AllSquads for volunteer committees
Five volunteers, one shared password, and a club that lives in the secretary's inbox
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 a club from a shared inbox and a WhatsApp committee group, or from AllSquads
- The shared inbox belongs to whoever has the password; on AllSquads each committee member is invited by email with their own login and a Coach or Club Admin role.
- Membership is resolved club-wide, so the secretary's list and the head coach's list can no longer disagree, and every change is recorded with who made it.
- Contacts, bookings, payments and payouts sit in the club account, so a handover is a new admin invited and an old one removed, not a folder of spreadsheets.
- Reports roll the year up weekly, monthly, quarterly and by financial year with exports, which is the AGM pack.
- Broadcasts reach members, parents or a tagged group rather than everyone in a thread, and members choose what club marketing they receive.
A volunteer committee runs on the goodwill of people who also have jobs, and the biggest risk to a club is not a bad season but a good secretary retiring. AllSquads is built so the club's admin lives in the club's account rather than in any one volunteer's head: several admins with their own logins, a record of who changed what, a membership that is one club-wide fact, and reports the AGM can read without the treasurer translating them.
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 volunteer committees run a club today
There is a club email account with a password five people know. The secretary answers it, the treasurer reads it, and the president forgets it exists. The membership list is a spreadsheet the secretary keeps, the coaching timetable is a document the head coach keeps, and the two are emailed to each other before every committee meeting. Decisions are made in a WhatsApp committee group and recorded nowhere. When the secretary stands down, the new one is handed a laptop and a promise that it all makes sense once you are in it.
- The club's records are a set of personal files on volunteers' own devices.
- Nobody can say who changed a member's status, because everyone could have.
- The AGM report is assembled from three spreadsheets and a bank statement over a weekend.
Where the shared-inbox club breaks
A small committee with stable membership can run this way for years. It breaks at the handover, at the first dispute, and at the first year the club grows faster than the secretary's spare evenings.
- The handover cliff: a retiring volunteer takes the passwords, the spreadsheets and the knowledge of which member is which.
- Two lists, two truths: the secretary says someone is a member, the coach's list says they lapsed, and the member is charged wrong.
- The untraceable change: a membership was altered, both admins deny it, and there is no record either way.
- Money outside the club: fees paid to a coach personally, or a tin that was banked late.
- Everyone gets every message: the committee's only channel is a group that includes people who left two seasons ago.
- The AGM weekend: financial reports rebuilt by hand from a bank export and a shoebox.
- The single point of failure: one volunteer away for a month and enrolments stop.
Several admins, each with their own login
A club invites coaches and committee members by email from the Team tab or during onboarding, choosing a Coach or Club Admin role for each. An invited admin accepts the link, sets a name and password, and lands on a lightweight profile setup rather than the full organisation wizard, ready to work immediately. The Team tab lists everyone with their role, status and join date, and removing a person does not affect the classes and bookings they created. Each admin can turn on two-factor authentication for their own login; there is no club-wide switch, so the security is per person and survives the person leaving.
Membership as one club-wide fact
A club with several coaches or admins can hold a separate contact record for the same player under each of them. Membership is resolved club-wide across all of them: setting it active on any one record makes the player a member everywhere, and every list shows the same answer with the furthest-out expiry. Every membership change writes a permanent audit row naming the acting admin, their role, the previous and new status, and the action that produced it, visible in the contact drawer's Membership history. A disputed change six weeks later is settled by reading the row, not by asking the committee.
The money in the club's account, not a volunteer's
Every card payment settles into the club's own connected Stripe account as one weekly transfer, with a receipt per batch and a transaction list per booking. Club-employed coaches need no Stripe account of their own, so no fee ever passes through a coach's personal account. Cash taken at the desk is recorded on the roster and counted in revenue without being transferred, and refunds are issued as credits so club money never goes back out by transfer. The treasurer inherits a dashboard rather than a shoebox.
Reaching the right people
Announcements and broadcasts go to all contacts or a segment: members, non-members, parents, a class type, a sport or a tag the committee defined. Membership invites can go to a whole segment from the Memberships page, with a count of who was invited and who joined. Members manage their own preferences per club and can mute marketing without losing booking and payment messages, so the club is never in the position of adding and removing people from a thread. The website widget and the AI agent on the club's page answer routine enquiries so the secretary's inbox stops being the front desk.
The AGM pack, without the weekend
Reports roll the club up weekly, monthly, quarterly and by Australian financial year, each with previous-period comparisons, a breakdown by class type and a per-class table, and a PDF or CSV export whose rows add up to its totals. Analytics add attendance, retention, court utilisation and the outstanding credits liability. Performance revenue and cash payout are shown as two labelled figures so the meeting does not spend twenty minutes on why the bank and the revenue differ. Every figure on every surface reads one shared calculation, so two committee members looking at the same period see the same number.
