School holiday camp bookings
The busiest fortnight of the term, run out of a form, a spreadsheet and a bank feed
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 holiday camp on a WhatsApp group and a booking form, or on AllSquads
- The form-and-spreadsheet camp tells you who wants to come; the paid camp roster tells you who is coming and which days are already paid for.
- Day rate is the price; a full-week price applies itself when a parent selects every day of a camp week, and partial weeks stay at the day rate.
- A full camp day queues the next family automatically, so the club never keeps a side list of people to ring if a place frees up.
- The camp is paid to the club in the week the bookings arrive, not after the camp has finished and the deposits have been chased.
- Half-day AM and PM options, per-day capacity and a camp cancellation policy are settings on the camp, not extra columns in a spreadsheet.
A holiday camp compresses a term's worth of bookings into the two weeks a club has the least time to manage them. Most clubs still collect camp bookings on a separate form, tally the days by hand and reconcile the deposits after the camp has already run. AllSquads treats a camp as its own program type: parents pick the days, pay for them, and the club sees a paid roster per camp day before the first child arrives.
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 take camp bookings today
A camp flyer goes out with a link to a form. Parents fill in which days their children want, then transfer a deposit or the full amount to the club account with the child's name as the reference, if the club is lucky. Someone copies the form responses into a spreadsheet with one column per day, marks who has paid, and answers the same question by text forty times: is there still room on Thursday? The week before the camp, the spreadsheet is printed and becomes the sign-in sheet.
- The form is the booking, the bank feed is the payment record, and the spreadsheet is where the two are married up by hand.
- Day-by-day capacity lives in one person's head, which is fine until two families ask about the same last place on the same afternoon.
- A cancelled day is a deposit to refund from the club account, with no policy to point at when the parent argues.
Where the form-and-spreadsheet camp breaks
The manual camp works until enrolments outrun the person running it. In a holiday fortnight that happens on the first day the flyer goes out.
- Deposits that never arrive: half the form responses are never paid, and the club cannot tell a booked child from an interested one until the money is chased.
- Overbooked days: the spreadsheet says twelve on Tuesday, the form said fourteen, and the coach finds out at the gate.
- Full-week deals applied by hand: the discount for booking every day is worked out per family, and worked out differently by whoever does the sums.
- The waitlist is a note in the margin: when a family drops out of Thursday, whoever remembers to text first gets the place.
- Refunds from the club account: a child gets sick on day two and the refund is a bank transfer, a judgement call and an argument.
- Reconciliation after the camp: the treasurer receives a printed sheet, a bank export and a request to work out who still owes money.
- Two admin processes at once: the camp runs off its own form while the club's term classes run somewhere else, so nothing is in one place.
A camp is its own program type, with its own dates
A holiday camp on AllSquads is created as a camp, not as a term class squeezed into two weeks. The club defines the individual camp days, which do not have to be consecutive, and a camp can span more than one week. Each day carries its own capacity, and the whole camp sits on the club's booking page next to its term classes, court hire and memberships, so a parent who already books the Tuesday squad finds the camp in the same place rather than on a separate form.
Day rate, full-week price and half days
The day rate is the primary price: every camp day a parent selects is charged at it. A club can also set a full-week price per camp week. When a parent selects every day of that week, the week is charged at the full-week price instead of the day rate multiplied by the days, and taking a day back out returns the rest of the week to the day rate. Multi-week camps are evaluated one week at a time, so a family can book the first week in full and two days of the second. Half-day AM and PM sessions can carry their own per-day price and are always charged per day. The rule is applied on the server every time the cart changes, so the class page quote, the cart, the checkout and the charge agree.
Full days queue the next family
When a camp day reaches its capacity it shows as full, and the waitlist opens without anyone switching it on. A family who joins the waitlist is notified by email and in the app the moment a place on that day frees up, and places go strictly in the order families joined. There is no hold or expiry to manage: whoever books first once notified takes the place, and anyone who misses out returns to the queue for the next opening. Joining a waitlist also adds the family to the club's contacts, so the club can message them directly if it decides to open a second group.
Paid in the week the bookings arrive
Camp bookings accrue into the club's normal weekly payout alongside term classes, court hire and memberships. Bookings made from Monday to Sunday are paid the following week as one transfer to the club's connected Stripe account. A family who books the camp two months out is paid for in the week they book, not when the camp runs, so the camp season never needs its own reconciliation after the fact. Cash walk-ins and manual credits are recorded on the roster but are never part of the transfer, because the club already has that money or none was collected.
Cancellations during camp week
Each camp carries its own cancellation policy: a notice threshold in hours and a refund type for cancellations made with at least that much notice. A cancellation inside the threshold receives no credit, whatever the refund type, and the parent sees the outcome in a preview before confirming, so the club is not adjudicating every dropout in the busiest week of the term. Credits are issued instantly, scoped to the club, and are applied automatically to that family's next booking. If the club has to move the camp dates, the whole program shifts, every enrolled family is notified, and each can cancel for a full credit within the response window.
Who it suits
Tennis, swimming, football, netball and multi-sport clubs that run a program in every school holiday period, coaching businesses that hire a venue for a fortnight, and any club whose camp is currently the one thing that still runs on a form. If the term classes are already online, the camp is usually the second thing a club moves, and the first thing the committee notices the difference on.
