Run pay-to-play sessions and programmes
Set up a programme such as Wildcats, a Fun Club or an adults’ Just Play session: who can book, the price, dates, coaches, and how bookings, cash and refunds work.
Geprüft am 29. September 2026 · Getestet mit Clubs web and app · September 2026
Bevor du loslegst
- Club owner, club admin or treasurer access
- Stripe connected if you will take payments online
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Create a draft programme
- 1
Open Sessions and choose New programme
Enter the name, description, audience, age and gender rules, and open, members-only or invite-only access. For members-only access, choose teams if needed.
- 2
Set payment, places, cancellation and booking terms
Enter the GBP price and free, advance or attendance payment mode, capacity, cancellation hours, terms and location. Save creates a draft; it does not add dates, take payment or send messages.
Edit programme configuration
- 1
Open the programme from Sessions and choose Edit
Review all its audience, eligibility, access, price, capacity, cancellation and terms fields before saving a replacement configuration.
- 2
Save and check future dates
Future dates pick up the new price, terms, places and applicable details. Existing bookings keep their accepted price and terms. The payment mode cannot change once anyone holds a place; this edit takes no payment and sends no message.
Publish a programme for booking
- 1
Open the draft programme and review its rules and price
Paid programmes require the club payment setup before they can be published.
- 2
Choose Publish
Its dates open for booking under those rules. Publishing does not take a payment or send notifications; a programme without dates is bookable once dates are added.
Close booking and return to draft
- 1
Open the published programme in Sessions
Check that this is the programme whose booking you want to close.
- 2
Choose Back to draft
Booking closes and existing bookings remain. This does not refund bookings or notify families.
Archive a programme
- 1
Open the programme and choose Archive
Confirm the programme you intend to stop running.
- 2
Confirm and check its archived state
Booking closes permanently; an archived programme cannot be republished. Existing bookings stay and no refund or notification is sent.
Replace a programme invite list
- 1
Open the programme invite-list editor
Search for existing club people and tick the exact people to include.
- 2
Choose Save invite list
The ordinary list is replaced by the selection, including an empty list if you clear it. Listed people may bypass eligibility rules; separately recorded overrides remain. This does not deliver invitations or create bookings.
Allow an eligibility exception
- 1
Open the programme eligibility override controls
Choose the exact existing person at the club and write a reason.
- 2
Save the override
The person can book despite age, gender or access rules, while the adult or child audience rule still applies. The reason is recorded; no booking, payment or message is created.
Add programme dates
- 1
Open the programme and its Add dates form
Choose a start and end, weekly or daily repeats, and one to twelve dates. Review the explicit time zone, location and notes.
- 2
Add the dates and check each Bookings & charges page
Published dates can be booked under the programme price and terms. Adding dates does not collect payment or send notifications.
Book or cancel a club class in Family
- 1
Open Family and choose the correct club and child
For classes enabled by the club, available class cards show booking controls.
- 2
Choose Book or accept an offered place
A full class can place you on its waiting list. An eligible session credit may be used when a place is confirmed.
- 3
To cancel, use the booking control on that class
The club cancellation window determines whether a used credit is returned or forfeited. This class-credit flow does not issue a money refund.
- 4
Use the session booking page for pay-to-play sessions
Programme sessions have their own price, payment terms and cancellation rules; they are not booked through the class-credit controls.
How programmes work
A programme is a run of bookable sessions that share the same rules: who can book, the price, how people pay, the number of places and the terms. Families book without joining a team.
Everything lives under Sessions in the club menu. Programmes stay in draft until you publish them, and you can have several at once, for example Wildcats, a Fun Club, a squad girls’ session and an adults’ Just Play.
Set up a programme
- 1
Open Sessions and choose New programme
Give it a name and a short description families will see.
- 2
Set who can book
Choose children, adults or everyone; an age range, worked out on the day of each session or on a season cut-off date such as 31 August; girls only, boys only or anyone; and whether it is open to anyone who meets the rules, club members only, or by invitation.
- 3
Set the price and how people pay
For example £5 per session. Pay when booking takes payment up front; Pay on attendance charges only when a coach marks someone present. Cash on the day is accepted either way.
- 4
Set places, cancellation and terms
Places per session, how many hours before the start a family can cancel for a refund, and the booking terms.
