, twisting and swinging around. Why not put them in an environment where it is allowed, instead of your lounge?  “They can learn all about body control, balance and co-ordination,” says Aled. They have excellent facilities at Crumlin including all manner of equipment, an impressive track, trampoline, foam pits and so much more. It’s expanding all the time, and Aled recommends people thinking of joining a club take a look. But they also have a superb Go Gym at the Cwmbran Stadium, kitted out for a range of classes. It’s a terrific place for everyone to enjoy their recreation, providing a happy and safe environment for gymnasts of all abilities. There’s a hard working team too numerous to mention, but one glance at the club’s colourful website will tell you all you need to know. Little wonder this award winning club is the pride of Wales. “We’d like to keep pushing up the bar”, Aled explained.

We live in an age when all sorts of devices and distractions can take youngsters in particular away from any sort of sporting activity. By opening up so many alternatives at the club, we can at least offer an introduction to something that will offer their lives a happy and healthy balance.” Having gone to university at Cardiff, Aled loves mingling with people from a range of backgrounds. For him and the staff here it really is all about people. Any future medals are secondary, but a huge bonus. It seems, just like the Gymnastics Club Manager software, Valley’s Gymnastics has succeeded in changing lives for the better.

GDPR – What Gymnastics Clubs Need To Know


From the 25th May 2018, the new General Data Protection Regulation (GDPR) will take effect.  In this blog article, we look at the principals of GDPR, the rights of your gymnastics club members under the new rules and give our views from a system perspective.

The Principals

The principles of GDPR are similar to those already covered under the data protection act.  Specifically, GDPR requires that personal data should be:

  1. processed lawfully, fairly and in a transparent manner in relation to individuals;
  2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
  3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals;
  6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

It also requires that “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.

Individual rights

The GDPR creates some new rights for individuals and strengthens some of the rights that currently exist under the DPA.

The GDPR provides the following rights for individuals. Where applicable, we’ve included some guidance for those using our Gymnastics Club Manager software:

  1. The right to be informed
    The right to be informed encompasses your obligation to provide ‘fair processing information’, typically through a privacy notice. It emphasises the need for transparency over how you use personal data. GCM: We recommend you incorporate your privacy statement on the registration page and have a check-box for those submitting their information to select.  The privacy statement can be created by using the custom statement option or the ‘Insert terms and conditions option’ both of which can be found under the Admin > Forms page. 
  2. The right of access
    Under the GDPR, individuals will have the right to obtain:
    a) confirmation that their data is being processed;
    b) access to their personal data; and
    c) other supplementary information – this largely corresponds to the information that should be provided in a privacy notice. GCM: Members (or more accurately their parents) can access their data via their online Gymnastics Club Manager account, so the requirement for you to provide access to information on request will be limited.
  3. The right to rectification
    Individuals are entitled to have personal data rectified if it is inaccurate or incomplete. If you have disclosed the personal data in question to third parties, you must inform them of the rectification where possible. You must also inform the individuals about the third parties to whom the data has been disclosed where appropriate. GCM: Pay Here Limited (the legal entity in which Gymnastics Club Manager trades under) does not rent, lease or sell your club or members information.  For support purposes, information is only accessible by employees of Pay Here Limited and our development team.
  4. The right to erasure
    The right to erasure is also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data whether there is no compelling reason for its continued processing. GCM: If you receive a request for erasure, there are 2 things to consider from a system perspective; 1) Deleting a person off the system will also delete their payment history.  2) It will also delete their attendance history which will have implications if you are required to keep their attendance record for a period of time for insurance purposes.  Both reasons in themselves could be considered a reason not to comply with the erasure request.  However, to retain accurate records you may wish to delete all personal data with the exception of first name, last name and DOB so you can still keep an audit trail.
  5. The right to restrict processing
    Under the DPA, individuals have a right to ‘block’ or suppress processing of personal data. The restriction of processing under the GDPR is similar. When processing is restricted, you are permitted to store the personal data, but not further process it. You can retain just enough information about the individual to ensure that the restriction is respected in future.
  6. The right to data portability
    The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services.It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability. GCM: It’s unlikely that your members will require their data to be presented in a way that they can port.  If this ever did arise, you can export their information in an Excel file from the system.
  7. The right to object
    Individuals have the right to object to:
    a) processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling);
    b) direct marketing (including profiling); and
    c) processing for purposes of scientific/historical research and statistics. GCM: If you use our Gymnastics Club Software for email marketing purposes, we recommend setting up a group called ‘Email marketing’ and copying all members to the group.  Send marketing emails only to this group. If someone objects to receiving marketing material from you, simply remove them from the group.
  8. Rights in relation to automated decision making and profiling
    The GDPR provides safeguards for individuals against the risk that a potentially damaging decision is taken without human intervention. These rights work in a similar way to existing rights under the DPA. Identify whether any of your processing operations constitute automated decision making and consider whether you need to update your procedures to deal with the requirements of the GDPR.

