Release notes

With the new Forms module you build your own forms for members, leads and visitors, no technical knowledge needed. You find them in the menu under Forms.

• Build as you type: add questions with /, drag them into the right order, use several pages and your own thank-you page, or start from a template.
• Every question type: text, email, phone, number, date, multiple choice, dropdown, scale, stars, NPS, matrix, consent (terms and privacy policy), file upload and signature.
• Smart logic: show or hide questions, make them required or jump to another page, depending on the answers.
• In your own branding and language: logo, club colour and font; multilingual (NL, FR, EN, DE) with automatic translation.
• Send it personally: put a form in your emails with a superlink. The answer lands straight on the member's or lead's profile, and details can be pre-filled and updated.
• Anonymous or identified: you choose per form. Anonymous results only show from 5 answers.
• Results and insights: view, filter and export the submissions (Excel or CSV), see charts per question and get an email for every submission.
• Automations and leads: create a lead automatically and start an automation when a member or lead fills in a form.
• Share: with a link, a QR code or embedded on your own website.

Staff get access through their authorisation group (View forms / Edit forms).

Read more: Forms in Club Planner

The retention statuses have been completely renewed. In the settings you enable score-based retention: instead of only check-ins and reservations, Club Planner now looks at 8 signals and calculates a nightly risk score from 0 to 100 per member.

• Seven clear statuses: Inactive, Frozen, Visitor, Low risk (0-34), Medium risk (35-59), High risk (60-100) and Dormant.
• The retention badge now also shows the score and is clickable: a panel on the right explains how the score is built up.
• Act straight from that panel: start a win-back automation or add a follow-up task in your name.
• Set your own thresholds (default 35 for medium, 60 for high) and have new members scored on their visits in the first 90 days.
• The statuses work together with the automations, so you can follow up automatically per status.

Read how it works

With Automations (in the left-hand menu) Club Planner sends a message at the right moment on its own: a welcome e-mail when someone signs up, a reminder when a member has not trained for a while, a birthday wish or a message before a membership expires. You set it up once and from then on it runs by itself.

• Start from a template: pick an example close to what you want and adjust it in a clear flow: trigger, messages, waiting times and actions, from top to bottom.
• E-mail, SMS or push: fields such as [MEMBERNAME] and [CLUBNAME] make every message personal. Commercial messages only go to members who subscribed to the newsletter.
• You decide who enters: all members or a selection, once or again after a cooling-off period, with a goal (for example a check-in) and exit conditions, so nobody gets an unnecessary second e-mail.
• Give something away: a promo code, a gift voucher, a subscription or turn card, or a workout, granted automatically within the journey.
• No surprises: before you activate, you see how many members you reach and roughly what it costs. Frequency limits make sure a member is never flooded.
• See what it brings: per automation the messages sent, the conversion and the full run history per member.

You need the Settings permission for this. Triggers on reservations follow in a next version.

Read more: Automations: messages that go out by themselves and 30 automations for inspiration.

Your Club Planner licence now comes with a website of your own. You create it under Settings > Website, and it fills itself with what is already in Club Planner. Nothing to retype, nothing to keep up to date twice.

• Live from Club Planner: your activities, the schedule with the real number of free places, memberships and rates, opening hours and closing days, coaches and facilities.
• Trial lessons and questions become leads: a trial lesson a visitor books on your site and every contact form arrive in Club Planner as a lead.
• It sells: with the webshop switched on, every membership on your site opens the webshop with that membership already selected. Members click through to their member area.
• Five designs: Atelier, Volt, Lagune, Domaine and Mentor, each shown as a live preview with your own name, colour, logo and activities. Switch whenever you like without losing content.
• Easy to find: fast, mobile, with structured data about your club for Google and AI assistants, and in your club’s language.
• You decide: choose which activities, memberships and coaches appear, and only put the site online when you are ready.

