Club Owner's Guide

Club owners run the business side of Prodemy, so this guide covers a lot of ground. If you're setting up a new club, read it from top to bottom. If you already run one, jump straight to the section you need.

For anything to do with money, also read Payments & Billing. For broadcasts, also read Messaging & Notifications.

The club owner dashboard#

Your club owner dashboard shows, from top to bottom:

• Four summary cards: total members, classes today, monthly revenue, and pending approvals.
• A weekly revenue chart.
• A calendar strip of upcoming classes and events.
• A queue of pending items, such as membership requests, coach invites, and refund requests.
• Quick actions to create a class, send a broadcast, add a member, or view your financials.

The sidebar is organised into five groups:

• Dashboard: Dashboard, Upcoming, Messages.
• Management: Members, Classes, Events, Inventory, Amenities, Attendance, AI Coach, Video Reviews, Coaches, Coach Timesheets.
• Financial: Financial, Packages, Coupons, Billing.
• Activities: Video Library, Drill Rotation, Export Data.
• Account: Activity Log, Notifications, Insights, Reports, Settings.

You may know a few of these by older names: Video Library used to be Tutorial Videos, Amenities used to be Lanes, and Events used to be Tournaments (it was renamed because events now cover more than tournaments). Broadcasts don't have their own sidebar item. You write them from the Broadcasts tab in Messages, or from the Send Broadcast quick action on your dashboard.

Registering your club#

If you haven't set up a club yet, here's how it works.

Step 1: Register as a Club Owner#

Go to the sign-up page and choose Club Owner as your role. Create your account and verify your email address. Getting Started walks through this in more detail.

Step 2: Create your club#

Once you've finished onboarding, you're asked to create your club. You'll fill in:

• Your club name, which is what the public sees.
• Your activity type: Cricket, Dance, Yoga, Painting, Martial Arts, Music, Swimming, Gymnastics, or Other. This sets the terminology and the default drill library, and it cannot be changed later, so choose carefully.
• A description, logo, website, and social links. These are all optional.
• Your primary location, with its full address.
• Optionally, any additional locations, lanes (for cricket or racquet sports), and the first coaches you'd like to invite.

Step 3: Wait for admin approval#

New clubs start out pending approval. A Prodemy admin reviews your submission, usually within 1–2 business days, and you'll get an email once you're approved.

While you wait, you can still:

• Explore your dashboard.
• Create draft classes and events.
• Invite coaches.

You can't accept paid enrollments or publish events until your club is approved and Stripe Connect is set up.

Step 4: Set up Stripe Connect#

Your club needs Stripe Connect before it can take payment for classes. On your club dashboard, find the Set Up Payments card.

• Click Connect with Stripe.
• You're taken to Stripe's own onboarding pages, where you enter your business details, bank account, and identity documents (for example a driver's license and your EIN or SSN).
• Stripe reviews this in the background. For a straightforward business it usually takes minutes; for more complex ones it can take a few business days.
• When you're done, Stripe sends you back to Prodemy.

Your Stripe Connect status stays on that dashboard card. If you stop partway through, it reads Payment Setup Incomplete, with a Continue Setup button. Once you've finished, it reads Payments Active, with a Payouts badge and a Charges badge; either one says "pending" while Stripe is still checking. You can't create paid classes until setup is finished and neither badge says pending.

An admin can grant a special override called "Allow Paid Classes Without Stripe" for certain edge cases, such as clubs that only take offline payments. If you need it, contact us to raise a ticket.

Accepting Prodemy's platform terms#

When you sign up your club, you accept Prodemy's platform-wide Terms of Service. The agreement is between Prodemy and your Club (your organisation), and you sign it on the club's behalf. The version you signed is recorded. If Prodemy later publishes a material update, a banner on your dashboard will ask you to review and re-accept it. You can always check which version you signed, and read it, from the "Club Agreement With Prodemy" card in Settings → Billing. That card also shows your platform fee agreement.

This is separate from your own club's Terms & Conditions, which your members accept. See "Your club's Terms & Conditions" below.

Locations#

A club can have several physical locations. Each class, lane booking, and tournament belongs to a specific location, or to a free-text venue address for off-site events.

