Term enrolments and pro-rata
The ten-week block, invoiced in week one and still being chased in week nine
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TL;DR
Term enrolments on invoices and a WhatsApp group, or on AllSquads
- On invoices, the term is paid when the family gets around to it; on AllSquads, an enrolment exists because the term was paid for at checkout.
- Public holidays and closure days are excluded when the term is created, and enrolled families are never charged for them.
- Pro-rata is a toggle on the term class: a family joining in week four pays for the sessions remaining, calculated at checkout and shown to them as an adjusted price.
- Drop-in is a second toggle with its own price, so a casual player can book a single session of the same class and sit on the same roster as the enrolled ones.
- Auto-renew carries an enrolment into the next term seven days before the current one ends, and families can opt out before the class's notice cutoff.
A term program is the backbone of most coaching businesses and the single largest invoicing job a club does. Families enrol for a block, some join late, some miss the public holiday week, and the person running it keeps the differences straight in a spreadsheet. AllSquads runs the term as a block enrolment with the arithmetic built in: excluded dates are not charged, a mid-term joiner can be priced on the sessions left, and next term can renew itself.
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 term enrolments today
Two weeks before term, an email goes out with the term dates and a price. Families reply, or do not, and an invoice is raised for each one in the accounting software or by hand. Payment arrives by bank transfer over the following month with references that may or may not say which child it is for. A family who joins in week five is quoted a discount worked out on the back of an envelope. The spreadsheet has a paid column, a notes column for the ones on a payment plan, and a row that says the Easter Monday session is off.
- The invoice is the enrolment, the bank statement is the payment record, and the roster is whichever families the coach recognises on the first night.
- A late joiner's price depends on who does the sum and how generous they feel that day.
- Next term starts with the same email to the same families, and half of them re-enrol in week two.
Where the invoice-and-spreadsheet term breaks
Invoicing a term works for a dozen loyal families and fails quietly as soon as the class has turnover, which every junior program does.
- Chasing unpaid invoices: the coach is on court with children whose parents have not paid, and the only lever is an awkward conversation at pickup.
- The mid-term discount: every late joiner is a bespoke calculation, and two families in the same week get two different prices.
- Holiday weeks: the term price assumed ten sessions, the calendar had nine, and someone is either refunding or hoping nobody counts.
- Casual players have nowhere to go: a friend who wants to try one week is told to pay cash, and never appears on any record.
- Re-enrolment is a fresh chase: every term starts from zero, with families who intend to continue treated exactly like new ones.
- The roster is the coach's memory: who is in this term, who dropped out in week three, and who is still on last term's list.
- A family who cancels mid-term wants money back, and the club has no policy to point to and no record of what they paid.
Creating the term
A term class is created with a start date, an end date and the days it runs, and AllSquads generates every session in between. During creation, individual dates can be toggled out: Australian public holidays are flagged automatically for review, and any date the venue is closed can be excluded by hand. Excluded dates appear on the class page so families can see them before enrolling, and nobody is charged for them. Shifting the whole term, for a delayed start say, moves every session and notifies the families already enrolled.
One term price, and the sessions behind it
The club sets a full-term price, which is the amount charged for the whole enrolment. AllSquads works out the per-session rate for display and uses it for the two pricing options a term can carry. A term price change on a live class only applies to new enrolments: every family already enrolled keeps the price they paid. Families can enrol for the whole block up front, or where the club enables it, pay the term as weekly or fortnightly instalments through a subscription, or subscribe annually across every published term with an optional percentage off each term.
Pro-rata for the family who joins in week four
Pro-rata pricing is a toggle on the term class, off by default. Switched on, a player who joins after the term has started pays only for the sessions remaining, priced at the per-session rate, and the checkout shows the adjusted figure with the number of sessions it covers. Switched off, a mid-term joiner pays the full term price with no adjustment. Either way the answer is the same for every family who joins in the same week, and nobody at the club is doing the arithmetic.
Drop-in on the same class, not a separate one
Drop-in is a second toggle with its own price, typically set higher than the equivalent per-session term rate. With it on, a casual player sees the next session on the class page and books that one session without enrolling. Drop-ins take a place in the same capacity as the term enrolments and appear on the session roster labelled as drop-ins, alongside the enrolled players, so the coach sees one list. Term and drop-in are not a choice between two classes; they are two doors into the same one.
Next term renews itself
Families choose auto-renew in the booking modal, and the default follows the class setting, which is on for newly created classes unless the club switches it off. Seven days before the current term ends, the saved payment method is charged for the next term and the enrolment carries over. A family can opt out any time before the class's notice cutoff from their booking page; if the charge fails, they are told immediately and can update their card to finish the renewal by hand. The roster for the new term is therefore mostly full before the club has sent a single email.
Cancelling a term enrolment
Every term class has one term cancellation policy, a notice period in days before the term starts, which defaults to four weeks. Cancelling on or before that cutoff returns a full credit; cancelling after it but before the term starts is allowed with no credit, and the family sees that before confirming. Once the term is underway an upfront enrolment can be vacated with no refund, while an instalment subscriber cannot self-cancel and must contact the coach. A single session of the term, including the first, can always be cancelled under the class's per-session policy, and for term classes the club can choose credits or make-up entitlements as the refund mode.