Club Site Pro (€30 per month, excl. VAT) adds four designs (Vitrine, Puls, Zenit and Cadans), lets you edit every text and image, gives every activity, coach and location a page of its own, and puts your site on your own domain name, with the certificate arranged for you.

Step by step (article in Dutch for now): Your own website: how does it work?

You can now see your Club Planner agenda next to your own appointments in Outlook, Google Calendar or Apple Calendar. Create a personal link under Settings > Planner > Calendar link; your calendar app then fetches it by itself and keeps it up to date.

• You choose what goes in: classes and appointments you are the trainer of, lead appointments, your roster and your absences.
• You can also follow whole calendars, for instance the entire group class schedule. Those items show the trainer in the title and do not mark your calendar as busy.
• Anyone allowed to edit employees can create a colleague's link too, so that colleague never has to log in.
• Link shared or lost? Revoke it or create a new one: the old link stops working at once.

The link only reads: whatever you add in Outlook does not come back to Club Planner. Your calendar app decides how often it fetches the link, in Outlook usually a few times a day.

Selling t-shirts, sweaters or other merchandise in different sizes or colours? The webshop now shows one product instead of a separate item for every size.

• Add the variants as sub-items of the main item, e.g. T-shirt → Red → M. Two levels can be nested (colour and size).
• Only the main item needs to be visible in the webshop. The customer picks the colour first and then the size in a selection window.
• Every variant keeps its own price (or the alternative price on the link) and its own stock.
• When a variant runs out of stock, it is shown as sold out and can no longer be ordered.

An item with sub-items can only be bought in the webshop through one of its variants.

You can now see how each mailing you sent performed. Go to Mailbox, tab Sent items, and click the statistics icon at the end of the row. The panel slides open on the right.

• How many members received the mailing and what share opened it, with a bar and a verdict from poor to excellent.
• What those members did afterwards: visited online, checked in at the club, made a reservation, bought or renewed a membership, bought something at the club or through the webshop.
• Every line also shows how many of those members had actually read the mail, so you can tell apart the people you reached from the ones who were coming anyway.
• You choose the period that is measured: the first 24 hours, 7 or 30 days, or everything since the mailing went out.
• Export the figures to a file for Excel, or open the full recipient list with a search box, showing who opened the mail and what they did next.

To make opens measurable, every outgoing html mail now automatically carries a read receipt. This applies to new mailings: anything sent before this update stays marked as not measured, rather than misleadingly showing 0%.

You can now see how each mailing you sent performed. Right-click a row in Sent items and choose Mailing statistics. The panel opens next to the list, so you can walk from one mailing to the next.

• How many members received the mailing and what share opened it, with a dial that shows at a glance whether that is poor, average or excellent.
• What those members did afterwards: visited online, checked in at the club, made a reservation, bought or renewed a membership, bought something at the club or through the webshop.
• Every line also shows how many of those members had actually read the mail, so you can tell apart the people you reached from the ones who were coming anyway.
• You choose the period that is measured: the first 24 hours, 7 or 30 days, or everything since the mailing went out.
• Export the figures to a file for Excel, or open the full recipient list showing who opened the mail and what they did next.

To make opens measurable, every outgoing html mail now automatically carries a read receipt. This applies to new mailings: anything sent before this update stays marked as not measured, rather than misleadingly showing 0%.

Your home screen is now a fully configurable dashboard: build your own overview per employee from widgets and see at a glance what's happening in your club.

• Choose from dozens of widgets: KPIs (active members, MRR, net growth, lead conversion), charts on check-ins, revenue, leads, members and memberships, and handy lists.
• Add widgets, remove them, drag them into the order you want, and set the width and period per card.
• Every widget has its own period filter and an Excel export; your layout is remembered per employee, with a reset to the default.
• You only see the widgets you have rights to.
• Including the new Tasks widget: your task list right on your dashboard.

Club Planner has a brand-new Tasks module: one clear overview per employee with all the work in one place — personal and club-wide tasks, lead follow-up and your own classes together on a single timeline.

