AllSquads for head coaches
The person who runs the program, collects the money they were never meant to collect, and covers the coach who called in sick
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
Running the coaching program from a WhatsApp group and a notebook, or from AllSquads
- In the group, the head coach is the booking desk, the treasurer and the substitute finder; on AllSquads they see the classes they lead, with the roster, the money already taken and the cover assignable per session.
- Bookings confirm on their own or wait for approval, class by class or for a single busy session, and a declined booking credits the player automatically.
- A coach off sick is covered by assigning another coach to that one session, who can see that session's roster and mark its attendance and nothing else.
- Contact Everyone reaches the players on a session in one message, and the club, not the coach, holds the Stripe account.
- A club-employed head coach needs no Stripe account, sees no Payments or Analytics, and never chases a fee.
A head coach at a club is responsible for everything that happens on court and usually for a good deal that should not be their job: the roster, the chasing, the substitute, the parent who wants to know if there is a place. AllSquads gives the head coach the roster, the approvals, the attendance and the cover for every class they lead, in one place, and moves the money to where it belongs, which is the club.
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 head coaches run a program today
The head coach carries a notebook and a phone. Every class has a group chat. Parents message the head coach to book, to cancel, to ask about places and to ask about money, because the head coach is the person they know. When a coach calls in sick at seven in the morning, the head coach rings around, and the replacement turns up without a roster. Attendance is a tick in the notebook. Money is a transfer to the club account that the head coach is asked about, a cash payment they are handed, or a term fee they are asked to chase because they see the family every week.
- The head coach is the interface between every family and the club, for every question.
- Cover is arranged by phone at dawn and the covering coach works from memory.
- The head coach is the club's debt collector because they are the one at pickup.
Where the notebook-and-phone program breaks
One head coach with two classes and a stable group of families can run it from a phone. It breaks with the third coach, the fourth class, or the first term that families come and go.
- The coach as booking desk: every enrolment, cancellation and enquiry arrives as a message to one person.
- Cover without a roster: the replacement coach does not know who is in the class, who has paid, or which child has an allergy.
- Chasing at pickup: the head coach asking families for money on court, because the treasurer asked them to.
- Two coaches, two rosters: the assistant's list and the head coach's list disagree and both are right.
- No visibility of the whole program: the club cannot see across coaches and the head coach cannot see across classes without asking.
- Reassignments announced to everyone: a routine coach swap becomes a message to sixty parents, half of whom take it as a cancellation.
- Attendance in a notebook: no pattern, no rate, and a committee decision about Thursday made on feel.
Your classes, your rosters, and only yours
The club assigns a head coach to each class when it is created. The head coach receives the booking notifications for that class and manages its roster; a coach sees the classes they lead and the individual sessions they have been assigned to cover, never the rest of the club's schedule. Each session's roster shows every player with their booking status, payment status and attendance, and two statuses that look alike are kept apart: awaiting payment is a booking still waiting on money, awaiting approval is a booking already paid and waiting on the coach's decision.
Approvals, on your terms
Bookings confirm instantly by default. A head coach who wants to vet a class switches auto-approval off for it, and can also require approval for one busy session while the class stays automatic, or the reverse, from the session's approval control. A pending booking shows a note against the class in the Bookings tab so it is spotted without opening every session. Approving confirms and notifies the player; declining cancels it, credits the class price instantly and lets the coach suggest another time. Capacity can be raised or lowered for a single session with an override, and adding a player past capacity asks for confirmation rather than refusing.
Cover for the coach who called in sick
A club admin can assign a different coach or a host to a single session, or reassign a whole class. The covering coach can open that session's roster, mark attendance and notes, and add players to it, without gaining access to the rest of the class. The original coach is told they were replaced and the new coach is told they were assigned, by email and in the app; players in a group class are deliberately not messaged about a routine swap, because a coach change is not a cancellation, while a private lesson player is told. The roster the covering coach opens is the same paid list the head coach would have opened.
The roster is the day's work
From a session the head coach can mark attendance for each player on the roster, add a walk-in by name with cash, free, already paid or a payment link as the method, move a player to another session of the same class with the player notified, and cancel the session with every booked player told and credited per the policy. Contact Everyone sends one message to exactly the players booked into the session, and the session's group chat becomes visible to players the moment the coach posts in it. A review invitation goes to each attended player the day after attendance is marked.
The money belongs to the club, and so does the chasing
A club-employed head coach needs no Stripe account: every class they lead pays out to the club's connected account in the club's weekly batch, and the Payments and Analytics tabs are hidden from the coach role because the club owns them. A place on the roster exists because it was paid for at checkout, so there is nothing to chase at pickup. A head coach who also runs an independent coaching business keeps it in the same dashboard, with their own classes paying to their own account and the club's paying to the club's.
