Introduction to Club Term

Welcome to Club Term — a management platform for sports clubs, academies, and holiday camps.

Club Term is designed for club managers, coaches, and the parents and participants they serve. It replaces scattered spreadsheets, email chains, and paper registers with programs, groups, sessions, bookings, and invoicing in one place.

What Club Term Does

Club Term covers the day-to-day operations of a sports club:

1. Programs — drop-in sessions, multi-week courses, and holiday clubs, each with age range, skill level, and an optional default coach
2. Groups & squads — named groups with capacity limits, linked to programs, with members assigned manually
3. Sessions — date/time, optional venue and coach, capacity and price; full sessions waitlist further bookings
4. Bookings & invoicing — a booking links a customer to a session and automatically creates an invoice with a sequential invoice number
5. Discounts — percentage or fixed-amount rules for siblings, members, or specific programs that apply automatically to invoice totals
6. Payments — parents pay invoices by bank transfer (matched manually to the invoice number); card payments via Stripe Connect are planned but not yet available; your Club Term subscription itself is billed through Paddle in GBP
7. Parent portal — customers linked to a login see their bookings and invoices, including bank details and invoice references
8. Coach tools — default coach per program, preferred coaches by day and program type, session rosters, and attendance marking
9. Scoreboards — tournaments, matches, and player scores for your club
10. Team administration — roles and permissions for staff, with multi-factor authentication supported on admin accounts

Communication today

Clubs can send branded invoice emails (issued and paid) to customers, and the platform sends sign-in and team-invitation emails. Automatic booking confirmations, payment reminders, session reminders, waitlist notifications, weather alerts, and SMS messaging are on the roadmap — not available yet. See Communication & Notifications.

Who Is This For?

Club Term supports three primary user roles:

• Club managers — configure venues, programs, discounts, payments, and review the dashboard
• Coaches — view the session schedule and record attendance
• Parents & participants — view bookings and invoices in the parent portal

Getting Started

The fastest way to get started:

1. Sign up for Club Term and create your club account with a subscription plan
2. Configure payments (Settings → Payments: currency and bank details)
3. Add customers and venues, then create your first program
4. Schedule a session and create a booking — the invoice is generated automatically

Continue reading the Quick Start guide for a full walkthrough.