Quick Start Guide

This guide walks you through setting up Club Term for your sports facility, from creating your account to taking your first booking.

Step 1: Create Your Account

Sign up for Club Term with your email address and a password, then confirm your email address using the link we send you.

Step 2: Create Your Club Account and Choose a Plan

After signing in, the onboarding flow asks you to:

1. Choose a plan — Starter, Pro, or Enterprise. Eligible new subscriptions include a 30-day trial; payment details are required and the subscription renews automatically unless canceled before the trial ends. Paddle shows the final total, any tax, and the renewal date before you confirm.
2. Name your club — the account slug is generated automatically from the name.
3. Confirm payment in Paddle — Paddle (our merchant of record) collects your billing details.

If checkout is canceled or fails, your club account still exists — you can resume at any time from Home → your club → Billing (/home/<slug>/billing) without creating a second club.

Step 3: Configure Payments

Go to Settings → Payments in your club account and set:

• Default currency — the currency your invoices and prices use (GBP).
• Bank details — shown on invoices so parents know where to send bank transfers.
• Card payments — not yet available; card payments via Stripe Connect are planned. Bank transfer is the only parent payment method today.

Step 4: Add Customers, Venues, and Coaches

• Customers — add parents and their contact details from Customers. Customers can be linked to an existing Club Term login so they can see their bookings and invoices in the parent portal.
• Venues — add each venue by name from Venues. Sessions can optionally be assigned to a venue.
• Coaches — invite coaches from Members. You can set a default coach per program and preferred coaches by day and program type.

Step 5: Create a Program

Go to Programs → New Program and fill in:

• Name — e.g., "Junior Tennis Beginners"
• Program type — drop_in, course, or holiday_club
• Description (optional)
• Age range and skill level (optional)
• Default coach (optional)

Step 6: Schedule Sessions

Create sessions from Sessions. Each session has:

• Program it belongs to
• Date and time
• Venue and coach (optional)
• Capacity and amount — when a session is full, additional bookings are added to the waitlist

Step 7: Take Bookings and Reconcile Payments

Create a booking from Bookings (a linked customer is required so the parent sees it in their portal). Booking a session automatically creates an invoice with a sequential invoice number. You can send the invoice to the customer by email — it includes your bank details and the invoice reference.

When the parent's bank transfer arrives, mark the invoice as paid in Invoices — Club Term does not read your bank feed, so reconciliation is a manual match-and-mark-paid step.

What Happens Next

• Invoices are issued automatically when bookings are created, and you can email them to customers — the email carries your club's name and bank details.
• Coaches can record attendance from Sessions → [session] → roster → Attendance → Save.
• You can create discount rules (sibling, member, or holiday club) that apply automatically when invoices are calculated.

Continue to the Programs & Sessions guide or Invoicing & Payments guide for more detail on each area.