Free GDPR-Compliant Club Management with Kimai and Vikunja on Virtualmin

Club Management Without the Cloud: Why Self-Hosting Is the Better Choice

Many clubs face the challenge of efficiently managing member hours, volunteer hours, and tasks. Cloud services like Google Sheets or Trello are practical but raise data protection concerns – especially with regard to the GDPR. The solution: self-hosting on your own server. With Virtualmin as the hosting control panel and the open-source tools Kimai (time tracking) and Vikunja (task management), you can build a cost-effective, GDPR-compliant platform for your club.

In this article, we show you how to install Kimai and Vikunja on a Virtualmin server and use them for club management. This way, you retain full control over your data while saving costs.

What Is Virtualmin and Why Is It Suitable for Clubs?

Virtualmin is a powerful open-source control panel for managing web servers. It enables the easy setup of domains, databases, email accounts, and SSL certificates. For clubs, Virtualmin is ideal because it:

• Is free (no license fees).
• Can be operated in a GDPR-compliant manner, since all data resides on your own server.
• Is flexible and can be adapted to the needs of the club.

You only need a server on which Virtualmin can be installed. At Dezhost, you can find suitable virtual servers that are perfectly suited for this purpose.

Kimai: Time Tracking for Member Hours and Volunteer Hours

Kimai is a professional open-source time tracking software that is perfect for documenting member hours and volunteer hours. With Kimai, you can:

• Record times: Members can easily log their hours via the web interface or app.
• Manage projects and activities: Create projects for various club activities and assign hours accordingly.
• Generate reports: Export times as CSV or PDF for reports to the board or for grant applications.
• User management: Manage members with different roles and permissions.

Kimai is GDPR-compliant because it runs on your own server and does not transmit any data to third parties.

Installing Kimai on Virtualmin

Installing Kimai on a Virtualmin server is straightforward:

1. Create a new domain or subdomain in Virtualmin (e.g., zeiten.deinverein.de).
2. Set up a MySQL database and a database user.
3. Download the latest Kimai version and extract it to the web directory.
4. Configure the database connection in the .env file.
5. Run the installation via the command line or the browser.
6. Set up SSL via Virtualmin to encrypt data transmission.

Detailed instructions can be found in Dezhost's knowledge base.

Vikunja: Task Management for Club Projects

Vikunja is an open-source to-do and project management software characterized by its simplicity and flexibility. For clubs, Vikunja is ideal for organizing tasks and projects:

• Task lists: Create lists for different areas such as board work, events, or public relations.
• Assignment and deadlines: Assign tasks to members and set deadlines.
• Kanban boards: Visualize project progress.
• Collaboration: Multiple members can work on tasks together.

Vikunja is also GDPR-compliant because it is self-hosted.

Installing Vikunja on Virtualmin

Installing Vikunja is similar to installing Kimai:

1. Create a subdomain such as aufgaben.deinverein.de.
2. Create a database (Vikunja supports SQLite, MySQL, or PostgreSQL).
3. Download the Vikunja binary and configure it.
4. Set up a reverse proxy via Virtualmin if Vikunja runs as a service.
5. Enable SSL for secure connections.

Dezhost also offers helpful resources in its knowledge base for this.

GDPR Compliance: What You Need to Consider

Self-hosting is an important step toward GDPR compliance, but there are other points to consider:

• Data Processing Agreement (DPA): If you use a hosting provider like Dezhost, conclude a DPA. Dezhost provides this.
• Data minimization: Collect only the data that is actually needed.
• Access rights: Restrict access to sensitive data.
• Encryption: Use SSL/TLS for all connections.
• Regular backups: Back up your data regularly to avoid data loss.
• Transparency: Inform your members about data processing and obtain consent where necessary.

With Virtualmin, you can easily set up backups via the panel.

Conclusion: Powerful Club Management Without Cloud Lock-In

With Kimai and Vikunja on a Virtualmin server, you create a cost-effective, flexible, and GDPR-compliant solution for club management. You retain control over your data and can adapt the tools to your club's needs. All you need is a suitable server – for example, a virtual server at Dezhost. If you also need a domain, you can find one at Dezhost as well: Domains.

Start your own club management today and benefit from the advantages of self-hosting!