Youth Club Software for Sign-ins, Consent, Trips and Funder Reports

Mythex builds the attendance register, consent records, trip sign-ups and funder reports a youth club needs, from a plain description of your sessions. Young people sign in once per session, parents keep emergency contacts and consent up to date themselves, and the quarterly report on unique young people reached becomes a filtered export instead of a weekend with paper sheets.

What a youth club needs from its software

Funding depends on numbers that are painful to produce. Funders ask for total attendances and the number of unique young people, by age band and month, and the only source is a pile of paper sign-in sheets with nicknames and illegible handwriting. Consent forms live in a folder that is a year out of date when the minibus leaves for a trip. Volunteers swap shifts in a group chat and nobody notices the session has no first aider. Mentoring notes and safeguarding concerns must stay with the few staff who need them. A club needs one record per young person, digital sign-ins, current consent and medical details per trip, a rota that checks ratios, and reports that never expose an individual.

Digital sign-in per session, counted by age band
Unique young people reached, separate from total visits
Parents updating emergency contacts, medical notes and photo consent
Trip registration with fresh consent for each outing
Rotas that warn about missing first aiders or low adult ratios
Mentoring and safeguarding notes limited to named staff

What you can build for youth clubs

Funder reports from digital sign-ins

Every sign-in is counted by session, age band and month. The dashboard reports total attendances and unique young people side by side, summarises outcomes you track, such as qualifications gained or mentoring goals met, and shows demographics only as totals. Filter by grant period and export, and the report that took a weekend is done in minutes.

Build a reporting dashboard for my youth club. From session sign-ins, show total attendances and unique young people by session, age band and month, outcomes such as mentoring goals met and qualifications gained, and demographic breakdowns as totals only, never names. Filter by date range for each funder's reporting period and export to CSV.

A parent login for consent and medical details

Parents keep emergency contacts, medical notes, dietary needs and photo consent current themselves, and every change is logged with who made it and when. Older members can see the sessions and trips they are signed up for and nothing about anyone else. Mentoring and safeguarding notes live in a staff-only area families never see.

Make a portal for my youth club. Parents log in to update their child's emergency contacts, medical notes, dietary needs and photo consent, with every change logged by user and time. Young people over 13 can see their own sessions and trips. Keep mentoring and safeguarding notes in a staff-only area restricted to named staff.

Trip and tournament registration with today's consent

Each trip asks for consent and current medical information for that outing, rather than trusting last year's form. Registration closes when the coach is full or when the adult ratio limit is reached, whichever comes first. Sports tournaments record teams, players and the adult responsible for each team.

Build trip and event registration for my youth club. Each trip collects parental consent and up-to-date medical information for that specific trip, and closes when either capacity or the adult-to-young-person ratio limit is reached. Tournaments record teams, players and the responsible adult. Give the trip leader a printable list with medical notes.

A rota that checks ratios and first aid

Youth workers and volunteers are rostered per session with their role for the night. The rota compares expected attendance with adults on shift and warns when a session falls below your required ratio or has no trained first aider. Holiday programmes add daytime shifts on a different pattern.

Make a rota for my youth club's youth workers and volunteers per session with a role for each. Warn me when a session has no trained first aider or too few adults for expected attendance at a ratio I set, and add a separate daytime pattern for holiday programmes.

Funders, volunteers and referral partners in one place

Funders are tracked with grant amounts, what was promised and every report deadline, entered the day the grant is awarded. Volunteers carry background check dates and training completed. Schools and other referral partners are recorded with agreed ways of working.

Build a CRM for my youth club tracking funders (grant amount, outcomes promised, report due dates with a 30-day reminder), volunteers (background check date and expiry, training completed, sessions helped) and referral partners such as schools.

A website for young people and parents at once

Sessions listed by age band with drop-in nights clearly marked, a parent page on registration, supervision and collection at the end of the night, the named safeguarding lead easy to find, and holiday programmes with dates and whether places are free or subsidised.

Make a website for my youth club with session times by age band, drop-in nights marked separately from booked sessions, a parents page about registration, consent, supervision and collection, the safeguarding lead and how to raise a concern, and a holiday programme page with dates and costs.

Children's data and safeguarding

A youth club holds sensitive information about minors: medical notes, family contacts and sometimes safeguarding concerns. Decide who can read what before you build, then say it plainly in your prompt: parents see their own child, young people see their own sessions, volunteers see the register and medical notes for tonight only, and safeguarding records are limited to the named lead. Ask for change logs on consent and medical fields. Mythex does not make an app compliant with child data rules on its own, so check what applies where you operate and follow your safeguarding policy.

Roles agreed before building
Safeguarding notes limited to named staff
Photo consent checked before publishing any image

Subsidised places without a label

Trips and holiday days often mix full-price, reduced and free places. Record the subsidy in a staff-only field, invoice families only for what they owe, and report subsidy totals to funders without names. No young person should be able to tell who received help.

Questions

Can young people sign in digitally at sessions?

Yes. A tablet at the door can show a sign-in screen, and each sign-in is linked to the young person's record. That is what makes unique attendance counts possible.

Can it produce reports for funders?

Yes. Ask for totals and unique young people by session, age band and period, plus the outcomes you track, exported as CSV. Reports can show demographics as totals without names.

Can parents give consent online?

Yes. Parents can record consent for photos and for each trip in a portal, and every change is logged. Check your own safeguarding policy for when signed paper forms are still needed.

Is it safe for children's data?

Mythex gives you logins, roles and a real database, and you decide who sees what. It is not certified for any specific child data regulation, so check the rules where you operate.

Is there a free plan for a small charity?

The Free plan needs no credit card and gives daily credits to build and publish. Pro is $25/month for more credits, code editing and a custom domain.

Do we need someone who can code?

No. Staff describe what they need in plain words and change it by chatting.

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