Class subscriptions and weekly billing
The regulars who pay 'per week', reconciled by a spreadsheet of who is three weeks behind
2 months free. A card is required to start, and nothing is charged until your 2 free months end. The free profile and free tiers never need one.
TL;DR
Weekly fees chased on WhatsApp and invoiced by standing order, or a class subscription on AllSquads
- A standing order keeps paying after the player has stopped coming, and stops paying when the bank changes; a subscription bills the saved card each period and ends on a stated date when the player cancels.
- The coach sets the subscription price, the billing interval, weekly or fortnightly, and a cancellation notice period once on the class.
- Players are reminded three days before each charge with the amount and the date, and told at once if a payment fails, with the retry date.
- A subscriber still books each session, so capacity and the roster stay honest, and payment is skipped at booking because they already pay.
- When the coach cancels a session, the per-session value is applied as a credit on the subscriber's next invoice automatically.
Every recurring class has a core of players who come every week and would rather not think about paying every week. The manual version is a standing order into the club account, which is fine until the amount changes, the player pauses, or the coach cancels a session and owes a week back. AllSquads bills a subscription on the player's saved card at the interval the class sets, reminds them before each charge, and handles the cancellation and the coach's rain-out inside the same subscription.
Try it on this term's class
2 months free. A card is required to start, and nothing is charged until your 2 free months end. The free profile and free tiers never need one.
How most clubs bill regulars today
The regulars are asked to set up a standing order for the weekly fee. Some do. Some pay monthly by transfer with a rounding error, some pay a term at a time, and some pay when reminded. The coach keeps a spreadsheet of who is paid to which date, updated from the bank statement when there is time, and raises the arrears at pickup. When the fee goes up, a third of the standing orders do not. When the coach cancels a wet-weather session, the club owes a week back to everyone on a standing order and mostly does not pay it.
- The standing order is the player's arrangement with their bank, not the club's arrangement with the player.
- Whether someone is paid up is a spreadsheet question with a lag of a month.
- Pausing, cancelling and refunding a week are all conversations, and all handled differently each time.
Where the standing order breaks
Standing orders work for a stable group at a stable price. They break at the first price change, the first player who leaves without cancelling, or the first cancelled session.
- Arrears nobody chases: a player three weeks behind is on the roster every Tuesday and the coach is the only one who can raise it.
- Overpayment nobody refunds: a player who quietly stops coming keeps paying until they notice, then wants six weeks back.
- Price rises that half the group ignore: the standing order stays at the old amount and the coach absorbs the difference or argues.
- Rain-outs: the coach cancels a session and owes a week to everyone, and the credit is a transfer nobody gets around to.
- Cancelling is a negotiation: no notice period, so a player leaves on a Monday and expects that week back.
- Capacity drift: the subscribers assume a place and the casuals fill it, so Tuesday is overfull on the weeks everyone comes.
- No record per player: the treasurer sees standing orders in the bank feed and cannot tie them to a class or a roster.
A subscription on the class, set once
On a recurring class the coach enables subscriptions and sets the subscription price, the billing interval, weekly or fortnightly, and the cancellation notice period, which defaults to seven days. The subscription price is separate from the per-session price, so a class can offer both: a casual player pays per session and a regular subscribes. A player subscribes from the class page, enters their card on a confirmation page, completes any bank verification the card requires, and the subscription is active once the first payment succeeds.
Billed on the saved card, with a warning first
Each period the saved card is charged at the start of the billing period. Three days before every scheduled charge the player gets an email with the amount and the date and a link to manage the subscription, so no charge is a surprise. A failed payment sends a notice with the retry date and the subscription shows as past due while Stripe retries; a cancelled subscription sends a confirmation with the effective end date. Each charge carries the player's booking fee at the subscription rate, itemised on the invoice, and the club's share lands in the Monday payout like any other payment.
Subscribers still book, so the roster stays true
A subscription pays for the class; it does not silently reserve a place. Subscribers book each session like everyone else, which keeps capacity honest and lets a subscriber skip a week they cannot make without the roster assuming they are there. At booking, payment is skipped automatically because the subscription already covers it. On the subscriptions page a player sees the class, the club and head coach, the status, the next payment amount and date, the total paid to date and the class's cancellation policy, with a full payment schedule one tap away.
Cancelling, and what happens when the coach cancels
A player cancels from their subscriptions page and sees a confirmation with the class, the policy and the effective end date before confirming. The subscription continues until the later of the notice period from the request or the end of the current billing period, and no partial refund is issued for time already paid; the dashboard shows an Ends date until then. When the coach cancels a session a subscriber is booked into, the per-session value is applied as a negative line on the player's next invoice automatically, with one line per cancelled session, so the rain-out credit that never got paid under a standing order now pays itself. There is no skip-a-week at launch: a player who needs a break cancels and re-subscribes.
Term instalments and annual subscriptions
The same machinery bills a term in instalments. Where the club enables it, a term class can be paid weekly or fortnightly through a subscription instead of one up-front payment; an instalment subscriber cannot self-cancel mid-term, so the block is committed, and a coach can still cancel and credit by hand. With two or more terms published, a class can also offer an annual subscription that enrols the player across every term and bills at the start of each, with an optional percentage off each term's price shown on the class page. Which shape suits a class depends on whether the commitment is the point or the convenience is.
