AllSquads for association administrators
The association that runs its own programs, and pays a volunteer to chase a hundred families for the rep fee
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.
TL;DR
An association's programs run on invoices and a WhatsApp group per squad, or on AllSquads
- The association's own programs, rep squads, camps, clinics and social competitions, are classes on an association account with paid rosters and family accounts.
- Several administrators share the account with their own logins and roles, and every membership change is recorded with who made it.
- One login can manage more than one club through a club switcher on the plan that includes it, with each club's contacts, settings and Stripe account kept separate.
- Broadcasts reach parents, a tagged squad or current members rather than the whole list, and the operational messages send themselves.
- There is no affiliated-club tier: member clubs are not linked beneath the association, memberships do not cascade, and there are no draws or ladders.
An association is a club with a bigger mailing list. It runs representative squads, development camps, coaching clinics and a social competition, and it collects for all of them the way a small club does, by invoice and bank transfer, across a membership too large for anyone to know by name. AllSquads runs the association's own programs as a club account: paid rosters, family accounts, waitlists and one weekly payout. It does not model a hierarchy of affiliated clubs beneath the association, and that is stated here rather than discovered later.
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 most associations run their own programs today
The rep squad fee is invoiced to a hundred families in February and reconciled by a volunteer treasurer through May. Each squad has a WhatsApp group run by its coach, and the association secretary is in all of them. The development camp is booked on a form. The social competition takes entries by email. Membership of the association is a spreadsheet exported from somewhere else, and whether a family is current depends on which administrator you ask. Everything works because three volunteers do not sleep in the first month of the season.
- Each program has its own form, its own group and its own reconciliation.
- Membership is a spreadsheet with as many versions as there are administrators.
- The treasurer reconciles a term's worth of transfers with first names as references.
Where the invoice-and-group-chat association breaks
A small association can run its programs like a small club, on goodwill. It breaks at scale, at the handover, and at the first dispute nobody can trace.
- Rep fees chased for months: a hundred invoices, a bank feed, and a coach asked to raise it with parents at training.
- Camp bookings on a form: capacity per day in someone's head and a waitlist in the margin.
- Squad groups the secretary cannot leave: every reminder, cancellation and fee request goes through one person per squad.
- Membership disagreements: the registrar's list and the treasurer's list differ, and the family is charged wrong.
- No record of who changed what: a membership altered, two administrators, no trail.
- The handover cliff: the secretary who knew every family retires with the passwords.
- Reports assembled by hand: the AGM pack rebuilt from a bank export and four spreadsheets.
The association as a club account
An association signs up as a business, completes its profile and venue, invites its administrators and coaches by email with Coach or Club Admin roles, and publishes its programs. A representative squad is a term class with holiday exclusions and pro-rata for a late selection; a development camp is a holiday camp with day rates and a per-day waitlist; a clinic is a social session; a social competition takes its entries as a recurring class or a one-off session with a capacity. Each program has its own roster, cancellation policy and head coach, and the association sees all of them.
Families, membership and who changed it
Parents book from one family account with a profile per child, medical notes and an emergency contact, and the rep squad roster shows each child by name. Association membership is sold as tiers on the Memberships page or attached manually with an expiry, resolved club-wide so two administrators cannot hold two answers, and every change writes an audit row naming the administrator, the previous and new status and the action. Membership invites go to a whole segment, and the Contacts page separates parents, members and inactive contacts without an exported spreadsheet.
Reaching a squad, a segment, or everyone
Each program's sessions carry their own reminders, cancellations and reschedules, sent by the platform on the channel each deserves, so a squad group chat becomes optional. Contact Everyone reaches one session's families; a broadcast reaches parents, current members, a sport or a tagged squad across the whole contact list. The association's website can carry the booking widget and a branded AI chat that answers questions about its programs from live data, which takes the routine enquiries off the secretary.
The money, and the AGM pack
Every program's bookings settle to the association's own connected Stripe account as one weekly transfer, itemised, with a receipt per batch; refunds are credits, so money never goes back out by transfer. Reports roll the year up weekly, monthly, quarterly and by financial year with exports whose rows sum to their totals, and analytics add attendance, retention and the outstanding credits liability. An administrator who inherits the association mid-year inherits a login with all of it in it.
More than one club, from one login
An administrator who also runs a second organisation, a separate club, a coaching business or a venue, can manage it from the same login. Additional clubs are added from the sidebar, and on the plan that includes the club switcher the administrator moves between them from the top navigation. Each club is isolated: its own contacts, classes, settings, memberships, Stripe connection and weekly payout. That is a switcher between separate accounts, not a roll-up of them, and the next section is explicit about what that means.
What is not here: an affiliated-club hierarchy
AllSquads has no association tier above member clubs. Member clubs are not linked beneath the association's account, an association membership does not cascade to a member club's classes, there is no roll-up of member clubs' rosters or revenue, and there are no competition draws, fixtures or ladders. Each member club runs its own account with its own Stripe connection, and the association runs its own programs on its own. An association whose whole purpose is that hierarchy needs a tool that models it; an association that runs programs, which is most of them, is served by everything above.
