Getting Started
What do I need before I can start taking bookings? Three things: a complete coach profile (name, bio, sport, photo), a connected Stripe account (Dashboard > Payments > Connect Stripe), and at least one published class.
How long does Stripe Connect setup take? Usually 10–15 minutes to complete the form. Stripe may take 1–3 business days to verify your identity before the account is fully active.
Can I be affiliated with more than one club? Yes. You can accept affiliation invitations from multiple clubs. Each club can assign you to their classes.
Can I run classes independently and also be in a club? Yes. Independent classes and club-affiliated classes run in parallel and are managed from the same dashboard.
Classes
What class types can I create? Group Lesson (recurring), Social Session (one-off), Holiday Camp, and Private Lesson.
Can I change the class type after publishing? No. The class type is locked once a class is created — this applies even before it has any bookings, and a duplicated class always keeps the same type as the one it was copied from. If you need to change the type, archive the existing class and create a new one.
How do I pause a class without deleting it? Set the class status to Paused. Existing bookings are unaffected. The class is hidden from public search.
Can I duplicate a class? Yes. From the Classes tab, select the class > Duplicate. A draft copy is created with all settings replicated.
How do I cancel a single session without cancelling the whole class? Open the session detail > Cancel Session. Enrolled players are notified and receive full credit refunds. The class continues with its remaining sessions.
How do I cancel an entire class? Open the class > Archive. All future sessions are cancelled, enrolled players are notified and refunded, and the class is removed from public view.
What happens when I change the price of a live class? Price changes apply to new bookings only. Players already enrolled keep the price they paid.
Bookings and Roster
How do I add a player to a session manually? Open the session > Add Player. Search by name or email (or add a new person). On kids classes, pick which child is attending so the roster shows the child's name, not the parent's. Select payment method (Cash, Free, Already paid, or Send link). Free and Cash confirm immediately — no separate approval step. Send-link bookings stay Pending until paid, then confirm automatically. Add Player is only available on upcoming sessions.
How do I move a player to a different session? Session detail > select player > Move Player > select destination session. The player is notified.
How do I mark attendance? Open the session > Mark Attendance. Mark each player Attended or Absent.
Can players scan a QR code instead of manual attendance marking? Yes. Each player's booking confirmation contains a QR code. You or an assistant can scan codes using the in-app scanner to mark attendance.
What is an internal booking? An internal booking is a no-charge reservation for a spot (e.g., for a staff member or a complimentary spot). It appears on the roster with a distinct badge and does not generate revenue.
Private Lessons
How do private lesson bookings work? Players request a private lesson by selecting a date and duration. The system checks your availability windows and court availability simultaneously. If both are free, the player proceeds to payment. The booking then awaits your approval.
How do I set my availability for private lessons? Dashboard > Schedule > Manage Availability. Add recurring windows (e.g., Mon–Fri 8am–12pm) and block specific times as needed.
What if I need to decline a private lesson? Open the booking request > Decline. You can optionally suggest an alternative time. The player receives a full credit refund immediately.
How do I enable auto-approval for private lessons? In the class settings, enable Auto-Approval. Bookings are confirmed immediately without requiring your manual approval.
Payments
When do I get paid? Payouts are processed in batches by AllSquads on a regular schedule. Your weekly payout and payout history are in Dashboard > Payments > Payouts.
How is my payout calculated? Payout = cash portion of COMPLETED Stripe bookings − AllSquads platform fee (taken from your payout, based on your tier). AllSquads absorbs Stripe processing fees; nothing extra is deducted from your payout. The booking fee that players pay at checkout is separate from the platform fee — the booking fee is added on top of your class price, while the platform fee is deducted from the amount you receive. Both fees are calculated on the cash portion of each booking only; credits redeemed by a player are never charged a fee. Bookings the club registered as paid in cash are not part of your AllSquads payout — that money is already with the club.