• View your tasks by day, week, month or as a list; managers get a matrix across multiple employees.
• To-dos without a date and a separate "Overdue" list with snooze, so nothing slips through.
• Create one-off or recurring tasks, add extra info, and tick off club-wide tasks together (with a log line of who closed them).
• Absence wizard for sick leave or time off (half days too): tasks are automatically redistributed and flagged as needing cover.
• Notifications (in the app and as a push) in the recipient's language when a task is created, moved or needs to be covered.

You now build e-mails and mail templates visually with the new drag & drop editor: drag ready-made blocks onto your e-mail and see the result instantly — without writing a single line of HTML.

• Build your mail from 17 blocks: headings, text, images, buttons, columns, dividers, spacing and more.
• Drag a block into place; an indicator shows exactly where it lands, and you can put blocks side by side in columns.
• For each image you set the width and the alt text; buttons get their own label, colour and link.
• Your personal fields (name, club, …) keep working inside every text block.
• The editor automatically turns it into clean, e-mail-proof HTML that displays correctly in every mail client.

The planner and the reservation screen have a completely new design: smarter, more modern and with a clearer overview. Your data, settings and shortcuts stay the same.

Planner

You set the planner up yourself: pick your own view and decide what the event cards show.

• Pick your own view (day, week, list or resource — location or coach) and Club Planner remembers your preference.
• Choose per event card what you see: coach, location, occupancy, waiting list.
• Fully personal per employee, not per club.

Reservation screen

The screen of an activity has been reworked into one overview that keeps everything within reach.

• Reservations, waiting list, cancellations, payments and history sit in their own tabs on the same activity.
• Adding a member runs in one smooth dialog: subscription, price category and extra questions follow each other as steps, instead of windows stacking on top of each other.
• From the waiting list you give someone a free spot in one click.
• Email the participants or export the list, and choose which columns you see.
• Works smoothly on phone and tablet too.

Want to see everything it can do? Read the full article on the new planner in the knowledge base.

Press F4 anywhere (or click Search at the top) and jump straight to the right member.

• Search the way you like: by name (in either order, so both "Smith J" and "John Smith"), by e-mail address or by phone number — whatever the format (+32, spaces, dots …).
• Recently opened: when the search window opens, your most recently opened members are already listed, one click away.
• Straight on: Enter or a click opens the member file; the bottom row takes your query to the full member search screen.

The mobile app has been updated with the following new features:

• New club logos: the app now shows fresh new club logos.
• Customisable registration fields: on the sign-up page, the labels of the registration fields can now be adjusted.
• Customisable score descriptions in ratings: for ratings, the description of each score can now be adjusted.
• Quickly switch club: staff can now change the club they are in themselves, via Dashboard > club name > drop-down list of clubs.
• Booking Wizard – packages: a new way to book a series/package in one go.
• Waitlist badge for staff: on the reservation page, a staff member now sees a "Waitlist (x)" badge showing the number of people on the waiting list for their class.

You can now add a smart chatbot to your club’s website. It talks to visitors, answers their questions and turns them into leads — entirely in your club’s colours and style.

• Answers questions about your club based on your website, social media and your own extra information.
• Books appointments (a tour, a trial lesson …) straight into your leads calendar, taking your staff’s availability into account.
• Can sign visitors up right away and give them a personal, automatically logged-in webshop link.
• Shares your class schedule: which activities run, how many spots are still free and how to pay.
• Works for a single club, or as one chatbot for all your locations (it asks the visitor which location applies).
• Gives you an overview of how many chats and questions come in each day.

The AI is fully provided by Club Planner — there are no technical settings or API keys for you to manage. Installing it takes a single line of code on your website. Configure everything under Settings > Chatbot, where you can also try it out right away with the “Test chatbot” button.

You can now book several activities back-to-back in a single booking (if your club has enabled this).