Things to think about now 

If you haven’t done so already, now’s a good time to start working towards becoming GDPR compliant.  Here are some things you need to consider:

Make sure your staff and helpers are aware of the upcoming changes.

Information you hold
Document what data you hold, where it came from and who you share it with.

Privacy notices
Review your existing privacy notices and make any necessary changes in readiness.

Individual rights
Check your procedures to ensure they cover all the rights detailed above.

Access requests
Ensure your members know how they can access their data.

Identify your data needs 
If you don’t use it, don’t collect it. Identify the data you need and document in your privacy notice why you need it.

Review your existing consents (how you seek and record them) and refresh if they don’t meet the new regulations.

If you would like to find out more on how we can help your club become GDPR compliant, book a free consultation today or call us on +44 (1)01892 771 276.


Video: Manage Class Registrations With Ease With Gymnastics Club Manager’s Attendance Register App

Gymnastics Classes attendance register

Producing attendance registers is often a time-consuming task.  Compiling data from various spreadsheets, printing and if you’re club runs out of various locations, distributing copies to coaches.  With the Gymnastics Club Manager software, you can quickly build online registers that coaches can access via an App on their phones or tablets which enables them to record attendance, as well as access the latest membership and payment information at the touch of the screen.

When the app is opened, coaches can see the classes they have access to (you, as the main administrator, determine that), the current register (for example, Autumn Term) and the session.  Once they’ve selected the relevant class, register, and session, the list of gymnasts will load and display the information you selected to appear on the register.  For example, medical conditions, emergency contacts, what skills they’re working on and even payment status. 

Recording attendance at your gymnastics classes is as easy as just ticking names off and hitting record. Information on attendance is stored centrally online, so no more storing old paper registers! And you can set up alerts too, so if a coach leaves a note on the register, you’ll get alerted and if someone misses, say 3 sessions in a row, the system will alert you to that too.

The app can be downloaded from the Android and Apple app stores for both mobile and tablet devices. Check out the video below to see all these features and more in action.

Gymnastics Club Manager was created to help you improve your gymnastics club administration. By streamlining the membership process, our software makes fee collections easier and more manageable and ensures member information is always up to date.

Take our free video tour to see all the features our software has to offer and discover how you can change the way you manage your club admin – forever.

How To Send Group Emails To Your Gymnastics Club Membership & Check Delivery

Sending group emails with gymnastics club manager

Does this sound familiar? You need to send out an important communication to your gymnastics club membership, via email. But, all your member email details are stored on a separate spreadsheet meaning you not only need to locate the most up to date list but also copy and paste all email addresses over to your email service.

Worse still, your current email service isn’t set up to send to hundreds of email addresses all at once. You may also have concerns over the reliability of delivery and worry that your messages may end up in the recipient’s spam folder.

The upshot is you end up copying and pasting not just email addresses, but because you need to send the email out in batches, you have to copy and paste the message too. And let’s not even mention trying to personalise every email to each member.

