Manage facilities, equipment and resources in one system

Sports clubs typically have many different resources that need coordination – halls, courts, meeting rooms, training equipment, balls and much more. Often these are managed in separate systems or not systematically at all, creating confusion and conflicts. With SportMember, you bring all resource management into one system, where both locations and equipment are handled the same way.

Whether it's booking the hall for training, reserving the meeting room for a board meeting, or checking if the ball bag is available, you find it all in the same place. This provides overview for administrators and makes it easy for coaches and team leaders to find and book what they need.

Two types of resources – one system

SportMember supports two main types of resources: locations and equipment. Locations are physical places like halls, courts, meeting rooms or clubhouses. Equipment is items that can be borrowed or reserved, such as training equipment, ball bags, first aid kits or transport vehicles.

Both types are handled with the same tools – you create the resource, define when it's available, and let users book it. The system tracks reservations and prevents conflicts, whether it's a hall or a ball bag.

Locations – halls, courts and meeting rooms

For most clubs, locations are the most important resources. The hall needs to be shared among many teams, and without coordination, conflicts easily arise. With SportMember, you create each location as a resource:

• Indoor halls with option to divide into courts
• Outdoor pitches and grass areas
• Meeting rooms for board and committees
• Clubhouse and common areas
• Changing rooms and facilities

Each location can have sub-resources. "Hall 1" can be divided into "Court A", "Court B" and "Court C", so teams can book either the entire hall or a specific court. The system automatically ensures no conflicts arise between the main resource and sub-resources.

Equipment – training gear and materials

Besides locations, many clubs have equipment that needs sharing. Ball bags, cones, training gear, first aid kits or even the club's minibus. By creating these as resources in SportMember, you get the same overview and booking options as for locations:

• Training equipment (cones, goals, rebounders)
• Balls and ball bags
• First aid equipment
• Transport vehicles (minibus, trailer)
• AV equipment and speakers

Coaches can check if equipment is available and reserve it together with the location. This ensures the team has everything it needs when they arrive for training.

Complete overview

When all resources are gathered in one system, you get a complete overview of the club's capacity. The timeline view shows all resources and their reservations at once – you can see which halls are available, which equipment is booked, and who has reserved what.

This overview is invaluable for club administrators who need to coordinate many teams' activities. Instead of keeping track of separate lists and systems, everything is in SportMember.

Book resources together with activities

One of the biggest advantages of having resources in the same system as the activity calendar is the integration. When you create a training session, you can simultaneously reserve hall and equipment. Reservations follow the activity – if training is moved, resource reservations can be updated accordingly.

This reduces the risk of resources being forgotten or booked incorrectly. Everything is connected, and changes in one place are automatically reflected elsewhere.

Access for everyone – control for administrators

Coaches and team leaders can check availability and book resources themselves without contacting the administrator. This saves time and makes everyday life easier. At the same time, administrators have full control – they can see all reservations, create rules for availability and handle conflicts.

The permissions system ensures only the right people can book certain resources. Perhaps everyone can book training equipment, but only the board can book the meeting room. You set the rules.

Why bring resource management into one system

Many clubs start managing resources in spreadsheets, on boards or via verbal agreements. That might work initially but quickly creates problems as the club grows. Who reserved the hall? Is the ball bag available? When is the meeting room booked?

By bringing all resource management into SportMember, everyone gets the same overview. Information is always updated, conflicts are caught automatically, and booking history is saved. It's professional resource management for volunteer-run clubs – simple enough for daily use, powerful enough to handle complex needs.