Term billing and pro-rata
The arithmetic behind a term enrolment, written down once instead of worked out per family
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TL;DR
Term fees worked out on an envelope, invoiced by hand and chased on WhatsApp, or billed by AllSquads
- One full-term price is set; the per-session rate is derived from it and shown to families, and it drives the pro-rata and drop-in options.
- Pro-rata, when on, is a formula: the per-session rate times the sessions remaining at booking, shown at checkout as an adjusted price. When off, a late joiner pays the full term.
- Dates excluded from the term, public holidays flagged automatically or closures added by hand, are listed on the class page and never charged.
- A term is paid up front, by weekly or fortnightly instalment through a subscription, or by an annual subscription across every published term with an optional discount off each term.
- Auto-renew charges the saved card seven days before the term ends; a price change applies only to new enrolments; the term's money settles in the week it is booked and its revenue is recognised on the first session.
A term has more arithmetic in it than any other class: a block price, a per-session rate, a family who joins in week four, a public holiday in week six, a payment plan, a discount for the whole year. Manually, each of those is a separate calculation done by whoever is nearest. This page sets out how AllSquads bills a term, rule by rule, so a club knows what every family will be charged before the first one enrols.
Try it on this term's class
1st month free. A card is required to start, and nothing is charged until your free month ends. The free profile and free tiers never need one.
How term fees are usually worked out
The term price is set at a committee meeting and typed into an invoice template. A family who joins late is quoted a figure the coach works out on the spot, dividing by ten when the term has nine sessions because of a public holiday nobody counted. A family who wants to pay monthly is told yes and put on a spreadsheet of who owes what. The discount for booking the whole year is a percentage someone remembers. When the price goes up between terms, families who paid early argue about which price they paid, and the treasurer cannot tell from the bank feed.
- Every exception is a calculation done by hand, differently each time.
- Excluded dates are charged for unless someone remembers to adjust the price.
- Payment plans are a spreadsheet and a chase, not a mechanism.
Where envelope arithmetic breaks
Working out term fees by hand is fine while there are no exceptions. Terms are made of exceptions.
- Two late joiners, two prices: the family who joined on Tuesday and the one who joined on Thursday were quoted differently.
- The holiday that was charged for: a ten-session price on a nine-session term, refunded by nobody.
- Payment plans that drift: a monthly arrangement that skipped a month and was never caught.
- Annual discounts from memory: a percentage applied to some families and not others.
- Price rises that muddle: which families paid the old price is a bank-feed archaeology problem.
- Cancellations mid-term: what a family gets back depends on who they ask and how the term was paid.
- Revenue in the wrong month: a term paid in April is counted in April, and May's classes look free.
One price, and the rate behind it
The club sets a full-term price, the amount charged for the whole enrolment. AllSquads calculates the per-session rate for display and uses it wherever a partial term needs pricing. The rate is what makes the other options mechanical rather than discretionary: drop-in, priced separately and usually higher, and pro-rata, priced from it. A term price change on a live class applies only to enrolments made after the change; every family already enrolled keeps the price that applied when they booked.
Pro-rata as a formula
Pro-rata is a toggle on the term class and is off by default. When it is on, a player who joins after the term has started pays the per-session rate multiplied by the sessions remaining at the time of booking, falling back to the full term price divided by the total sessions when no per-session rate is set. The checkout shows this as an adjusted price with the number of sessions remaining beside it. When it is off, a mid-term joiner pays the full term price with no adjustment. Either way the answer is fixed by the class, not by the person taking the booking.
Excluded dates are not charged
When a term is created, individual dates can be toggled out. Australian public holidays are flagged automatically for review, and any closure date can be excluded by hand. Excluded dates are shown on the class page so families see them before enrolling, and enrolled players are not charged for them. Shifting the whole term recalculates every session date from the new start and end, notifies enrolled families, and lets each cancel for a full credit within a response window.
Up front, by instalment, or for the year
The default is one payment for the block at checkout. Where the club enables subscriptions on the term class, a family pays weekly or fortnightly instalments through Stripe instead, each carrying its own booking fee line, with a reminder before each charge; an instalment subscriber cannot self-cancel mid-term. With two or more terms published, the club can offer an annual subscription that enrols the player across every term and bills at the start of each through a Stripe schedule, with an optional discount off each term's price shown on the class page and previewed live in the wizard. An annual subscriber cannot self-cancel at all; that path is coach-only.