• Select the activities in the order you want (1, 2, 3 ...).
• You only see the times where the full sequence fits consecutively on the selected day.
• The "Your sequence" bar shows per step what is already booked and what is still to choose.

With the new calendar setting "Multi-Activity" your customers book several activities back-to-back in a single booking.

• The customer first selects the activities in the order they want (1, 2, 3 ...).
• The booking wizard and the reservation calendar then only show the times where the full sequence fits consecutively on the selected day.
• The "Your sequence" bar shows per step what is already booked and what is still to choose.
• In the slot wizard the sequence is booked as one consecutive time block, even across different rooms.

Enable it per calendar via Settings > Planner > Calendars > General tab.

Find anything in Club Planner from a single search box. Press F4 (or click the search bar) to search across your whole club instantly.

• Search members, leads, check-ins, reservations, classes, workouts, payments, invoices, memberships, contracts, orders, gift vouchers, bank batches and staff — all in one place.
• Click a result to jump straight to it.
• Quick actions: add a member, book a reservation, add a lead or sell a membership.
• You only see what your access rights allow.

The mobile app has been updated with the following new features:

• Booking Wizard and Slot Wizard in Reservations: book classes and time slots quickly and easily, step by step, with the new wizards.
• Deep linking: a link to the app now automatically opens the correct club.
• Improved QR scanner: the member check-in scanner has a clearer, refreshed interface.
• Check-in points: members can now check in at the check-in points in the club.

Activities can now have multiple rates, for example standard, child or senior. Members pick their rate and the number of people per rate while booking online.

• Rates with a price per person are shown in the booking wizard and at checkout
• Combine several rates in one booking; the payment overview shows a separate line per rate
• The chosen rate also appears in the confirmation e-mail, the calendar invite, the reservation certificate and under My reservations
• Rates are managed per activity in the web platform or the Club Planner desktop app

You can now set a maximum number of times a promo code can be used in total, for example for the first 50 registrations.

• New "Max. number" field in the promo code settings. This field and "Single use" are mutually exclusive: you use one or the other.
• Once the maximum is reached, the code is automatically refused for online registrations and in the webshop, with a clear message.
• Leave the field empty and the code remains unlimited, as before.

There is now a dedicated Google item under Settings > Integrations. It brings everything Google-related together in one place:

• Enter your Google Tag ID to connect your web platform to Google Analytics / Tag Manager.
• Choose per sales flow (bookings, webshop, gift vouchers, reservations, club balance, subscriptions, invoices and table bookings) whether completed online purchases are sent to Google.
• Set up Sign in with Google so your members can log in with their Google account.

This gives you accurate insight into your online revenue and conversions, fully under your own control.

You can now show other calendars inside a planner or sales calendar, so you see several calendars in a single overview without switching.

• Choose which calendars to mirror in the calendar settings.
• Mirrored appointments appear as a read-only overlay next to your own.

Staff can now sign in to the bar apps with a short 4-digit PIN code, in addition to the regular password.

• Set the code per employee in the Employees screen.
• In the new bar app, use the PIN keypad; in the existing bar apps, simply type the code in the password field.
• The code is stored encrypted.

You no longer have to look elsewhere to see what a member is committed to. In the member profile, under Memberships, you will now find a Contract overview listing every contract linked to the member's memberships.

For each line you can see at a glance:

• Linked membership and status (Active / Inactive)
• Contract number and start and end date
• Progress: percentage elapsed and days remaining
• Contract total and a shortcut to the document

The start and end dates come straight from the linked contract — so always the real term.

When you move a lead's appointment in the leads planner, the lead used to sometimes receive an email automatically. Now you decide.

• You are only asked when an email would actually be sent to the lead.
• Send the email – the email is sent right away.
• Edit first – open the email, adjust it and send it yourself.
• Don't send – move the appointment without an email.

The appointment in the lead's calendar is moved along with it – no more duplicate appointment.

You can now set an activity to the Lead type. This is a simplified type for standalone activities: the maximum is fixed at 1 attendee and all other settings (prices, VAT, age, access ...) are switched off.

