Adminished

Connect Claude or ChatGPT to your club

You can let an AI assistant read your club's data and answer questions like "Who has stopped coming lately?" or "Who owes money this month?". The assistant cannot send, charge, change or delete anything itself. If you allow it, it can also prepare messages for you to approve in Adminished (see Drafts you approve).

Only a club's owner or admins can connect an assistant, and each connection covers one club.

Before you start: turn on two-step login

We recommend it. A connected assistant can read members' names, attendance and payments, so someone who learned your password could connect one. With two-step login they would also need your phone. It is optional: you can connect without it. Turning it on signs out your other sessions and disconnects your AI assistants — you'll reconnect once.

The address to add

Every club uses the same address:

https://adminished.com/mcp

Connecting from Claude

  1. In Claude, open Settings → Connectors and choose Add custom connector.
  2. Give it a name (for example "Adminished") and paste the address above.
  3. Choose Connect. Adminished opens: sign in if asked.
  4. Pick the club, read what will be shared, and choose Approve.

Custom connectors are available on Claude's Free (one custom connector), Pro, Max, Team and Enterprise plans, according to Anthropic's own help article on custom connectors. On Team and Enterprise, an organisation owner may need to add the connector first. Claude Code can connect too, with the same address.

Connecting from ChatGPT

  1. In ChatGPT, add a custom connector (in developer mode, or as your workspace allows) with the address above.
  2. Adminished opens: sign in, pick the club and choose Approve.

Which ChatGPT plans can add custom connectors varies and changes over time, and a workspace admin may need to switch it on. Check OpenAI's help pages for your plan.

What the assistant can see

  • Members' names, classes, status (active, archived, waitlisted, paused), joining date and billing type
  • Attendance, as your attendance report shows it: sessions and attendance rate per class, sessions attended per member, and who is fading: marked at least once in the period but not on any of the club's last 3 session days (the report shows fading only once the period has at least 4 session days)
  • Money: what each member owes, payments (amount, date, method), what was collected and what is overdue, failed automatic payments (only the kind of failure, such as a declined or expired card, never the bank's own reason) and refunds
  • Classes and their weekly times, how many places each has and how many are free, waiting lists, and events (upcoming and past) with booking counts
  • Billing: the charges Generate would make for a month, members on a trial and when it ends, and whether a family has a saved card or Direct Debit (yes or no, never the details)
  • Stripe payouts to your bank: what each was made of, by source, and the fees taken

Questions it can answer for you

  • billing_check: is this month's billing ready? The charges Generate would make, members with no fee, unusual amounts, paused members and families with no saved card or Direct Debit. A person still presses Generate.
  • payout_explainer: what each Stripe payout to your bank was made of, by source, after Stripe's and Adminished's fees. Anything it cannot match is labelled unknown, never guessed.
  • growth_brief: a ranked list for the week: trials ending, classes with a waiting list and spaces, fading members, classes with room and events worth repeating.
  • failed_payments: whose card or Direct Debit failed, grouped by cause, with a suggested next step. Retrying stays a button in the app.

Drafts you approve

When you connect, you can tick Prepare messages for me to approve. The assistant can then use two draft tools:

  • draft_overdue_reminders: one payment reminder per family, listing all their overdue fees, with an optional short note. Families with a failed card or Direct Debit payment, families who opted out of reminders, and families reminded recently are left out; a family reminded by hand in the last 3 days is always left out. A child who is set to skip payment reminders has their own fees left out; the family's other fees are still listed. The note is about these payments only: the email is a service message, so it cannot carry offers, discounts, events or bookings (use an announcement for those), and it cannot contain links, web addresses, email addresses, phone numbers, bank or payment details, or long numbers (if your club has saved bank details for parents, the email already shows them). If the assistant wrote the note, the draft says so, and the note is not sent until you press Save note (after reading or changing it) or clear it.
  • draft_card_invites: invites to set up a card or Direct Debit, for the families you choose who have none on file: the assistant must name them, and it never invites everyone. A family (the parent account, and anyone else at the club reached at the same email address) is left out when any of its members is set to skip payment reminders, and a parent is left out when they were sent a save-card invite in the last 7 days.

Nothing is sent until an owner or admin approves it in Adminished, in AI drafts (the dashboard shows when one is waiting). You see the exact email, how many families get it, their names and when each was last reminded. Approving checks everyone again: a fee paid or a family that opted out since the draft was made is left out. If someone changes the note while you are looking, Approve asks you to check the email again. If the assistant's connection is disconnected, its waiting drafts are withdrawn and can no longer be approved.

One draft holds at most 200 families; when more are found, the draft says how many were left out, and you can ask for another draft for the rest after approving it. The recipient limit counts per club per day, so when one draft has used the day's limit, the next one can be approved the following day. At most 3 reminder drafts and 200 recipients can be approved a day. Drafts expire after 7 days. Each club can approve a number of AI drafts a month: 10 a month on Free, 50 on Essential, unlimited on Pro. Rejected drafts do not count.

An assistant you connected before drafts existed can only read. To let it prepare drafts, remove the Adminished connector and add it again, then tick Prepare messages for me to approve. Its read tools keep working if you do not reconnect.

What it can never see

  • Medical notes, allergies, support needs or any other health information
  • Dates of birth
  • Emergency contacts, phone numbers, email addresses and home addresses
  • Signed documents, photos, notes and safeguarding records
  • Card or bank details

Where the data goes

The data the assistant reads is sent to the AI provider behind it (Anthropic for Claude, OpenAI for ChatGPT), under your club's own account with that provider. Your club chooses to connect it and is responsible for that choice under its data-protection duties, for example telling members in your own privacy notice. Adminished does not choose or pay for the provider, and is not sending your data to them on its own behalf.

Seeing what it read, and disconnecting

Open Settings → AI assistants. It lists each connected assistant (who connected it, when, and when it was last used) and the recent activity: which kind of information was read, when and by whose connection. Search words are shown only as their length, never the words.

Choose Disconnect to stop an assistant at once. Any owner or admin of the club can disconnect any assistant connected to it. If a person stops being an owner or admin, their connection stops working straight away.

When an assistant is disconnected for you

Turning on two-step login, or changing your password or your email address, signs out your other sessions and disconnects every AI assistant you connected, in every club. This is deliberate: an assistant approved before the change keeps no access after it. To carry on, reconnect each assistant once from Claude or ChatGPT, the same way you first connected it. Settings → AI assistants shows these as "password or sign-in details changed".

Related articles

  • Two-step login

    Turn on two-step login for your staff account: a 6-digit code from an authenticator app each time you sign in, recovery codes, and what to do if you lose your phone.

  • Team roles

    The four staff roles in Adminished (Owner, Admin, Coach, Assistant), what each can do, and how to invite, promote or remove team members.

  • Club account setup

    The end-to-end onboarding checklist: verify email, name your club, add a class, connect Stripe, invite parents, configure email + audit settings, test the loop.

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