Auto-renew into the next term
Families choose auto-renew in the booking modal; the default follows the class setting, on for newly created classes unless the club switches it off. Seven days before the current term ends, the saved payment method is charged for the next term and the enrolment carries over. A family opts out from their booking page before the class's notice cutoff, which defaults to four weeks before the next term; after the cutoff the next term's charge is in flight. A failed renewal charge notifies the family immediately with the option to update the card and complete it by hand.
When the money moves, and when the revenue counts
A term paid up front is settled to the club in the weekly payout for the week it was booked, even if the term starts weeks later. Its revenue, in analytics and reports, is recognised on the day of the term's first session, because that is when the class ran; a term enrolment bought in April for a May start is paid in April's batch and appears in May's performance. The retrospective window for adding a player to any session of that term closes when the first week's payout is compiled, because a term is paid as one lump. Cancellation rules follow the payment type: a notice period in days before the term starts for a full credit, no refund for an up-front enrolment vacated mid-term, coach-only cancellation for instalment and annual subscribers, and credits or make-up entitlements for a single cancelled session.
Manual vs AllSquads
| An envelope, an invoice template and a payment-plan spreadsheet | AllSquads | |
|---|---|---|
| Getting paid | Invoices paid over the month, plans tracked by hand | Up front at checkout, by instalment through a subscription, or annually across terms |
| The roster | Who paid which price is in the bank feed | Each enrolment holds the price it was booked at; price changes touch only new ones |
| Cancellations | Whatever the committee decides for that family | Rules by payment type: notice period before start, no refund mid-term up front, coach-only for subscribers |
| Reminders | A note that the next instalment is due | A reminder before each instalment and each annual term charge |
| Member pricing | A different figure on the member's invoice | A member discount on the class, applied at checkout to the term price |
| Waitlist | Told to try again next term | Full sessions queue in join order; a late joiner is priced by the formula |
| Payouts | When the last invoice is paid | In the payout for the week the term was booked; revenue recognised on the first session |
| Records | An invoice, a spreadsheet and an argument about the holiday | Excluded dates on the class page, the adjusted price at checkout, every enrolment on the contact record |
Where the envelope is fine
One term price, no late joiners, no excluded dates, everyone paying up front on day one: the envelope holds, because there is nothing to calculate. It stops holding at the first family who joins mid-term, the first public holiday in the block, the first request to pay in parts, or the first year the price changes between terms.
Which term billing shape fits your program?
A block paid up front, with occasional late joiners
Good fitSet the term price, turn pro-rata on, and a late joiner is charged the per-session rate for the sessions left, shown at checkout. Leave pro-rata off if your policy is that a late joiner pays the full term; either way the answer is the class's, not the coach's.
Families who need to spread the term over the weeks
Good fitEnable subscriptions on the term class and the block is billed weekly or fortnightly, each instalment reminded in advance. The subscriber is committed for the term, cannot self-cancel mid-way, and the coach keeps the manual cancel-and-credit path for a genuine change of circumstances.
A year-round program that wants the whole year committed
Good fitPublish every term and enable annual subscription with an optional discount off each term's price. One click enrols the player across the year, billed at the start of each term, and the discount is shown on the class page rather than remembered. The player cannot self-cancel, so this is for programs where commitment is the point.
A term with a public holiday or a closure in it
Good fitExclude the date when creating the term; flagged holidays are one click to confirm. The date appears on the class page, families are not charged for it, and the per-session rate is derived from the sessions that actually run, so the pro-rata for a late joiner is right too.
A program whose price goes up between terms
Worth knowingChange the price on the class and only new enrolments pay it; every existing enrolment keeps its booked price, and auto-renew charges the next term at the price in force when the renewal runs. The treasurer no longer excavates the bank feed to find who paid what, because each enrolment records it.
Choose AllSquads for term billing, or keep the envelope
Choose AllSquads if
- Two late joiners have ever been quoted two different prices.
- A public holiday has ever been charged for.
- A payment plan has ever skipped a month unnoticed.
- The annual discount has been applied unevenly.
- You want revenue counted in the month the classes ran, not the month the invoice was paid.
Stick with WhatsApp if
- One price, no exceptions, everyone paid up front on day one.
- No public holidays ever fall inside your term.
- You enjoy the envelope.
Rather have it walked through?
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Set the next term's billing up before enrolments open
Every rule on this page is a setting on the term class. Set them once, in the fortnight before the term, and they apply to every family the same way.