- 5
Add dates
Add a single date or a weekly run. Each date gets its own Bookings & charges page.
- 6
Choose the coaches
Pick the programme’s usual coaches. They are copied onto each date, and you can change who runs any single date.
- 7
Publish and share
Publish the programme, then use Share the booking link or its QR code on flyers and social media.
While it runs
- Each date’s Bookings & charges page shows who is booked, the waiting list, who runs it, cash taken and by whom, and walk-ins.
- When a place frees up, use Offer next available place: the next family on the waiting list gets a time-limited offer.
- For Pay on attendance, review charges after the register is saved. Cash marked by a coach is already settled.
- A family that cancels in time on a paid date is refunded automatically for that date only. Anything else waiting on you is listed under Refunds to process.
- Export CSV gives you the bookings for a programme, including consents, for your own records or a future governing-body return.
- Welfare officers see incident notes from sessions under Sessions.
Common questions
Can a child already in one of our teams book?
Yes. Parents pick the child from their family, so details are not entered twice, as long as the child meets the programme’s rules.
Someone just outside the age range should be allowed in. Can I do that?
Yes. On the programme page, add them with an override and a short reason. The adult or child rule still applies.
How do I run a squad session only certain players can book?
Set who can book to Invite only and add the players to the programme’s invite list.
Do paid coaches see the whole club?
No. A session coach sees only the sessions they are assigned to.
Change session self-collection age
- 1
Open the current controls
Open programme/session preferences.
- 2
Review and save
Set the minimum age for leaving alone, then save.
- 3
Check the effect
Younger children must be collected; parents of older children can explicitly choose self-collection. Existing bookings stay unchanged.
Add yourself or a child to a published session
- 1
Open the published session participant controls
Select a named session already listed in My sessions in this bounded flow. Other published session links stay in the native app. Enter the intended name, calendar birth date and self/child relationship explicitly; an adult self participant must be at least 18, while a child requires explicit guardian consent.
- 2
Review person and family-link effects
The native action reuses your existing adult account-person record and fills only a missing birth date, without renaming it. A matching linked child is reused; otherwise a new child and global parent association can be created with full child access and fee visibility disabled. A missing parent person uses the current account name/email. This does not book a place, register with a club, collect payment or send a message. Native later reads, writes and audit are not an atomic preview fence. Reconcile the original operation and current app record before repeating an uncertain result.
Cancel your own session place
- 1
Use My sessions and its current cancellation control
Choose your own held, booked, waitlisted or offered place and review the saved cancellation window, booking share and invoice state privately. Charged attendance or an in-progress payment can refuse cancellation. The displayed window is not a guaranteed refund quote.
- 2
Confirm the actual cancellation and money consequences
Native checkout may be retrieved, expired or reconciled; unpaid shared invoices can be reduced/voided. Eligible paid bookings request a refund, and a prepaid programme booking can trigger an actual card refund after cancellation. Further club refund processing can be separate. Cancellation may persist if later refund processing fails. No participant email/SMS/push is sent. Native later reads, writes and audit are not an atomic preview fence. Reconcile the original operation and current app record before repeating an uncertain result.
Offer a session place to its next waitlisted participant
- 1
Open the current app control
Open Sessions and the named session, then Offer next available place in its Waiting list when a place is available.
- 2
Review and confirm
The native FIFO candidate is selected from the current waiting list; you do not choose an arbitrary recipient. Review the named participant, exact private email destination, occupancy, amount and offer deadline. One email is attempted; acceptance and any required payment are separate and no payment is collected now. Native subsequent reads, writes, audit and any delivery are separate and may partly succeed. Check the current app record before another request.
Cancel a whole upcoming bookable session
- 1
Open the current app control
Open the upcoming Sessions record and choose Cancel session.
- 2
Review and confirm
Review the eligible booking count, stored booking-share totals, paid/prepaid and processing states. The session can stay cancelled even if later cleanup fails. Native cleanup may retrieve or expire checkout sessions and reconcile a confirmed payment; eligible prepaid bookings are marked for refunds, not refunded here. Shared unpaid invoices may be reduced or voided, and unresolved bookings may need a later retry. No participant email or push is sent by this action. Native subsequent reads, writes, audit and any delivery are separate and may partly succeed. Check the current app record before another request.