Programs & Sessions

Programs are the core organizational unit in Club Term. A program groups related sessions — anything from a weekly drop-in to a multi-week holiday club.

Types of Programs

Club Term supports three program types:

Creating a Program

Go to Programs → New Program and fill in:

• Name — descriptive title, e.g., "Junior Tennis Beginners"
• Program type — Drop-in, Course, or Holiday club
• Description (optional)
• Age range (optional) — minimum and maximum age, e.g., 8–12
• Skill level (optional) — Beginner, Intermediate, Advanced, or Elite
• Default coach (optional) — pre-selected when sessions are scheduled

You can update every field later from the program's edit dialog. Edits replace the program's details, and optional fields can be cleared back to empty.

Groups (Squads)

Groups organize participants within your account — for example "Junior Tennis U10 Intermediate". From Groups you can:

• Create a group with a name, an optional linked program, and an optional maximum size
• Assign customers to groups so you can see capacity at a glance (e.g., 9/12)

Group membership is manual — you assign participants; the app does not auto-suggest group compositions.

Scheduling Sessions

Sessions are scheduled from Sessions. Each session has:

• Program (optional) — the program it belongs to
• Start and end date/time
• Venue (optional) — one of the venues you have created
• Coach (optional) — a member of your club account
• Capacity — maximum participants
• Price and currency

When a session reaches capacity, additional bookings are placed on the waitlist automatically.

Bookings and Invoices

A booking links a customer to a session — create one from Bookings. Booking a session automatically creates an invoice with a sequential invoice number, which the parent can see in their portal and you can send by email.

Booking statuses include Booked, Attended, Late, and Waitlisted.

Taking Attendance

During or after a session, a coach records attendance from the session page:

1. Go to Sessions → [session]
2. Open the roster and choose Attendance
3. Mark each participant and press Save

Discounts

Discount rules are managed from Discounts:

• Type — percentage or fixed amount
• Applies to — all sessions, holiday clubs, or a specific program
• Minimum bookings — require a minimum number of bookings (useful for sibling discounts)
• Requires membership — restrict the rule to customers flagged as club members
• Active/inactive — toggle a rule on or off without deleting it

Discount rules apply automatically when invoice amounts are calculated.

Coaches

Each program can have a default coach, and you can record coach preferences by day of week and program type from Coaches — so the right coach is pre-selected when you schedule. Coaches see the session schedule and record attendance without needing access to your club's admin settings.