Manual vs AllSquads
| Shared inbox, personal spreadsheets and a committee group | AllSquads | |
|---|---|---|
| Getting paid | Fees to the club account, a coach's account, or a tin | Every card payment to the club's own Stripe account, one transfer a week |
| The roster | The head coach's document, emailed before each meeting | Every class, session and roster in the club account, visible to every admin |
| Cancellations | Decided in the committee group, recorded nowhere | Per-class policies applied automatically; overrides logged in the audit trail |
| Reminders | The secretary's Sunday-night message | Sent by the platform a day and an hour before every session |
| Member pricing | Two lists that disagree about who is a member | One club-wide membership fact, with every change audited to the admin who made it |
| Waitlist | Whoever emailed the secretary first | A per-session queue in join order, and every waitlister a contact |
| Payouts | Reconciled by the treasurer from a bank export | A receipt per weekly batch and a financial-year report with exports |
| Records | On the retiring secretary's laptop | In the club account, which the next admin is simply invited into |
Where the shared inbox is fine
A club of thirty long-standing members, one coach and a committee that has not changed in a decade can keep running from a shared inbox, because the knowledge is stable and so are the people. It stops being fine at the first contested membership change, the first handover, the first term with real turnover, or the first AGM where the numbers have to be defended rather than nodded through.
Which committee is yours?
A committee facing a handover this year
Good fitInvite the incoming admin from the Team tab now, let them work alongside the outgoing one for a month, and remove the outgoing login at the AGM. Nothing else changes hands: contacts, memberships, bookings, payout history and reports are all in the club account, and every past membership change is still attributed to whoever made it.
A committee that has argued about who is a member
Good fitMembership is resolved club-wide, so two admins cannot hold two answers, and every change writes an audit row with the admin, the role and the action. The next dispute is settled by opening the contact's Membership history rather than by whoever argues longest.
A committee where the coach also does the admin
Good fitOne account can hold the club role and a coach profile at the same time, so the person who coaches and runs the club works from one dashboard. Invite the other committee members as admins anyway, so the club does not depend on that one login.
A club that mostly runs on cash and goodwill
Worth knowingCash is recorded honestly and never transferred, and the class link can sit beside the cash tin until members drift online. What changes on day one is the record: the roster, the contacts and the reports exist whether the money was card or cash, and the handover stops being a shoebox.
A committee that wants formal minutes, motions and governance tools
Worth knowingAllSquads is the club's operating record, not its governance record. It records who changed a membership, who overrode a scheduling conflict and what each report says; it does not hold minutes, motions or constitutional documents. Keep those where the committee keeps them, and let AllSquads carry the operations that feed them.
Choose AllSquads for the committee, or keep the shared inbox
Choose AllSquads if
- A handover has ever meant a laptop and a promise.
- Two committee members have ever disagreed about a member's status.
- A membership change has ever been made that nobody would own.
- The AGM pack currently takes a weekend to assemble.
- Club money has ever passed through a volunteer's personal account.
Stick with WhatsApp if
- Thirty members, one coach, and a committee that has not changed in a decade.
- Nothing about the club needs to be handed over, ever.
- The shared password is the club's tradition and everyone likes it.
Rather have it walked through?
A free 30-minute call. Two minutes to book, no pitch.
Move the committee onto one account in a week
One person creates the club and invites the rest. From then on the club's admin lives in the club account, whoever is on the committee.
Create the club and invite the committee
Sign up as a business, complete the club profile, and invite each committee member and coach by email with a Coach or Club Admin role.
Import the member list with membership set
Contacts, then Import, with names, emails, membership status and expiry. Every imported membership is recorded and audited as an import.
Connect the club's Stripe account
Settings, then Payments, so the weekly transfer lands in the club's bank. Bookings can start before this is complete.
Publish the classes and the club profile
Complete the Go Live checklist and press Go Live so the club appears on Explore and members can book from the club page.
Give each committee role its page
The treasurer gets Payments and Reports, the secretary gets Contacts and Memberships, the coaching coordinator gets Classes and Team. All of it is one login each.
What a committee should try in the first week
Everything here is inside the free trial and ends with something the next committee meeting can look at.
Invite a second committee member as a Club Admin and have them accept the link.
They appear on the Team tab with their role and join date, and see the same classes and contacts you do.
Set a contact's membership active from one admin's login, then open the contact from the other admin's login.
Both see the same membership, and Membership history names the admin who set it.
Turn on two-factor authentication for your own login.
Signing in with email and password now asks for an authenticator code; the other admin's login is unaffected.
Send a broadcast to the members segment.
Only current members receive it, worked out from live membership status rather than an exported list.
Open Reports on the financial-year tab and export the PDF.
A one-page summary with revenue, cash, bookings and players against the previous year, ready for the agenda.
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
- Inviting coaches and admins by email; the Team tab and roles
- Help centre: Club guide
- Invited admins skip the organisation wizard; the Go Live checklist
- Help: Getting started
- Membership is club-wide and every change is audited
- Help centre: Contacts
- Broadcasts to segments and membership invites
- Help centre: Club guide
- Reports by financial year with exports; one shared calculation
- Help centre: Analytics
- Two-factor authentication is per account
- Help centre: Coach guide
- Weekly transfer to the club's own Stripe account
- Help centre: Payments
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.