Manual vs AllSquads
| Invoices, bank transfers and a spreadsheet | AllSquads | |
|---|---|---|
| Getting paid | An invoice per family, paid over the month by bank transfer | The term is paid at checkout, up front or by instalment, before the enrolment exists |
| The roster | Last term's list with names crossed out | Enrolments, drop-ins, auto-renew status and payment status on every session |
| Cancellations | A refund negotiated by email against no written policy | A term notice period in days, plus a per-session policy, both shown before booking |
| Reminders | A group message on Sunday night about Tuesday | Email and in-app the day before each session, in-app an hour before |
| Member pricing | A different figure typed on the member's invoice | A member discount on the class, applied at checkout for active members |
| Waitlist | Told to try again next term | Opens when a session is full; the next player is notified in join order |
| Payouts | Whenever the last invoice is paid | The term's money in the club's weekly payout for the week it was booked |
| Records | Invoices in one system, attendance in another | Every enrolment, payment, credit and make-up on the family's contact record |
Where invoicing the term is fine
A private coach with eight families who have re-enrolled every term for years, pay on day one and never miss a week can invoice by hand indefinitely. The sums never change and the relationships carry the admin. That stops being true at the first late joiner, the first family who asks for a receipt, the first term with a public holiday in the middle, or the first year the class grows beyond the families the coach knows by sight.
Which term setup fits your program?
Families commit for the whole block and pay up front
Good fitThat is the plain term enrolment: one price, one checkout, one roster. Turn pro-rata on if you want late joiners priced on the sessions left, and leave drop-in off if you never want casual players in the room. Auto-renew handles the families who would re-enrol anyway.
Families cannot pay a whole term at once
Good fitEnable subscriptions on the term class and the family pays weekly or fortnightly instalments through Stripe instead of a lump sum. An instalment subscriber cannot self-cancel mid-term, so the club knows the block is committed, and a coach can still cancel and credit by hand if a family's circumstances change.
Your regulars enrol, but you also want casual players to fill gaps
Good fitTurn drop-in on with a higher single-session price. Casual players book one session at a time into the same capacity and land on the same roster as the enrolled families, so the coach never runs two lists. Per-session cancellation for a drop-in follows the class's hourly policy, not the term's notice period.
Your program runs all year and families want to lock in every term
Worth knowingWith two or more terms published, enable annual subscription. One click enrols the player across every term, billed at the start of each, with an optional discount off each term's price shown on the class page. An annual subscriber cannot self-cancel, so this suits programs where the commitment is the point.
You run the same class indefinitely with no real term boundary
Worth knowingThen a recurring group lesson may be the better shape: set the recurrence once and sessions keep generating with no end date. You can still enable weekly subscriptions on it for the families who want to pay automatically. Move to a term class when you want a block enrolment with a defined start and end.
Choose AllSquads for the term, or keep invoicing
Choose AllSquads if
- Anyone has ever joined mid-term and been quoted a price you worked out on the spot.
- The term has ever had a public holiday in it that you charged for by accident.
- You have chased more than two families for a term fee after week three.
- You would like next term's roster to exist before you send the re-enrolment email.
- A casual player has ever paid cash to try a week and left no record behind.
Stick with WhatsApp if
- The same eight families, every term, paid in full on day one.
- You run a single block a year and enjoy the invoicing.
- Nobody has ever asked for a receipt, a refund or a discount.
Rather have it walked through?
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Move next term across before enrolments open
The cleanest moment to switch is the fortnight before a term, when nothing is mid-flight. Build the term, import the families, and send the enrolment link instead of the invoices.
Import this term's families
Contacts, then Import, with a CSV of names and emails. Duplicates are skipped by email and the families are ready to be messaged with the enrolment link.
Create the term with its dates
Choose the term schedule, set the start and end dates and the days it runs, then review the flagged public holidays and exclude any closure dates.
Set the price and the two toggles
Enter the full-term price, then decide on pro-rata for late joiners and drop-in for casual players, each with its own setting.
Set the term notice period and the per-session policy
The notice period in days governs whole-term cancellations before the start; the hourly policy governs single sessions. Both are shown to families before they enrol.
Send the enrolment link and let auto-renew take it from there
Families enrol and pay from their phone. Leave auto-renew on and next term's roster largely renews itself a week before this one ends.
What to try with a test term
Each of these takes a few minutes inside the free trial and ends with something on screen you can show the committee.
Create a term with a public holiday inside it and exclude that date.
The class page lists the excluded date, and the generated sessions skip it.
Turn pro-rata on, move the term start into the past, and enrol as a family.
The checkout shows an adjusted price with the number of sessions remaining beside it.
Turn drop-in on with a higher price and book a single session as a second player.
The session roster shows the enrolled family and the drop-in on the same list, labelled differently.
Enrol a test family with auto-renew on, then open their booking page.
The booking shows auto-renew active, with the option to opt out before the cutoff.
Cancel a single session of the enrolment outside the hourly notice window.
A credit or make-up entitlement is issued for that session only; the rest of the term is untouched.
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Frequently asked questions
Where this comes from
- Term dates, holiday exclusions and the per-session rate
- Help centre: Term classes
- Pro-rata is off by default and priced on sessions remaining
- Help centre: Term classes
- Auto-renew charges seven days before the term ends
- Help centre: Term classes
- The five term cancellation rules and make-up entitlements
- Help: Cancellation policy
- Instalment and annual subscriptions on a term class
- Help centre: Payments
- Term revenue settles in the week of the first session
- Help centre: Club guide
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