Manual vs AllSquads
| The head coach's phone, notebook and group chats | AllSquads | |
|---|---|---|
| Getting paid | The head coach asked about fees because they are at pickup | Paid at booking, to the club's account; the coach role sees no Payments tab |
| The roster | A notebook and a thread per class | Every class the coach leads, each session's roster with booking, payment and attendance |
| Cancellations | The coach decides on the spot and the club refunds by transfer | Per-class policy applied automatically; a declined booking credits instantly |
| Reminders | The head coach's Sunday-night message per group | Sent by the platform a day and an hour before every session |
| Member pricing | The coach remembers who is a member | The class's member discount applied at checkout from club-wide membership |
| Waitlist | The coach keeps the list and rings around | A per-session queue the roster shows beside the confirmed players |
| Payouts | Cash handed to the coach, transferred to the club later | Cash recorded on the roster and marked collected; card money never touches the coach |
| Records | In the head coach's notebook, in the car | Attendance, moves, cover and messages on every session, visible to the club |
Where the notebook and the phone are fine
A head coach who coaches every session personally, with no assistants, a stable group who pay the club directly and nobody ever away, can run the program from a notebook. It stops being fine at the first assistant coach, the first sick day, the first family who books through the head coach because there was no other way, or the first time the club asks for attendance by class and the answer is in the car.
Which head coach are you?
A head coach leading several classes with assistants under you
Good fitYou see every class you lead, each with its own roster, and the club assigns your assistants to the sessions they cover so each sees only their own. Approvals, moves and attendance are per session, and the club sees the whole program without asking you for it.
A head coach who is also the club's only admin
Good fitOne account holds the club role and your coach profile, so you run the club and coach in it from the same dashboard. Invite a committee member as a second admin so the club does not rest on one login, and let the club role hold the Stripe account and the Payments tab.
A head coach whose families still pay you directly
Worth knowingThat is the habit AllSquads is built to break. Share the class link and the money goes to the club at booking; a family who insists on cash is added to the roster as a cash booking and marked collected, so the club still sees it and you are no longer holding it. The chasing stops because the seat is paid for before it exists.
A head coach who covers other coaches' sessions often
Good fitAsk the club to assign you to each session you cover. You get that session's roster, attendance and add-player, nothing else, and the notifications tell both coaches what changed. Players in a group class are not messaged about the swap, so a routine cover does not read as a cancellation.
A head coach who wants to see the club's revenue and analytics
Worth knowingThe coach role does not see Payments or Analytics, because the club owns them. If the club wants you to see them, it gives you a Club Admin role from the Team tab, which adds the club's view to your login without taking away your coaching one.
Choose AllSquads for the program, or keep the phone
Choose AllSquads if
- Families book through you because there is no other way.
- A covering coach has ever turned up without a roster.
- You have been asked to chase a fee at pickup.
- Two coaches' rosters for the same class have ever disagreed.
- A routine coach swap has ever been mistaken for a cancellation.
Stick with WhatsApp if
- You coach every session yourself, nobody is ever away, and families pay the club directly.
- The program is two classes and a dozen families you have known for years.
- You like being the booking desk.
Rather have it walked through?
A free 30-minute call. Two minutes to book, no pitch.
Take the program off your phone in a week
The club sets the account up; the head coach's part is accepting the invitation and running the first week from the roster.
Accept the club's invitation
The club invites you by email with the Coach role. Accept, set a name and password, and complete your profile; there is no organisation wizard and no Stripe step for a club coach.
Check the classes you are head coach of
The club assigns you when it creates each class. The Classes tab lists them with their schedule, and the Bookings tab shows their sessions and rosters.
Decide approval per class
Leave auto-approval on for classes anyone can join; switch it off for the ones you want to vet, or override it for a single busy session.
Run the first session from the roster
Mark attendance, add a walk-in, move a player if needed, and use Contact Everyone for the squad. The money has already been taken.
Ask the club to assign cover per session
When a coach is away, the club assigns another to that session and the covering coach opens the same paid roster.
What a head coach should try in the first week
Everything here is inside the club's free trial and ends with something on a roster you can show the club.
Switch auto-approval off on one class and have a test player book it.
The booking shows as awaiting approval on the class row, with Approve and Decline in the player's drawer.
Decline that booking and suggest another session.
The player is credited the class price instantly and receives the suggested alternative.
Have the club assign a second coach to one of your sessions.
The second coach can open that session's roster and mark attendance, and sees none of the class's other sessions.
Add a walk-in to a session as a cash booking and mark the cash collected.
The player is on the roster with their payment status, and the club sees the cash in its revenue.
Move a player from Tuesday to Thursday within the same class.
The player appears on Thursday's roster, disappears from Tuesday's, and is notified of the move.
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
- Assigning a head coach; a coach sees only their own work
- Help centre: Club guide
- Per-session reassignment, hosts and the per-session approval override
- Help centre: Club guide
- Roster statuses, approve and decline, add and move a player, attendance
- Help centre: Coach guide
- Club-employed coaches need no Stripe and see no Payments or Analytics
- Help centre: Coach guide
- Coach swaps on a group class are not messaged to players
- Help: Notifications
- Retrospective adds close when the week's payout is compiled
- Help centre: Club guide
Put your first class online tonight
Start your free trial - full tier access, 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.