Manual vs AllSquads
| Invoices, a WhatsApp group per squad and four spreadsheets | AllSquads | |
|---|---|---|
| Getting paid | A hundred rep-fee invoices reconciled through to May | Every program paid at booking into the association's own account, weekly |
| The roster | The squad coach's group, with families the secretary cannot see | Every program's roster in one account, each child by name with their contact |
| Cancellations | A refund by transfer, decided per family | Per-program policies applied automatically; refunds as credits |
| Reminders | One per squad, typed by that squad's coach | Sent by the platform a day and an hour before every session of every program |
| Member pricing | The registrar's list versus the treasurer's list | One club-wide membership fact, every change attributed to an administrator |
| Waitlist | A margin note on the camp form | A per-day queue in join order, and every waitlister a contact |
| Payouts | A bank feed the treasurer reconciles by first name | One weekly transfer with a receipt per batch and a financial-year report |
| Records | On whichever volunteer's laptop held the spreadsheet | In the association's account, which the next administrator is invited into |
Where the invoices and the groups are fine
An association that runs one representative squad a year with twenty long-standing families, and otherwise leaves everything to its member clubs, can invoice by hand. The manual way stops being fine at the second program, the first camp that fills, the first membership dispute, or the first year the volunteers who hold it together are not the same volunteers as last year.
Which association is yours?
An association that runs rep squads, camps and clinics itself
Good fitThat is a club account with a larger contact list. Each program is a class with its own roster, policy and head coach; families book from one account; the money settles weekly to the association's own bank; and the reports are the AGM pack. Everything on this page applies.
An association with several administrators and regular turnover
Good fitInvite each administrator with their own login and role, and remove them when they step down. Membership changes are attributed to the person who made them, and the account, not the person, holds the contacts, bookings, payouts and reports. Turn on two-factor per login for the ones who want it.
An administrator who also runs a separate club or coaching business
Good fitAdd it as a second organisation under the same login and switch between them on the plan that includes the switcher. Each has its own contacts, settings and Stripe account; nothing is shared between them, which is usually exactly what two separate organisations want.
An association whose main job is affiliating and administering member clubs
Worth knowingThat hierarchy does not exist here. Member clubs are separate accounts, memberships do not cascade, and there is no roll-up. AllSquads can still run the association's own programs beside whatever tool holds the affiliation model, and each member club can run its own account, but the two are not linked.
An association that runs a fixtured competition with a ladder
Worth knowingEntries and payment move across: the competition takes its entries as a class with a capacity and a fee, and the roster is the entry list. Draws, fixtures and ladders do not; keep the competition tool for that part and let AllSquads carry the entries, the money and the comms.
Choose AllSquads for the association's programs, or keep the invoices
Choose AllSquads if
- The rep fee is still being reconciled in May.
- The secretary is in every squad's group chat and cannot leave.
- Two administrators have ever disagreed about whether a family is current.
- A camp has ever been oversubscribed on a form.
- The AGM pack is assembled from spreadsheets and a bank export.
Stick with WhatsApp if
- One rep squad, twenty long-standing families, and everything else left to member clubs.
- Your association's whole job is the affiliation hierarchy and it runs no programs of its own.
- The competition ladder is the requirement and the programs are incidental.
Rather have it walked through?
A free 30-minute call. Two minutes to book, no pitch.
Move the association's programs across in a week
Start with the program that is currently the most painful to invoice, usually the rep squad. The rest follow as each season opens.
Create the association account and invite the administrators
Sign up as a business, complete the profile and venue, and invite each administrator and squad coach by email with a role.
Import the families with membership set
Contacts, then Import, with names, emails and membership status. Parents add their children when they first book.
Publish the rep squad as a term class
Term dates, holiday exclusions, the term price, pro-rata for late selections, and the head coach assigned. Send the enrolment link instead of the invoices.
Connect the association's Stripe account
Settings, then Payments. Bookings can start before it is done; the payout stays pending until it is.
Add the camp, the clinics and the competition as their seasons open
A holiday camp with day rates and a per-day waitlist, social sessions for clinics, and a capped class for competition entries.
What an association administrator should try in the first week
Everything here is inside the free trial and ends with something a committee meeting can look at.
Publish a rep squad as a term class with pro-rata on and enrol a test family with two children.
The roster shows both children by name with their emergency contacts, and the checkout priced the enrolment on the sessions remaining.
Invite a second administrator and set a membership from each login.
Both logins see the same membership, and Membership history names who set each one.
Create a camp with a per-day capacity of two, book two children on Monday, then a third.
Monday shows as full and the third family is on Monday's waitlist in position one.
Send a broadcast filtered to parents.
Only contacts with a child profile receive it, worked out from the full contact list.
Add a second organisation from the sidebar and open its Contacts page.
An empty, separate contact list: nothing from the association carried across.
Got a question right now?
Instant answers, in the page, without leaving it.
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
Players book one court or several in a single checkout and split the cost between up to eight people, so nobody chases anyone for their share.
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
Less admin
Automated booking confirmations, 24hr and 1hr reminders, waitlists, credits, and cancellation management. Stop chasing people.
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.
Player contacts & CRM
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.
“I had all of term 1 paid in the first week. 75% less admin, 100% fewer late cancellations, and 80% fewer emails and phone calls.”
Talk to a person
Two minutes, no pitch.
Founding rate locked for life
First 100 paying signups lock the founding rate, no matter what we change later.
Frequently asked questions
Where this comes from
- Multi-club management from one login; each club isolated
- Help centre: Club guide
- Which plan includes the club switcher and multiple venues
- Pricing page
- Inviting administrators and coaches with roles
- Help centre: Club guide
- Membership is club-wide and every change is audited
- Help centre: Contacts
- Term classes, camps and social sessions as program types
- Help centre: Class types
- Reports by financial year with exports
- Help centre: Analytics
- One weekly transfer to the organisation's own Stripe account
- Help centre: Payments
Put your first class online tonight
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