Membership and member pricing
The member list in a spreadsheet, and the member rate applied from memory
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
A membership list on a spreadsheet and WhatsApp reminders, or memberships on AllSquads
- The spreadsheet says who paid last year; the Members tab says who is a member today, on which tier, and when it renews or expires.
- A tier is priced once, either one-off for a fixed period or recurring weekly, fortnightly, monthly or yearly, with an optional minimum commitment.
- Member pricing is not a discount code: an active member is charged the member rate on classes, court hire and pro shop automatically, per what the tier covers.
- A family tier covers a set number of adults and children at one price, and the buyer chooses who fills the slots.
- Membership is one club-wide fact: set it on any contact record and every admin, roster and broadcast filter sees the same answer.
Most clubs have a membership and most clubs cannot say, on a given night, who is currently a member. The list is a spreadsheet updated when the treasurer has time, the renewal is an email nobody answers, and the member discount is applied by whoever is taking the money, at whatever rate they remember. AllSquads sells the membership, tracks who holds it club-wide, and applies the member rate at checkout without anyone checking a list.
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 run membership today
A renewal email goes out in January with the club's bank details. Members transfer the fee, the treasurer updates a spreadsheet when the statement comes through, and a copy of that spreadsheet is forwarded to the coaches so they know who gets the member rate. By March the coaches are working from an old copy, a few members paid but were never added, and someone who lapsed two years ago is still getting the discount because nobody took them off. Family memberships are a note in the margin about which children are covered.
- The list is only as current as the last time the treasurer opened the bank statement.
- The member rate is applied by the person taking the money, from whichever copy of the list they have.
- Renewals are a chase, and the club's membership income arrives in a lump in whichever month the chase lands.
Where the spreadsheet membership breaks
A membership list on a spreadsheet is accurate on the day it is exported. Everything after that is drift, and the drift costs money in both directions.
- Wrong rates at the till: lapsed members keep the discount and new members are charged full price until the coach's copy of the list catches up.
- Renewal chasing: every membership year starts with a mail-out, a reminder, and a spreadsheet of who has not paid yet.
- Two admins, two answers: the club secretary's list and the head coach's list disagree, and the member is the one who notices.
- Family cover is a guess: which children are on the parent's membership is written nowhere the coach can see on a Saturday morning.
- No audit trail: someone changed a member's status and nobody knows who, so a dispute six weeks later cannot be settled.
- Cancellations by email: a member asks to stop mid-year and the refund, if any, is whatever the committee decides that month.
- Membership income is invisible: the treasurer cannot separate membership money from class money in the bank feed.
Tiers, priced once
Memberships live on their own page in the dashboard with three tabs: Tiers, Members and Settings. A tier has a name, a price and a billing model. One-off tiers run either for a set number of days from the day each member joins or to a fixed end date that is the same for everyone, with a rollover cutoff so a late joiner is sold the next period instead of a few days of this one. Recurring tiers bill weekly, fortnightly, monthly or annually and can carry a minimum commitment before a member may cancel. A tier can be deactivated to stop new purchases without touching the members who already hold it, and a price change only affects people who join after it.
What the member rate applies to
The Classes and Facility hire switches on a tier decide which surfaces read the membership; neither sets a price on its own. A class's member price comes from its own member discount, set per class, and a court's member rate comes from each court's pricing band, including a free-for-members option on any band. A tier can also carry What's included rows: a percentage off or free entry scoped to a specific class, a class category or court hire, or a weekly allowance of included sessions with an optional rollover. A pro shop discount percentage applies to products the same way. Saving a tier with a switch on and nothing priced for members shows a warning that links to the surface that fixes it.
Selling it, and inviting people to buy it
Members buy a tier from the club's profile page or a shared membership link, choose who it is for where the club sells per player, see the price, cadence, any minimum commitment and the cancellation terms before paying, and confirm by card. A club can also invite people to a specific tier: selected contacts from the Contacts page, or a whole segment such as non-members, recent bookers, parents or current members being offered a higher tier. Each tier shows how many were invited and how many have since joined. Existing members can be attached manually with an optional expiry, from the Members tab or from the contact drawer, and a manual membership shows as Manual rather than against a purchased tier.
One club-wide fact, with a record of who changed it
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: setting it active on any one record makes the player a member everywhere, and every list shows the furthest-out expiry when more than one record is active. Member pricing matches a signed-in player to their membership by account or by email, so the identity captured at booking time has to be the identity they log in with. Every membership change writes a permanent audit row naming the admin, the previous and new status and the action that produced it, visible in the contact drawer's Membership history.
Renewals, cancellations and family cover
Recurring tiers renew automatically for as long as the card keeps succeeding; annual tiers send the member an email and an in-app notice fourteen days before the yearly charge, once a year, with the amount and a link to manage it. Each recurring tier carries its own cancellation policy: a notice period in days, whether cover ends at the end of the paid period or immediately, and whether unused time returns nothing, a club credit or a real refund. A family tier is defined by its composition, a number of adults and children covered at one price; the buyer fills the slots at checkout and can change who is covered later from their subscriptions page.
