An academy's software problem is that the customer and the participant are different people. One adult pays; two children attend, in different squads, on different nights, with a sibling rate that somebody has to remember. Add a term structure and a register, and most booking systems start needing workarounds.
Four jobs. Between them they account for most of the hours an academy manager loses to the laptop.
Monthly collection against a term commitment is the standard model and the standard headache. Auto-renewal through your own gateway plus a visible list of failed payments turns it from a chase into a short weekly task — and stops the awkward version, where a child has been training unpaid for three weeks and nobody noticed.
Attendance marked on paper at the pitch and typed up later is attendance that doesn't get typed up. Coaches marking their own squads on a phone means the data exists the same evening — and attendance is the single best predictor of whether a family re-enrols next term.
Every term ends with the same question: who's coming back? Knowing which families haven't re-enrolled, which children have stopped attending, and which are due to move up a squad — while there's still time to do something about it — is worth more than any new-signup campaign an academy can run.
Squads need a coach and a surface, and both are finite. When academy sessions live in a separate diary from public bookings, the pitch gets sold underneath the squad. Putting squads on the same calendar as everything else removes the clash rather than reducing it.
Set the structure once per season; the term rolls from it.
Age groups and ability squads, each with capacity, coach, venue and weekly session pattern.
Dated blocks with holidays and closures excluded once, applied to schedule and price together.
Parent accounts with several children, sibling rates as a rule, monthly or up-front collection.
Coach logins scoped to their own squads, taking attendance on the day.
Yes. A term is enrolled as one commitment and can be collected monthly, up front, or in instalments through your own payment gateway, with auto-renewal at the start of the next term. Failed payments are visible as a list to work through rather than something you discover when a child turns up unpaid.
Because several children sit under one paying adult, a discount can be applied at the family level rather than by manually editing each child's invoice. The second and third child rates are a rule on the account, so nobody has to remember to apply them at re-enrolment.
Yes. Each session has a roster and coaches can be given a login that shows only their own squads, so attendance is marked at the pitch or court rather than transcribed later. Attendance then feeds the re-enrolment view, which is where it earns its keep.
A trial is a single bookable session against the squad, paid or free, that does not create a term enrolment. If the child joins, they convert into the squad and term billing starts; if not, you keep the contact and they show up in your prospect segment rather than being lost.
Yes, though multi-branch operation sits on the Custom plan. Squads, coaches and pitches can be organised per venue with reporting that separates them or rolls them up, and a family with children at two sites still has one account and one invoice.
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