Athletes
Name, ID number, date of birth, health insurer, category, venue, joining date and the guardian’s details. Then the package, its price, which comes by itself, and how many months they have been overdue.
Free Excel template to track payments in your sports club or academy
The whole year’s monthly fees in one sheet, with myclubia’s rules: session packages, a late surcharge after your cutoff day and each month’s status.
Free, no email. A 77 KB .xlsx file, in English.
Sample data, as of October 8
The format
What the template has
The twelve months of the year in one sheet: one athlete per row and, for each month, the amount paid, the payment date and the status.
Settings
The year, the last day to pay without surcharge, the surcharge percentage and up to six session packages with their price.
How to use
The steps, what each status means and what the template does not do, inside the same file.
The status column is colored each month, the heading stays in place and the package is picked from a list.
How to use
How to use it in three steps
Set it up
In “Settings”, the year, the last day to pay without surcharge, the surcharge percentage and each package’s price.
Add your athletes
In “Athletes”, one row per athlete, with their category, venue, guardian and the package they pay.
Write each payment
In its month, the amount and the payment date. The status and the surcharge are calculated by themselves. If they pay in two parts, add up the amounts and write the date of the last one.
Statuses
How each month’s status is calculated
With the same rules myclubia uses. What counts is the payment date you write, not the day you write it.
| Status | When |
|---|---|
| Up to date | Paid the package, with the surcharge if they paid after the last day without surcharge. |
| Partial payment | Paid part of it and is still on time. |
| No package | Has not paid the month, but is still on time to pay without surcharge. |
| Overdue | The last day without surcharge passed and the month is not fully paid. |
A surcharge example
A $120,000 package, no surcharge until day 10, 10% surcharge. Colombian pesos.
| Payment date | To be up to date |
|---|---|
| Day 1 to 10 | $120,000 |
| From day 11 | $132,000 |
Sample data
What it does not do
What this template does not do
It is a spreadsheet: you fill it in.
- It receives no receipts and does not check that the money reached the bank.
- It sends no payment reminders.
- It keeps one amount and one date per month: a partial payment is added up by hand.
- It does not handle scholarships or discounts, or the sessions left in the package.
- One file per year.
Moving to myclubia
When Excel falls short, the same file goes into myclubia
When receipts arrive through the chat, someone has to be reminded or the club has several venues, the sheet becomes daily work. In myclubia the family reports the payment with its receipt, you validate it and the receivables change by themselves.
- In the app, in “Athletes”, tap “Import Excel” and upload this same template. myclubia reads the first eleven columns by their heading and ignores the rest.
- The category and the venue must be named as in your club. Before importing you review the athletes in parts.
- The sheet’s payments are not imported: the receivables start in myclubia.
myclubia costs COP 1,800 per athlete a month, going down as the club grows; no monthly fee for the first two months. See pricing.
Questions
Questions about the template
Is it free? Do I have to leave my email?
It is free and the download is direct, with no email or sign-up.
Does it work in Google Sheets, LibreOffice or Numbers?
We tested it in Numbers. The formulas use only classic functions, which Excel, Google Sheets and LibreOffice also have, but we have not tested it there yet: if something looks wrong, message us. In Google Sheets, upload it to Drive and open it with Sheets.
How do I write a payment in two parts?
Add up both amounts in the month’s cell and write the date of the last payment. Until the package is complete, the month shows “Partial payment” until the last day without surcharge, and “Overdue” after it.
How is the surcharge calculated?
If the payment date is after that month’s last day without surcharge, it adds the “Settings” percentage to the package price. To be up to date, the total with surcharge has to be paid.
Can I use the same list in myclubia?
Yes. myclubia reads the first eleven columns by their heading and ignores the payment ones, which are not imported.
What if I upload the file to myclubia twice?
Athletes already in the club, with the same ID number and name, are skipped: they are not duplicated.
Does it work outside Colombia?
The template works with any currency. To import it into myclubia, the guardian’s mobile must be Colombian: ten digits starting with 3.
Get your receivables up to date
Download the template, or tell us about your club on WhatsApp and we will show you myclubia with your categories and packages.
WhatsApp