Club comms
One WhatsApp group carrying the reminders, the rain-outs, the fee chasing and the memes
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
Club communication through a WhatsApp group, or through AllSquads
- In the group, a rain-out is one message among fifty; on AllSquads a cancelled session goes to every booked player by SMS, email and in the app, with the class, the date and the venue in it.
- Reminders go out a day before and an hour before every session without anyone typing them, and they name the class, the time and the full venue address.
- Contact Everyone on a session messages exactly the people booked into it, and every session has a group chat that only its players and coach can see.
- Broadcasts go to a segment of the club's contacts, filtered by tag, sport, membership status, class type or enrolment, rather than to everyone who ever joined the chat.
- Players control their own preferences per club, so a member can mute the club's marketing without losing their booking and payment messages.
Most clubs have a communication channel and it is a group chat, or six of them. Every reminder, every cancellation, every request for money and every photo from Saturday goes into the same thread, and the message that mattered is forty scrolls up. AllSquads sends the operational messages itself, on the channel each one deserves, and gives the club a way to reach a session, a segment or everyone without the thread.
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 clubs communicate today
There is a club group, a juniors group, a Tuesday group and a committee group, and the head coach is in all of them. Reminders are typed on Sunday night, or not. A cancellation is posted and half the players see it after they have left the house. A request for the term fee goes into the same thread as the photos, so it reads as nagging. New players are added to the chat by the coach and removed by nobody, so three seasons of ex-members still see every message. The club has no way to reach only its members, or only the parents of juniors, without starting a seventh group.
- The thread is the reminder, the noticeboard, the invoice and the social feed, all at once.
- The people who most need a message are the ones who muted the group in March.
- Nobody can message a session's players without messaging everyone else too.
Where the group chat breaks
A group chat is a fine social channel and a poor operational one. It breaks the first time a message has to reach a specific person by a specific time.
- The missed cancellation: the session is called off at four, the message is posted at four, and the family in the car at five never saw it.
- Reminders as a chore: someone types the same Sunday-night message every week, and the week they forget is the week attendance halves.
- No segmentation: an adults-only social night is announced to the parents of the under-eights, and a juniors camp to the veterans.
- Fee chasing in public: the treasurer's request for money sits between a birthday and a highlights clip and embarrasses everyone.
- Ex-members still in the thread: nobody prunes the group, so club-only offers go to people who left two years ago.
- The coach as the router: every question in the group is a question for the coach, in the coach's evening.
- No record: what was announced, to whom and when lives in a scroll nobody can search.
The messages that send themselves
Every booking generates its own confirmation naming the session booked, and every session the booking covers, with its own date. Reminders go to booked players by email and in the app a day before, and in the app an hour before, naming the class, the coach, the time and the full venue address. A reschedule goes out by email and in the app. A cancellation, whether of a session, a booking, a court booking or a subscription, is the one family of message that also goes by SMS on the plans that include it, and every cancellation SMS carries the class, the date or time and the club so it is useful on its own. Coach swaps on a group class are deliberately silent; on a private lesson the player is told by email and in the app.
Reach one session, or everyone in it
From any session's detail page, Contact Everyone sends a message to exactly the players booked into it: the Tuesday squad and nobody else. Each session also has a group chat for its players and its coach, which stays hidden from players until the coach posts the first message and reappears the moment it has content. Direct messages to an individual player, or to the players on a waitlist, are sent from the Messages tab or straight from the roster, and a player can message the coach or club back the same way.
Broadcasts to a segment, not to everyone
Announcements and broadcasts go to all contacts or to a filtered segment: by tag, by sport, by membership status, by class enrolment or by class type, with the segment worked out across the club's full contact list. Tags are the club's own, so Term 1 2025, Competitive or Veterans can each become an audience. A membership invite can go to non-members, recent bookers, parents or current members from the Memberships page. Broadcasts and announcements are part of the paid plans; the pricing page says which.
Who is in the audience
A player becomes a contact the first time they book with the club, or the first time they join a waitlist, and imported and manually added contacts sit beside them. The Contacts page segments them into all, active, inactive, parents and members, and each contact carries their booking history, membership, credits, notes and tags. There is no separate list to prune: an ex-member who stops booking drifts into the inactive segment rather than staying in a thread forever.
The player decides what they receive
Players manage their own notification preferences per channel, and per club: a member of two clubs can mute one club's marketing broadcasts, class announcements or waitlist notices without affecting bookings and payment messages, which always go through. Message-reply emails have their own toggle separate from every other email. Coaches and admins choose which booking and cancellation events email them, and a club admin on a busy class can switch from per-booking emails to a daily digest. SMS requires a verified mobile number and is reserved for cancellations.