Setting up email communications like this is super time consuming and we are betting it’s a task you (or your administrator) dread.

With Gymnastics Club Manager you can create and send emails directly from your membership database. As the video below will show you, with our software we make it really easy, and quick, to select your recipient list (choose everyone or just specific groups/classes), create your message, add personalisation with a simple mail merge tag and send.  And if some of your members do not have an email address, you can simply print your message as a letter and post it to them instead.

The title of this post also mentions checking delivery of your emails.

How many of your members tell you they didn’t receive an email from you? How can you check if all your messages were sent, if they were opened or landed in a spam folder? With our software, we will show you how many emails were delivered, how many were opened, as well as those that bounced back or contained an invalid email address. Just watch the video below to see this in action.

Sending out club wide communications needn’t be a task to dread. Ditch the copy-paste, spreadsheet-sorting tedium and switch to Gymnastics Club Manager. Not only can we make communicating with your members a breeze, but we can help you better manage your member information, collect and reconcile class fees and make registration quick and easy for new members.

Why not book a free consultation and let us show you more?

How To Hit The Right Tone & Engage With Your Gymnastics Club Followers

Part 3 of Facebook Gymnastic Club Series

In this last part of our Facebook for Gymnastics Clubs Series, we take a look at the importance of getting the tone right with your posts, and we offer up some key tips to help you engage better with your page followers.

If you’ve missed the first two parts of this series you can catch with Part #1: Setting Up Your Gymnastics Club Facebook Page here and Part #2: Creating Content For Your Gymnastics Club Facebook Page here.

Getting The Tone Right

People don’t want to talk to an organisation or an anonymous entity that they have no connection with. Instead, they want to talk to people and they want to talk to you. How are you going to ensure you get the tone right?

You may find that there are a number of people who manage your Facebook page. It’s important to introduce them to your fans so that there is a greater level of interaction. The clubs that let the moderators interact directly with the fans get the greatest number of new fans and levels of engagement.

Therefore you could have a custom made tab which introduces the team behind the Facebook page. Display their avatar and a short description of them so they both feel valued and people know more about who they’re talking with. (If you want someone to create a tab for you and you’re not sure, go to

Additionally, after each Facebook post, it might be a good idea for the person posting to leave a dash followed by their first name. This is far more likely to create user interaction and responses than a post solely by the club alone.

Whenever you’re talking to people, it’s important that you talk to them using their first names. In normal, everyday conversation, it’s rare that you address someone with a first name and surname.

To ensure you get the tone right, respond to what people are asking for, and make sure that you meet that need. Facebook is all about good conversations, and the tone that you post will either foster or hinder this.

Be More Engaging

It’s one thing to create your own quality content for your Facebook page so your fans share and comment on them, but it’s equally important to create a context to encourage your fans to post their own content. For example, following on from an event that your club holds, wouldn’t it be great if your fans were to post photographs of that event? Well, most of the time it would be (#badhairday).

The more that your Facebook page can become a destination for ideas and content to be exchanged without you being an over-protective gatekeeper, the greater the level of engagement with your fans. It then becomes a community for them.

To give this a chance to develop you want to create space for “super fans” to emerge. Super Fans are those who are highly motivated to engage with the community, post regular content and comments and to foster a sense of responsibility for your community.  Your immediate goal is to identify 100 people who love what your gymnastics club does and wishes to talk about it with others.

Once people are posting content it’s important to engage regularly with it. There’s nothing worse than someone spending the time and energy to start a conversation and for others in the room to ignore them. Especially in the early stages, don’t let a comment go unanswered. People connect with other people, so when the page feels like a safe space to be listened to and affirmed, people are far more likely to return and respond. The Super Fans will naturally help plug the gap as your club’s presence on Facebook grows and some will want to become moderators.

If you don’t initially ask people to do anything, they won’t. Give strong motivation and clear Call To Actions. One example of this would be asking people to “Like if you agree” with a statement you make. You can also try running competitions that people need to enter by submitting their own content or provide polls for people to respond to.