Manual vs AllSquads
| Standing orders and a paid-to-date spreadsheet | AllSquads | |
|---|---|---|
| Getting paid | Whenever the bank sends it, at whatever amount the player set up | The saved card is charged each period at the price on the class, with a reminder three days before |
| The roster | Subscribers assumed present, casuals squeezed around them | Subscribers book each session like anyone else; payment is skipped, capacity is not |
| Cancellations | A player leaves on Monday and wants the week back | Runs to the later of the notice period or the period end, shown as an Ends date |
| Reminders | None until the arrears conversation at pickup | A payment reminder before each charge, a notice on failure with the retry date |
| Member pricing | A different standing order amount for members, if they set it up | The subscription price is the class's; member rates apply to per-session bookings |
| Waitlist | Subscribers never queue because they never book | A subscriber who books a full session joins the waitlist like anyone else |
| Payouts | Standing orders in the bank feed with no class against them | Each charge in the Monday payout, shown as subscription revenue in analytics |
| Records | A paid-to-date column with a month's lag | Status, next payment, total paid and the full schedule on the player's subscriptions page |
Where the standing order is fine
Six players, one fixed price that has not changed in years, a coach who never cancels and players who never leave: a standing order costs nothing and needs no software. It stops being fine at the first price change, the first player who drifts away while still paying, the first cancelled session, or the first time the coach would rather not have the arrears conversation at the gate.
Which billing setup fits your regulars?
A weekly class with a loyal core who never want to think about paying
Good fitEnable subscriptions on the recurring class with a weekly price and a seven-day notice period. The regulars subscribe once, are reminded before each charge, and book their session each week with payment skipped. Casual players keep paying per session on the same class.
A term program that families would rather pay in instalments
Good fitEnable subscriptions on the term class and the term is billed weekly or fortnightly instead of as one lump. The subscriber is committed for the term and cannot self-cancel mid-way, which is usually what the club wants from an instalment plan, and the coach retains the manual cancel-and-credit path for genuine cases.
Players whose attendance is too variable for a weekly charge
Worth knowingA subscription bills whether or not the player comes, and there is no skip-a-week. For a player who attends most weeks but not all, a session pack, bought up front and deducted per booking with in-policy cancellations reinstated, is the fairer product. Many classes offer both.
You want to raise the price for everyone at once
Worth knowingChange the subscription price on the class, and tell the current group first with Contact Everyone on the session. Unlike a standing order, nothing about a subscription is silent: the next payment amount is on each player's subscriptions page and in the reminder email three days before every charge, so a change is seen before it is paid rather than discovered on a bank statement.
A coach who cancels for weather several times a season
Good fitEach coach-cancelled session a subscriber was booked into becomes a negative line on their next invoice, one per session, without a transfer or a conversation. The credit the standing-order club never paid now pays itself, and the subscriber sees it on the invoice.
Choose subscriptions on AllSquads, or keep the standing orders
Choose AllSquads if
- A player has ever kept paying after they stopped coming, and wanted it back.
- A price rise has ever left half the group on the old amount.
- You have cancelled a session and owed everyone a week you never repaid.
- The arrears conversation currently happens at the gate.
- You want to know, per player, what has been paid and what comes next.
Stick with WhatsApp if
- Six players, one price that has not changed in years, and a coach who never cancels.
- Everyone pays per session in cash and likes it that way.
- You would rather the bank handled it and you handled the disputes.
Rather have it walked through?
A free 30-minute call. Two minutes to book, no pitch.
Move the regulars onto subscriptions in a week
Nobody has to cancel a standing order until their first subscription charge lands. Enable subscriptions on the class, send the link, and let each regular switch when they are ready.
Import the regulars
Contacts, then Import, with names and emails, so each one can be messaged the class link and appears on the roster with a history from their first booking.
Enable subscriptions on the recurring class
Set the subscription price, weekly or fortnightly billing and the cancellation notice period in the class's pricing step.
Keep the per-session price for casuals
The two prices sit on the same class, so a casual player books and pays per session while the regulars subscribe.
Send the class link and ask regulars to subscribe
Each regular subscribes from the class page with their card, receives a confirmation, and cancels their standing order once the first charge appears.
Book each week from the roster side
Subscribers book their session; payment is skipped. A missed booking is a free seat for the waitlist, not an assumption.
What to try with a test subscription in your first week
All of it is inside the free trial and ends with something on the player's subscriptions page or the roster.
Enable weekly subscriptions on a recurring class and subscribe as a test player.
The subscriptions page shows the class, the next payment amount and date, and a payment schedule you can expand.
Book next week's session as the subscriber.
The booking confirms with payment skipped, and the roster shows the subscriber like any other booked player.
Cancel the subscription from the subscriptions page.
A confirmation shows the effective end date, and afterwards the page shows an Ends date until then.
Cancel a session as the coach that the subscriber was booked into.
The per-session value appears as a credit line on the subscriber's next invoice.
Open the club's analytics for the billing week.
The charge appears under subscriptions in the online revenue split, separate from drop-in payments.
Got a question right now?
Instant answers, in the page, without leaving it.
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. Weekly payouts direct to your bank account, every Monday.
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
- Subscription price, interval, notice period and the confirmation flow
- Help centre: Payments
- Payment reminder three days before each charge; failed and cancelled notices
- Help centre: Payments
- Casual recurring subscriptions end at the later of notice or period end
- Help: Cancellation policy
- A coach-cancelled session is credited on the next invoice
- Help: Cancellation policy
- Term instalments and annual subscriptions across terms
- Help centre: Term classes
- Subscribers book sessions with payment skipped
- Help centre: Player guide
Put your first class online tonight
Start your free trial - full tier access, 2 months free. A card is required to start, and nothing is charged until your 2 free months end. The free profile and free tiers never need one.