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.
Reviewed 29 September 2026 · Verified for Clubs web and app · September 2026
Before you start
- Club owner, club admin or treasurer access
- Stripe connected if you will take payments online
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.