Switching management software mid-season
A club can switch management software mid-season without stopping its activity. Pick a quiet point in the calendar, export what you need to keep from the current system, start with the data already on the FPB, and keep the old system read-only until the season ends. The steps are below.
Last updated: 24 October 2026
A 20-minute demo, online. Prefer email? Write to us
When to switch
The best time is when there are fewer games and fewer registrations going on.
Over the Christmas break
For many clubs, this is the time with the fewest games. There is time to prepare the data and show coaches the new system before practices restart.
Between competition phases
When a phase ends, teams and schedules change anyway. It is a good moment to create them in the new system straight away.
At the end of the season
If there is no rush, prepare the switch over the summer and start the next season in the new system, with teams organised by age group from day one.
Step by step
- Choose one person to own the switch and a start date at a quiet point in the calendar.
- Read your current system's contract: notice period, renewal date and how you can export your data.
- Export what the club needs to keep: athlete and member lists, contacts, unpaid dues and any history you want to keep. Store a copy somewhere the club controls.
- Start with what is already on the FPB. On request, we set up the club with you from FPB.pt: club, teams, athletes, staff, venues and games.
- Add what does not come from the FPB, such as members who are not athletes, and link parents and guardians to their children.
- Go live with the board and coaches first (calendar, courts and attendance), then invite athletes and parents.
- Keep the old system read-only until the end of the season. Record anything new in Hoobex only, so there are never two versions of the same data.
What can come from the FPB, and what stays with the club
From the FPB's data
Available on request
We set up the club with you from the data on FPB.pt. It is done with our team.
- Club
- Teams
- Athletes
- Staff
- Venues
- Games
What is not on the FPB
Anything that only exists in the club's current system is outside this import, for example:
- Members who are not athletes
- Dues, payments and amounts owed
- Attendance history
- Old messages and documents
In the demo, tell us which system you use today and what data you have, and we will clarify what applies to your club.
Frequently asked questions
Can we switch software mid-season?
Yes. Pick a quiet point in the calendar, such as Christmas or the break between phases, start with the data already on the FPB, and keep the old system read-only until the season ends.
What data does Hoobex import?
On request, we set up the club with you from the data on FPB.pt: club, teams, athletes, staff, venues and games. Anything that only exists in the club's current system, such as members who are not athletes or dues already paid, is not part of this import.
Do we have to stop using the old system on day one?
No. You can keep it read-only until the end of the season and record anything new in Hoobex only. Before your contract ends, export and keep the data the club wants to hold on to.
Do coaches and parents have to install anything?
They don't have to. Each person signs in to their own portal in the browser, on a computer or phone, and can add Hoobex to the home screen (PWA). Parents and guardians receive the messages from their children's teams.
What happens when the season ends?
Teams are organised by FPB age group (escalão). At the end of the season, a wizard moves athletes to their next age group, with a preview and an undo option.
How do we start?
Book a 20-minute online demo and tell us which system you use today. We show you the platform in a demo club with fictional data and clarify what applies to your club, including setup from the FPB's data, available on request.
Talk to us before you switch
In 20 minutes, online, we show you Hoobex in a demo club with fictional data and clarify what applies to your club, including setup from the FPB's data (available on request).
A 20-minute demo, online. Prefer email? Write to us