In the sales calendar your lead activities show up as buttons at the top of the appointment screen. Pick one and the description, duration and end time are filled in automatically, while the staff list is narrowed down to the linked employees. You select one activity at a time, or none.

Your staff can now sign in with their Google account, in addition to the existing Microsoft sign-in.

This option is not enabled by default: it needs to be configured first. Contact us to activate Google sign-in for your club.

Actions in Sales and on the calendar now show a short pop-up at the bottom right with the result — no window to dismiss:

• When moving a lead or appointment.
• When adding a member to an activity.
• When recording a payment on a reservation, you immediately see the amount, the member and the payment method used.
• An info mark for a regular message, a red error symbol when something fails.

The leads dashboard in Sales got a calm visual refresh:

• Neutral, uniform avatars instead of random colours — more focus on the names.
• Date pills next to every lead so the due date is visible at a glance.
• A single central loading indicator on the refresh button instead of one per column.
• Modern search bar at the top.
• Clicking a lead opens a detail dialog with arrows to navigate through every lead in the column.
• Leads that ultimately sign up are highlighted in green in the 'Finished' column.

For each activity you can now decide when the linked staff member is notified. The previous mail setting has been extended to a dropdown with four options.

• Choose per activity: send nothing, notify upon a new reservation, upon a cancellation, or both.
• In addition to the e-mail, the staff member now also receives an app notification.
• You can find this setting in the new 'Notification' section of the activity settings.

The new Timeline report under Leads gives a day, week or month overview of your full sales funnel: from reached prospects and first tours through to sign-ups and a computed success ratio. Filters for club, salesperson and period (date, month, rolling N weeks/months) live in a side panel.

• Click any cell to see the underlying leads or linked members in a popup, including estimated revenue on the Linked Members tab.
• Hover a %-cell to see how the ratio is built up; the source cells light up in the same column.
• One-click expand/collapse for all sub-rows, plus PDF and Excel export.
• The 'Today' column shares the planner's highlight color so it's easy to spot.

The numbers and the PDF output are identical to the desktop app — both now run on the same shared engine.

Connect USB barcode and QR scanners directly to the Club Planner web platform. Pair each scanner from Settings → Hardware → Scanners in Chrome or Edge and choose what should happen on every scan.

• Four modes per scanner: Open member profile, Silent check-in, Check-in with popup and Ask on scan
• Rich bottom-right popup showing photo, name and subscription status after a check-in
• Up to three recent check-ins stay visible during busy reception periods
• Check-ins list refreshes automatically without flicker
• Scan an unknown card and immediately link it to a member or employee right from the profile screen
• No external application required — works in Chrome and Edge on desktop

With the renewed TableBooker, customers order directly from their table or honesty bar using a QR code, in the same style as the webshop.

• Customers pick articles with options and variants, pay online right away or put the order on the table tab (order now, pay later).
• Members can sign in and pay their order partially or fully with their club balance.
• Without a QR code, customers first choose the menu and the table; if there is only 1 choice, that step is skipped automatically.
• The bar receives every order instantly on the bartender screen.
• You can find the link under Settings > Links.

Our new support portal is live: a searchable knowledge base in four languages, support tickets with real-time updates and this release notes page.

The new Partner API lets external partners (booking systems, payment providers, AI assistants, …) work with your club data securely and under your control.

• Per-club key management: create and revoke API keys in Settings → Platform → Partner API.
• Granular access: per key, choose per namespace (Members, Planner, Financial, Check-in, …) whether the partner can read only, read and write, or nothing.
• Rate limit: 25 calls per 5 minutes by default to prevent abuse.
• Logging: optional full call history per key for audit and debugging.
• Documentation: live OpenAPI documentation at /api/partner/docs, ready to share with your partners.
• AI integration: official MCP server for Claude Desktop, Cursor and Zed — partners can query data through natural language out of the box.