Manual vs AllSquads
| A WhatsApp group, or six of them | AllSquads | |
|---|---|---|
| Getting paid | A fee request posted between the photos | Paid at booking, so the money conversation never enters the thread |
| The roster | The group's member list, three seasons out of date | Contacts segmented by active, inactive, parents and members, updated by bookings |
| Cancellations | A message half the players see after they have left | SMS, email and in-app to every booked player, naming the class and the time |
| Reminders | Typed on Sunday night by whoever remembers | Email and in-app a day before, in-app an hour before, with the venue address |
| Member pricing | A members-only offer that every ex-member also reads | A broadcast filtered to current members, worked out from live membership status |
| Waitlist | A spot-open post and a scramble | The next player notified in join order, and a message button for each waitlister |
| Payouts | The treasurer asks the group who has paid | Payment status on the roster; nobody asks the group |
| Records | A scroll nobody can search | Messages, announcements and notifications per contact, kept on the record |
Where the group chat is fine
A dozen players, one coach, one night a week and nothing that ever changes: the group chat is the right tool, and the memes are part of why people stay. It stops being the right tool when a message has to reach one session and not the rest, when a cancellation has to arrive before the family leaves the house, when the club wants to talk to members without talking to everyone, or when the coach would like their evenings back.
Which comms setup fits your club?
A committee that wants to reach members without reaching everyone
Good fitBroadcast to the members segment, which reads live membership status rather than a list someone exported. Tag contacts for finer audiences, Veterans or Committee say, and each tag becomes a filter. Members who do not want club marketing can mute it themselves without losing their booking messages.
A coach who mostly needs to reach one squad quickly
Good fitContact Everyone on the session reaches exactly its booked players, and the session group chat gives the squad a thread of its own once you post the first message. Reminders and cancellations for that session send themselves, so the quick message is usually the one you actually want to write.
A club that relies on last-minute text messages for rain-outs
Good fitCancel the session in AllSquads and the SMS goes to every booked player who has a verified mobile, alongside the email and in-app notice, with the class, the time and the club in the message. That is the one event family that goes by SMS; reminders and reschedules do not, which keeps the SMS meaningful when it arrives.
A club that still wants its social group chat
Worth knowingKeep it. AllSquads takes the operational messages out of the thread, which is what makes the thread pleasant again. Post the booking link there, let the reminders and cancellations come from the platform, and let the group be the social channel it was always good at.
A club that wants to send marketing text messages
Worth knowingMarketing SMS campaigns are not available on any plan; SMS is reserved for operational cancellations. Marketing goes by broadcast email and in-app announcement to a segment, and players can opt out of a club's marketing individually while still receiving their booking messages.
Choose AllSquads for the operational messages, or keep the group
Choose AllSquads if
- A family has ever arrived for a session that was cancelled in the thread an hour earlier.
- Someone types the same reminder every Sunday night and dreads the week they forget.
- You have ever announced an adults-only night to the under-eights' parents.
- The treasurer has asked for money in the same thread as the photos.
- You want to reach current members, and only current members, without exporting a list.
Stick with WhatsApp if
- One squad, one coach, nothing ever changes, and everyone reads the group.
- Your communication is entirely social and never operational.
- You genuinely enjoy being the router.
Rather have it walked through?
A free 30-minute call. Two minutes to book, no pitch.
Take the operational messages out of the group this week
Nothing about the social thread has to change. Move the reminders, the cancellations and the segment messages onto the platform and let the group get lighter.
Import the contacts and tag them
Contacts, then Import, with names and emails. Apply tags for the audiences you message most, so each becomes a broadcast filter.
Publish the classes
Every booking from then on generates its own confirmation, reminders and cancellation notices without a message from you.
Post the booking link in the group instead of the reminder
Players book from the link and get reminded by the platform. The Sunday-night message stops being necessary.
Use Contact Everyone for the squad, broadcasts for the segment
A session's players from its detail page; members, parents or a tag from the broadcast composer.
Set your own notification preferences
Choose which booking and cancellation events email you, and switch a busy class to a daily digest so the inbox stays readable.
What to try in your first week of platform comms
Everything here is inside the free trial and ends with a message you can read on a phone.
Book a test player into a session and wait for the reminder window.
An email and an in-app notice the day before naming the class, the time and the full venue address, with no message typed by you.
Cancel that session as the club.
The player receives an SMS, an email and an in-app notice with the class, the date and the club in it.
Open a session and use Contact Everyone.
Only the players booked into that session receive the message, and it appears in their Messages tab.
Tag three contacts and send a broadcast filtered to that tag.
Exactly those three contacts receive it, and the rest of the club does not.
As a player, mute the club's marketing under per-club preferences, then cancel a booking.
The booking cancellation still arrives, because booking and payment messages always go through.
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
- The channel matrix: cancellations by SMS, reminders and reschedules by email and in-app
- Help: Notifications
- Per-club mute preferences and the message-reply email toggle
- Help: Notifications
- Contact Everyone, session group chat and segment broadcasts
- Help centre: Club guide
- A booking or a waitlist join creates a contact
- Help centre: Contacts
- Marketing SMS is not available on any plan
- Help: Notifications
- Which plans include broadcasts and announcements
- Pricing page
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