Create the term with its dates and exclusions
Term start and end, the days it runs, and the flagged public holidays and closure dates toggled out.
Set the term price and decide on pro-rata and drop-in
The per-session rate is derived for you. Pro-rata on or off for late joiners; drop-in on or off with its own price.
Choose the payment shapes
Up front by default; enable subscriptions for instalments; with two or more terms published, enable annual subscription with its discount.
Set the term notice period and the per-session policy
Days before the start for a whole-term cancellation, hours for a single session, and credits or make-ups as the refund mode.
Leave auto-renew on and send the enrolment link
Families enrol and pay; a week before the term ends, the next one renews itself for those who opted in.
What to try with a test term's billing
Everything here is inside the free trial and ends with a figure on a checkout or a report you can point at.
Create a term with an excluded public holiday and open its class page.
The excluded date is listed, and the per-session rate shown reflects the sessions that run.
Turn pro-rata on, start the term in the past, and enrol as a family.
The checkout shows an adjusted price and the number of sessions remaining it covers.
Enable instalments and subscribe to the term as a second family.
The subscriptions page shows the instalment amount, the next charge date and the full schedule.
Publish a second term and enable annual subscription with a discount.
The class page shows the discounted per-term price beside the standard one, and a Subscribe annually option.
Open Analytics on the monthly revenue chart for a term starting next month.
Next month's bar carries the term as a hatched forecast segment, while this month's payout shows the cash already received.
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Why clubs and coaches run on AllSquads
One platform for the whole operation: bookings, payments, courts, members and messages, built for racquet clubs and the coaches who run them.
Every class type on one timetable
Group classes, terms, camps, private lessons, socials, court hire and retreats all live on one schedule, with one roster per session.
Every way to pay
Upfront, weekly or monthly subscriptions, drop-ins, memberships, session packs and term instalments, collected online and paid out to your club every week.
Court hire with cost splitting
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A CRM with every channel
Every player and parent has a contact record, and you reach them by email, in-app message, push notification or broadcast. Paid plans add SMS for cancellations, reminders and payment requests.
Team scheduling
Coaches set their availability, you assign a head coach to each class, and a substitute takes a single session without rebuilding the class.
Admin that runs itself
Reminders go out before a session and before every subscription charge, the waitlist tells everyone waiting the moment a place opens, and cancellations turn into account credit under your own policy.
Promo codes and a pro shop
Discount codes at checkout, and a pro shop with member pricing and online or cash sales that land in the same weekly payout.
An AI agent on both sides
The Club Agent answers questions about your bookings, members and money from the dashboard, and the Concierge helps players find and book the right class.
Analytics you can act on
Revenue, bookings, attendance, court use and member trends, with weekly, monthly, quarterly and financial-year reports you can drill into.
Coming soon: Competitions: leagues, ladders and tournaments; The AllSquads app on the App Store and Google Play.
What AllSquads is
AllSquads is booking, payments and admin software for sports coaches and clubs. Players find your classes, book and pay online, and get reminded before every session. You get the roster, the money and the contact record in one place, with a payout to your bank every week. It runs term programs, casual classes, camps, private lessons and court hire side by side, so the whole operation is in one system rather than a booking tool plus a spreadsheet plus a payment app.
- Over ten thousand
- bookings taken
- Thousands
- of players
- Hundreds
- of classes live
- A growing group
- of Australian clubs
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Get paid weekly
Players pay online at booking, via payment links, or you manage payments manually. Payouts are paid weekly, for the week ending Sunday, direct to your bank account.
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Every booking adds a player to your contacts automatically. Import your existing list via CSV. Track membership, booking history, and notes.
Messaging & group chats
Message players one-on-one or in groups. Class group chats created automatically. Broadcast announcements to all followers.
Analytics built in
Track revenue, bookings, and player retention over time. Coach view, club view, and court hire stats — all in one dashboard.
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Frequently asked questions
Where this comes from
- Term price, the derived per-session rate and the pro-rata formula
- Help centre: Term classes
- Holiday exclusions, auto-renew timing and price changes
- Help centre: Term classes
- Instalment and annual subscriptions on a term
- Help centre: Payments
- Term cancellation rules by payment type and make-up entitlements
- Help: Cancellation policy
- Term revenue recognised on the first session; paid in the booking week
- Help centre: Club guide
- Forecast segments on the monthly revenue chart
- Help centre: Analytics
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