What is the platform fee rate? The platform fee is tier-dependent (e.g., lower rates on higher-tier plans). Your current rate is shown in Dashboard > Payments and in your payout breakdown.
How do I issue a credit refund to a player? Navigate to the booking > Cancel Booking. If the cancellation falls within the refund window, credits are issued automatically. For manual credit issues: Contacts > select player > Issue Credits.
Can I give a player a free spot? Yes. Add the player using an internal (no-charge) booking from the session roster.
What is a make-up entitlement? For term classes, you can configure cancellation refund mode to either Credits (default) or Make-up entitlement. Make-ups are an alternative to credits — when a player cancels a session within policy, they receive a same-value entitlement they can redeem on any class at your club, instead of a credit. Entitlements expire at the source term's end date.
Where do I set the refund mode? Term-class wizard > Settings step > "When a player cancels within policy, issue: Credits / Make-up entitlement". Default is Credits. The two modes are mutually exclusive.
How do I redeem a make-up on a player's behalf? Dashboard > Bookings — outstanding entitlements at your club appear in an amber section above the class list. Click Attach to a class to pick a destination class and session. The booking is created on the player's account at no charge.
What classes can a make-up be redeemed at? Any class at your club where the per-session price is equal to or less than the entitlement value, that is term-active, and has available capacity. Make-ups count against capacity — they take a regular slot.
What happens if a make-up isn't redeemed before term end? The entitlement is forfeit. There is no automatic conversion to a credit. If you want to extend it, you can manually issue a credit from the player's contact record.
Communications
How do I message all players in a session? Session detail > Contact Everyone. A message is sent to all enrolled players in that session.
How do I message a specific player? Dashboard > Messages > New Conversation > search for the player. Or from Contacts > select player > Send Message.
Analytics
Where can I see my revenue? Dashboard > Analytics > Revenue. Filter by period, class, or sport.
Where can I see attendance rates? Dashboard > Analytics > Attendance. View overall rates and per-class breakdowns.
Coach vs Business Account
What is the difference between a Coach account and a Business account? A Coach account is for individual coaches who run their own classes. A Business (Club) account unlocks additional features: Court Hire, Pro Shop, Promo Codes, and Team Management. If you run a facility with courts, sell products, or manage a team of coaches, you need a Business account.
How do I upgrade from Coach to Business? From your dashboard, the business-only features (Court Hire, Pro Shop, Promo Codes, Team Management) appear in the sidebar with an amber "Upgrade" badge. Click any of them to see upgrade options, or navigate to Dashboard > Settings to initiate the upgrade.
Do I need Stripe if I work for a club? No. If you are a club-employed coach, payments flow through the club's Stripe account. You do not need to connect your own Stripe account. The Stripe step is skipped automatically during onboarding for club-employed coaches.
Can I be both an independent coach and work for a club? Yes. You can run your own independent classes (requiring your own Stripe account) while also being affiliated with one or more clubs. Independent and club-affiliated classes are managed from the same dashboard.
What features do I lose as a club-employed coach? Club-employed coaches do not see Payments or Analytics in their dashboard — these are managed at the club level. Business features (Court Hire, Pro Shop, Promo Codes, Team Management) are also hidden. You retain full access to Classes, Bookings, Schedule, Contacts, Messages, Reviews, Help, and Settings.
Coach Profile
What is the LinkedIn-style coach profile? Your public coach profile displays your work history, achievements, qualifications, languages spoken, and social links — similar to a LinkedIn profile. This helps players learn about your coaching background and credentials.
How do I edit my work history and achievements? Top-right avatar menu > My Profile (at /dashboard/profile). Scroll to the Work History, Achievements, Languages, and Social Links sections. Personal profile is now separate from club/org Settings. You can add, reorder, and remove entries individually.
What social links can I add? You can add links to Instagram, Facebook, LinkedIn, your personal website, or any other URL. Each link has a label, URL, and type.