Manual vs AllSquads
| Form, spreadsheet and bank transfers | AllSquads | |
|---|---|---|
| Getting paid | Deposits by bank transfer, matched to form responses by hand | Every camp day paid at checkout by card or wallet before it is booked |
| The roster | A printed spreadsheet with one column per day | A paid roster per camp day, with each child listed by name |
| Cancellations | A refund from the club account and an argument about fairness | A camp policy with a notice threshold; credit issued automatically or not at all |
| Reminders | A text the night before the camp starts, if there is time | Email and in-app reminders a day out and in-app an hour out for every camp day |
| Member pricing | Worked out per family and applied unevenly | A member price on the camp, applied at checkout to active members |
| Waitlist | A margin note and a text to whoever asked most recently | Opens when a day fills; the next family is notified in join order |
| Payouts | Money trickles into the club account across the fortnight | One transfer the week after the bookings arrive, itemised per booking |
| Records | A form export, a bank export and an afternoon | Every camp day, payment and credit on the family's contact record |
Where the form and the spreadsheet are fine
A one-day clinic with a dozen children, a single price and a coach who knows every family by name does not need booking software. The form does the job and the money arrives because the parents are already at the club every week. The manual camp stops being fine when there is more than one day to book, more than one price to apply, a day that might fill, or a parent who wants to cancel a day and get something back. Most holiday camps have all four.
Which camp setup fits your club?
Your camp runs on individual days and families mix and match
Good fitThat is the shape the camp type is built around. Define the days, set a day rate and a per-day capacity, and let parents select any combination. Each day fills and waitlists on its own, and the roster the coach opens on Tuesday morning is Tuesday's paid list, not the whole camp's.
You want to reward families who book the whole week
Good fitSet a full-week price on each camp week. A parent who selects every day of a week is charged that price instead of the day rate times the days, and if they later remove a day the rest of the week returns to the day rate. The discount is applied by the server, once, the same way for every family.
You sell morning and afternoon halves as well as full days
Worth knowingHalf-day AM and PM options carry their own per-day price alongside the full day. Half days are always charged per day and never combine into a full-week price, so a family booking five mornings pays five morning rates. If the halves are really two different programs with different coaches, run them as two camps.
Your camp is a week-long block with one price and no day-by-day choice
Good fitStill a camp: define the five days and set the full-week price, with the day rate as the fallback for a family who can only make part of it. If you genuinely never want partial bookings, set the day rate high enough that the week price is always the one that applies, and the camp behaves as a single block enrolment.
You run the camp at a hired venue you do not control
Good fitThe camp does not need a court on AllSquads to run. If the venue is set up as a court on your account, assign it and the conflict engine checks every camp day before the camp is published, naming any day the court is already occupied. If it is not, the camp simply carries the venue address on every confirmation and reminder.
Move the camp online, or keep the form
Choose AllSquads if
- More than one day can be booked, and families want to choose which.
- Any camp day has ever filled, or you have ever kept a list of people to ring.
- A deposit has ever gone unpaid until the child turned up on day one.
- You want the camp paid for before it runs, without chasing anyone.
- The treasurer has asked what the camp earned and got a printed sheet.
Stick with WhatsApp if
- One day, one price, a dozen children whose parents you see every week.
- The camp is free and all you need is a headcount for the coach.
- You have someone with a spare fortnight who enjoys reconciling deposits.
Rather have it walked through?
A free 30-minute call. Two minutes to book, no pitch.
Set the next camp up in an evening
A camp is the easiest program to move because it starts from nothing each holidays. Build the next one on AllSquads, post the link where the form used to go, and keep the old spreadsheet closed.
Import last holidays' families
Contacts, then Import, takes a CSV of names and emails. Duplicates are skipped by email, and every family who books the camp is added to your contacts automatically anyway.
Create the camp with its days
Pick Holiday Camp in the class wizard, select the individual dates, set the capacity per day and assign a coach. The days do not have to be consecutive.
Price the day, the week and the halves
Enter the day rate, an optional full-week price per week, and AM and PM prices if you sell halves. The cart applies whichever rule fits what a parent selects.
Set the camp's cancellation policy
A notice threshold in hours and a refund type. The policy is shown to parents before they book and applied automatically when they cancel.
Share the camp link and watch the roster fill
Post the link in the group chat, the newsletter and the club's website. Parents book and pay from their phone; the roster for each day is the paid list.
Five things to try before you publish the camp
Every step below is inside the free trial and ends in something you can look at. Do them with a test family before the flyer goes out.
Create a two-week camp with five days in each week and a full-week price on both.
A camp page listing every day, with the day rate shown and the week price applied only when all five days are selected.
Book three days as a parent, then add the other two days of that week.
The cart total drops to the full-week price the moment the fifth day is added, and returns to five day rates when one is removed.
Set Thursday's capacity to two, book two children, then try a third.
Thursday shows as full and the third family lands on Thursday's waitlist, in order, with the other days still bookable.
Cancel a booked day outside the notice threshold, then one inside it.
The first returns a credit to the family automatically; the second shows a no-credit preview before the parent confirms.
Open Payments the week after your test bookings.
The camp bookings sit in the current payout figure, itemised, weeks before the camp actually runs.
Got a question right now?
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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
- Camp days, day rate, full-week price and half-day options
- Help centre: Class types
- Camp date changes notify families with a full-credit cancel option
- Help centre: Term classes
- Waitlist is strictly first come, first served, with no hold
- Help centre: Player guide
- A camp's own notice threshold and refund type
- Help: Cancellation policy
- Camps paid in the weekly payout for the booking week
- Help centre: Club guide
- Camp days checked against the court before publishing
- Help centre: Scheduling
- Camp bookings accrue with every other payment type
- Help centre: Payments
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