Creating an environment where people want to spend time interacting with you, your club and their community takes intentional listening, planning and implementation. But as you engage your content and interactions around meeting your customers needs, you’ll find your community will grow.

Naturally, as you create a community, some will leave unhelpful comments. If you find yourself in a situation where people are leaving negative posts, it’s appropriate to delete those and helpful to send that person a message to explain why it has been deleted.

Facebook is still the biggest and most popular social media platform in the world. Individuals, businesses, clubs and organisations alike, are all finding it the place to connect and engage with their target audience, friends, members….

Regular posts, interesting content and quick engagement can all contribute to raising your gymnastics club’s profile, reputation and numbers!

We hope you have enjoyed this series and have found it both insightful and useful. As you get started with Facebook, make sure you ‘Like’ our page and download our free Facebook eBook for more help with Facebook Pages.  

Video Intro: How To Request Payment For Class Fees

Request payment for class fees with Gymnastics Club Manager

One of the best features of Gymnastics Club Manager is the ability to authorise, request and collect payments easily online – the software does all the work for you, no more collecting cash and coins before class starts.

Gymnastics Club Manager offers numerous ways to collect payment for the classes you run, as well as offering a choice of ways for members to pay. Of course, collecting fees begins with requesting payment. In the video below we walk you through how to setup your software to request payment for class fees, including sending out a request to multiple members, to individual members and applying discounts, e.g. a sibling discount. We’ll also show you how to schedule requests and set up the auto-renew feature.

If you find you are spending more time on club administration and member management, than you are coaching gymnastics, then Gymnastics Club Manager can help. Our software was created to help you better manage your members and admin.

With more than 100 tools and features, we can help you streamline your membership process, take the headache out of fee collections and ensure your member information is always up to date.

Book a free consultation here to see all the features our software has to offer and discover how you can change the way you manage your club admin – forever.

Creating Content For Your Gymnastics Club Facebook Page

gymnastics club Facebook content

Welcome to the second part of our series on using Facebook for your gymnastics club. If you missed part 1 you can catch up here. In this latest instalment we take a look at creating a sustainable content strategy, the types of content you can post, where to find inspiration, and lastly how to make publishing to your page easy.

Define Your Gymnastics Club Goal

Before you dive into your content strategy, take a step back and ask what the overall goal of your club is? What are the priorities? Are you looking to increase the number of members that you have? Are you looking to increase the level of engagement with your members? Are you looking to foster community? Are you looking for additional income streams? Are you looking to educate and inform? Are you looking to entertain and inspire your community? It’s also really important to align your content strategy with the overall goals of your club.

If you aren’t sure what content people wish to receive, you could consider creating a questionnaire using SurveyMonkey or Gymnastics Club Manager, and entice people with a free prize draw on completion. This questionnaire will help you to drill down and identify the core important issues for your customers and create relevant content to meet that need.

What Do You Want From Your Facebook Page?

Once you’ve identified the goal of your club, the next question to ask is: What are the goals for your Facebook page? What are you trying to achieve from it? The content needs to be relevant to your audience. It’s not enough for it to be a piece of content that you find interesting.

There are many different types of content that you can use:

  1. Videos
  2. Photos
  3. Links to blog posts, ebooks and whitepapers
  4. Questionnaires
  5. Polls
  6. Prize giveaways

But one of the golden rules of content is it needs to inform and inspire your audience. You want them to be entertained and educated. With Facebook, as with all other social media channels, it’s very easy to assess the success of a piece of content based on how many ‘likes’ or ‘comments’ it gets.

Try to get away from what you want to create and allow your audience to shape your content strategy. After all, you want results more than you want to create content you like.

Automating and Publishing Content

Many people are put off engaging in their Facebook account, because of the sheer amount of time it takes them to source and post relevant content, without a certainty of the return they’ll get from all this time spent.

It’s a shame that they give up at this hurdle.

