Charging on a schedule: subs, match fees and training fees
A schedule is something your club charges for again and again, or once: monthly subs, a match fee, a training fee, a registration fee. Set it up once and the charges are raised for you.
Adding a schedule
Open Payments → Schedules and press Add a schedule (the button in the bottom corner). Then fill in:
- What it’s for: what players and parents see, such as “Monthly subs” or “Training fee”.
- Amount.
- Charged: how often, and to whom:
| Charged | Who pays |
|---|---|
| Every month | Every player it covers, at the start of each calendar month. |
| Every week | Every player it covers, each week from the start date. |
| Each match played | The players picked for a match, once the match is marked as played. |
| Each training session | The players marked on the register as came or late, once the session is over. |
| Once | Every player it covers, once, on the start date. Use it for registration or kit. |
- Who it’s for: one team, or every team at the club.
- Starts, and if you like, Ends. Nothing before the start date is ever charged.
Charges are raised once a day and appear under Requests, the same as a manager’s. A player who joins mid-month is charged for that month, and you can write it off if that’s not fair.
How long players have to pay
At the top of Schedules, Time to pay says how long players have before a charge is overdue. It counts from the match, the training session or the end of the month the charge is for. It starts at 7 days, and you can choose anything from on the day to 60 days. It saves as soon as you choose.
It applies to everything your club asks for, managers’ requests included. A change only applies to charges made after it: a charge already made keeps the due date it had, so nobody’s debt becomes overdue overnight.
Training fees come from the register
A fee for each training session is charged only to the players the team’s staff marked as came or late on the session’s register. Late players pay the full amount. Players marked no show, and players with no mark at all, aren’t charged. Friendlies, meetings and socials aren’t training, so they’re never charged.
No register means nobody is charged, not that nobody came. If a session ends and nobody marks who came, nobody is charged for it. A day later the team’s manager gets a reminder (by email too) with a link to the session. Once they take the register, the players who came are charged the next day.
If a mark changes after somebody was charged, say from Came to No show, the charge stays where it is. On the request it says “The register no longer says they came”, so you can write it off or keep it. It’s never removed quietly, because they may already have paid.
Changing one
Each schedule has Edit and Stop:
- Edit changes the name or the end date. For a break, over the summer for example, give it an end date and add a new schedule for when you start again.
- Stop ends it for good.
The amount and how it’s charged can’t be changed. To put the price up, stop the old schedule and add a new one from the date the new price starts. That way every charge keeps the price it was raised at, and it’s easy to explain to parents.
Stopping or ending a schedule never touches charges it already raised. They’re still owed and still under Requests.
Who can do this
Club admins and owners. Secretaries chase what’s owed under Requests but don’t decide what the club charges, so they don’t see Schedules.