Adding a location#

Open Settings, go to Locations, and click Add location. Enter the name, address, city, state, zip code, phone number, and an optional website, then save.

Editing#

Click the pencil icon next to a location to open the same form with its details filled in. Your changes don't affect classes that are already scheduled: they keep the old address until you reassign them yourself.

Disabling a location#

Click the location and switch Active off. A disabled location no longer appears in the dropdowns when you create a class, but existing schedules that use it keep working.

Amenities — lanes and facilities (cricket / racquet sports)#

If your activity uses lanes, such as indoor cricket nets or tennis courts, you can rent them out as bookable time slots.

Creating lanes#

In the sidebar, open Amenities and click Add amenity. Then enter:

• The lane name, for example "Indoor Net 1".
• The location it belongs to.
• The hourly rate.
• Peak hours, with a different rate for busy times (for example weekdays 6–9pm).
• Optionally, a bowling machine surcharge: an extra amount per hour when the machine is used.
• A cancellation policy, which sets the refund rules for bookings.
• A booking window: how far ahead parents can book (for example 7 days).
• The maximum number of slots per booking (for example 3 hours).
• A sort order, which controls how lanes are listed.

Availability#

Each lane has availability sets (the daily time ranges when it can be booked) and peak-hour overrides. You set both on the lane's edit page.

Maintenance mode#

If a lane is temporarily out of use, switch Maintenance on. Existing bookings stay in place, but no new ones can be made. Switch it off again when the lane is ready.

Disabling a lane permanently#

This is different from maintenance mode. Disabling a lane cancels all of its future bookings with refunds and removes it from the booking grid. Before you confirm, you'll be warned about the bookings that will be affected.

Availability grid for parents#

Parents see a grid with time along one side and your lanes along the other. Green means available, gray means booked, and striped means peak pricing applies. They click a slot to book and pay.

When someone clicks a slot, it's held for them for 10 minutes while they pay. If they don't finish paying within 10 minutes, the slot is released. This stops two people booking the same slot during checkout.

Membership management#

Open Members from the sidebar to see every student, and every linked parent, in your club.

Approving new members#

When a student asks to join, they appear under Pending with a blue badge. Click them to review their name, date of birth, skill level, other clubs they belong to, and any note they left. Then approve or reject the request.

When you approve someone:

• The student's membership becomes active.
• Any linked parents are approved automatically as linked members, so they can see schedules and broadcasts.
• The student receives a welcome notification.
• Their activity starts appearing in your dashboards, such as weekly drill completions and leaderboards.

Auto-approve toggle#

In Settings → Membership, you can turn on Auto-approve new members. When it's on, every join request is approved instantly with no review, which suits clubs focused on growth. Leave it off if you'd rather vet each request yourself.

Removing a member#

Click Remove member on a member's row. You'll see a summary of what's affected: their active enrollments, any future lane bookings, the date they've paid through, and how much they've paid in recent days. If they owe you money, the dialog also shows the unpaid balance and lists each overdue payment. Then choose one of two actions:

• Remove: they leave the club, and they can rejoin later if your join settings allow it. Pick the timing:
  • End of cycle: they keep access until their current billing period ends (the dialog shows the date), and are removed automatically then. Bills due after that date are cancelled, but anything they already owe stays owed.
  • Immediately: access ends now, all their enrollments end, and their unpaid bills are cancelled.
• Remove & Ban: the same as removing immediately, and they can't rejoin your club in the future. Use this for behaviour problems.

Removing someone immediately or banning them writes off their unpaid balance: those bills are cancelled and never collected, and the dialog shows exactly how much that is before you confirm. If you'd rather collect it, close the dialog and ask them to pay first. A member who owes you money can't leave the club on their own, so this is your decision.

Removal doesn't refund anything they've already paid. If you want to give money back, do it separately from Financials → Refunds. Future lane bookings that get cancelled are refunded automatically.

You pick a reason for every removal, and can add notes. To confirm, type "REMOVE".

Member list filtering#

You can filter the list by status (active, suspended, or terminated), skill level, age group, enrollment status, and payment status, and search by a member's name or their parent's name. Click the chip filters to combine them, for example "Active + U-13 + Overdue".

Linked parents appear as indented rows under each child, with a purple Parent badge. They aren't included in your active member count.