This is why it’s really important to understand what your initial goals are and what would result in those goals being met. Whether it’s engagement, or new leads into your sales pipeline, having clarity on those goals will enable you to be able to measure your results and analyse the results.

Either way, it’s important to find a good way to automate your content publishing and curation to save you precious time.

Using sites like Feedly (an RSS reader), you can identify suitable sources such as blogs and websites with great content to share around your community’s needs. Once this content is gathered, HootSuite or Buffer are great tools to automate the publication of this content.

Feedly offers this integration to post through Buffer or Hootsuite with one click. This will prevent you needing to add content each day, but instead, you can schedule the content to be published once a week or even once a month.

This won’t take away your need to directly interact with those who are in the community, but it will ensure you have a steady stream of good content being published onto Facebook. Both of these platforms can also post content to Twitter and other social channels too.

As with all social media strategies, it is essential that you have a good content strategy, and whilst it’s one thing to curate and share other people’s content, to have greater influence you need to create your own content centred around your gymnastics club.

Spend some time thinking what your audience would want to read, share and what would make their lives easier. Ask them. Assess which content gets the best reaction. As Content is King, create the quality pieces of content that will serve your followers.

You may be concerned that you don’t have someone within your team who can write, create videos, podcasts or other content and if this is the case then hire in a freelancer. A good place to find those would be Feel free to ask us for recommendations.

Create a content calendar and schedule this content creation in advance. You want to have a ‘content bank’ that you can draw upon. And remember once you have this content for one platform, it’s likely you’ll be able to tweak and reuse it on others.

Here at Gymnastics Club Manager, we are dedicated to helping you grow your club online, increase your membership, and provide you with the tools you need to help improve your engagement. We’re truly vested in the success of your club, providing you with resources and content that supports you to reach your goals.

Look out for part 3 in this series, coming soon. In the meantime, make sure you ‘Like’ our page and download our free Facebook eBook for more help with Facebook Pages.  

Using Gymnastics Club Software To Collect Fees Based On The Number Of Hours or Sessions A Gymnast Attends

Using Gymnastics Club Software To Collect Hourly Fees

In our previous videos, we showed you how to set up fee collections on a monthly class basis or by term or blocks of weeks. But if your gymnastics club charges based on the number of hours or sessions your gymnast attends a week, rolled up into a monthly fee, what then?

In our latest video, we show how this can be setup using our gymnastics club software. The video below will walk you through setting up payment tables and categories, creating classes and adding other options such as class size and moving people to a waiting list if their preferred class is full.

In case you missed our first video on setting up waiting lists, you can view it here.

We know that managing a gymnastics club can often seem like it’s all administration and very little coaching. This is why Gymnastics Club Manager was created to help you simplify the membership process, make fee collections easier and more manageable, and ensure member information is always up to date.

Why not book a FREE CONSULTATION to see all the features our software has to offer and discover how you can change the way you manage your club admin – forever.


How to Setup Classes to Collect Fees by Term or Blocks of Weeks

collect fees

Collecting in your club fees needs to be done seamlessly and efficiently, not just for your benefit, but for the parents of your members too. Here at Gymnastics Club Manager we have looked carefully at how our customers operate and the ways in which they prefer to collect member dues.

Not every club collects fees in the same way or to the same schedule, which is why we have designed our club management software to give you the flexibility to collect fees in different ways.

In the video below we show you how to setup the system to collect member fees on a term basis or by blocks of weeks. Part of this process involves setting up your classes – we do this for you as part of our free setup service when you join us.

Take a few minutes to watch the video where we will walk you through how classes are set up, how to set up the system to collect fees and other features you may find useful.

Managing your gymnastics club shouldn’t be focused more on the administration than the coaching. Gymnastics Club Manager was created to help you better manage the admin side of your club, by streamlining the membership process, making fee collections easier and more manageable, and ensuring member information is always up to date.

Take our free video tour to see all the features our software has to offer and discover how you can change the way you manage your club admin – forever.

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