Manual vs AllSquads
| Spreadsheet, mail-out and a bank feed | AllSquads | |
|---|---|---|
| Getting paid | A yearly transfer, chased by email through February | The tier is paid by card at join, and recurring tiers renew on the saved card |
| The roster | The coach's copy of the list, whatever date it was | Each roster shows the player's price, so a member seat reads as a member seat |
| Cancellations | A committee decision per request, refund optional | A per-tier policy: notice days, when cover ends, and what unused time returns |
| Reminders | A renewal email and a follow-up nobody answers | Annual tiers warn fourteen days before the charge; monthly ones just renew |
| Member pricing | Applied from memory by whoever takes the money | Applied at checkout on classes, courts and pro shop per what the tier covers |
| Waitlist | Members get first dibs if the coach remembers they are members | The queue is in join order; a member who books pays the member rate |
| Payouts | Membership fees mixed into the club account with everything else | Membership revenue lands in the weekly payout and shows as its own line |
| Records | Who changed this member's status is anyone's guess | Every membership change audited with the admin, the old and new state, and the action |
Where the spreadsheet is fine
A club of thirty life members who all renew on the same day, pay the same fee and never move house does not need membership software. The list is stable because the membership is. It stops being fine when the club sells more than one tier, when members join through the year, when the rate has to apply at the point of booking rather than at the AGM, or when more than one person needs to know who is a member right now.
Which membership setup fits your club?
One annual membership that gives a cheaper rate on everything
Good fitCreate one recurring annual tier with both applies-to switches on, set a member discount on each class and a member rate on each court band, and the rate applies itself at checkout for the year. Members are warned fourteen days before the renewal charge, and the tier's cancellation policy decides what happens if they leave early.
A season pass that ends on the same date for everyone
Good fitThat is a one-off tier with a fixed end date. Everyone who joins runs to that date in the club's time zone, the join page shows the end date before payment, and a rollover cutoff sells late joiners the next season automatically so nobody pays full price for the last fortnight.
Families with several children on one membership
Good fitSet the tier's composition, for example two adults and up to three children, at one price. The buyer fills the slots at checkout from the dependants on their account and other adults by email, and everyone in a slot gets the member rate on whatever the tier covers. Who is covered can be changed later without paying again.
Members who should get a set number of free sessions a week
Good fitAdd a What's included row to the tier: a weekly allowance scoped to a class or category, for adults, children or either, with rollover on or off. The booking flow shows how many sessions are left this week, and once the allowance is used the standard price applies until the Monday reset.
You already have a membership system and only want the rate to apply
Worth knowingAttach memberships manually with an expiry from the Members tab or the contact drawer, or import contacts with their membership set. A manually attached membership covers every surface, the rate applies at checkout, and renewal notices go to the contact before expiry. Selling the membership through AllSquads can come later, or never.
Choose AllSquads for membership, or keep the spreadsheet
Choose AllSquads if
- A lapsed member has ever kept the discount, or a paid-up member has ever been charged full price.
- Two people at the club have ever disagreed about whether someone is a member.
- Renewal season currently means a mail-out and a spreadsheet of who has not paid.
- You want the member rate to apply at the point of booking, not at the AGM.
- A membership dispute has ever come down to who changed what, and nobody knew.
Stick with WhatsApp if
- Thirty life members, one fee, one renewal date, no turnover.
- Membership is a badge and carries no discount on anything.
- You are happy for the member rate to depend on who is on the desk.
Rather have it walked through?
A free 30-minute call. Two minutes to book, no pitch.
Move the membership across in a week
Existing members do not need to re-buy anything. Import them with their membership set, build the tiers for new joiners, and let the rate apply from the next booking.
Import the current member list
Contacts, then Import, with a CSV that includes membership status and expiry. Each row lands as a contact with its membership recorded and audited as an import.
Create the tiers
Memberships, then Tiers: name, price, one-off or recurring, any minimum commitment, and the family composition if the tier covers more than one person.
Set what the member rate applies to
Turn on Classes and Facility hire as needed, then set the member discount on each class and the member rate on each court band. Add What's included rows for any specific inclusions.
Set each tier's cancellation policy
Notice days, when cover ends, and what unused time returns. The join page shows the same terms to members before they pay.
Invite non-members from the Tiers tab
Choose a segment, add a note, and send. Each tier shows invited and joined counts, and anyone who already holds the tier is skipped.
What to try with a test tier in your first week
Everything below is inside the free trial and ends in something visible on a screen or a receipt.
Create a recurring monthly tier with the Classes switch on, and set a member discount on one class.
The tier appears on the club profile's Memberships tab with its price and cancellation terms.
Join the tier as a test player, then book that class.
The checkout shows the member price, with no code entered and no list checked.
Attach a manual membership to a contact with an expiry, then open the contact drawer.
Membership history shows the change, who made it and the expiry date.
Set a family composition of two adults and two children and buy it as a parent.
The checkout asks who fills each slot, and each covered child books at the member rate afterwards.
Invite the non-members segment to the tier.
The tier row shows the invited count, and each invited contact has the email and in-app message.
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
- Tiers: one-off, fixed-date, recurring, minimum commitment and family composition
- Help centre: Club guide
- What's included rows and the applies-to switches
- Help centre: Club guide
- Membership is club-wide and every change is audited
- Help centre: Contacts
- Per-tier membership cancellation policy
- Help: Cancellation policy
- Member rate on court hire bands, including free for members
- Help centre: Court hire
- Buying a membership and the annual renewal reminder
- Help centre: Player guide
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