Finding members who haven't enrolled in a class#

The Not Enrolled in a Class summary card on the Members page counts active members who belong to your club but have no active class enrollment (approved or pending). Click the card, or use the Enrollment filter (All, Not enrolled, or Enrolled), to jump straight to that group. Each matching row carries a Not enrolled badge. Only students who could actually enroll are flagged, so linked-parent rows and coaches are never counted or marked.

Enrolling a member directly from the Members page#

Next to a member who isn't enrolled, click Enroll in a class. This opens a picker listing every active class, with no eligibility filtering (the same as assigning from a class roster). Choose a class and confirm. Prodemy creates an approved enrollment and a pending payment billed to the right person: the parent for a minor, or the member themselves if they're an adult who pays for their own classes. They're notified to pay through the normal checkout, and class capacity and any registration fee apply as usual.

You can also tick several members who aren't enrolled and use the same Enroll in a class button, which appears in the selection toolbar next to Lock Selected, to enroll them all into one class at once. If a selected member has no student profile (for example a parent whose children aren't enrolled with you), they're skipped and a notice tells you so, rather than being quietly left out.

Classes — the core offering#

Classes are your recurring paid programs. Students enroll, pay each month (or on whatever billing cycle you set), and come to class.

Finding a class in a long list#

Once your club runs more than a handful of classes, the grid of class cards can get hard to scan. A filter bar above the cards on the Classes page lets you narrow it down by:

• Location: which site the class runs at.
• Day: the weekday it meets.
• Level: Beginner, Intermediate, or Advanced.
• Coach: including a "(No coach)" option, the quickest way to spot classes that still need a coach.
• Status: active, or ended and archived.
• Billing: the billing cycle.

There's also a "Search classes…." box that searches class names, and a sort dropdown (Name, Day & time, Most or Fewest enrolled, and Fee from high to low or low to high). The bar shows how many classes are on screen out of your total. If your filters hide everything, you'll see "No classes match your filters" instead of an empty-looking page.

Your coaches, parents, and students have the same filter bar on their own class pages. So when someone says "I can't find the class", it's very often a filter they've left switched on. That's worth checking first.

Creating a class#

In the sidebar, open Classes and click Create class.

Basic info:

• The class name, for example "U-13 Intermediate Cricket".
• A description.
• The location.
• The days of the week, chosen with toggle buttons for Monday to Sunday. Select more than one for classes that meet twice a week or more.
• The time range for each day.
• The maximum number of students.
• An age group (optional).
• A skill level (optional).

Coach assignment:

• Choose one or more coaches from your active coaches. Each assigned coach sees the class on their schedule and can mark attendance.
• You can change which coaches are assigned later without affecting anyone's enrollment.

Payment settings:

• The fee amount.
• The billing cycle, such as monthly, per session, or weekly.
• The due day, for example the 1st of the month, the 15th, or the enrollment date.
• The proration method (for monthly classes). Daily proration bills a partial month based on the share of that month's sessions that are left: a family who joins part-way through a month, or a class that starts or ends mid-month, pays only for the remaining sessions. No proration (full fee always) bills the full monthly fee every month, including the first and the last. Changing this only affects new bills; a bill that's already been issued keeps the amount it was issued at.
• A grace period: how many days after the due date before late fees apply.
• The late fee type: flat, daily, or a percentage.
• A cap on late fees.
• A reminder cadence: how many days before the due date payment reminders go out.
• An auto-lock threshold: how many days past due before the parent's dashboard locks automatically. 0 means never.
• A refund window and a partial refund percentage. You can record these on the class as your stated policy, but Prodemy doesn't issue refunds automatically from them: every refund is your decision, made from Financials.

By default, new classes have no grace period, never auto-lock, and a refund window of 0. That's deliberately hands-off. If you want a grace period or auto-lock, set it on each class. Classes you already have keep whatever you saved before.

Class type:

• Regular class: part of your standard pricing and enrollment flow.
• Special class: a workshop or bootcamp with a one-off fee, usually outside your regular schedule.

When you're ready, publish the class, or save it as a draft.

Changing a class fee#

Fee changes go through a safeguard. Click Edit on the class, change the fee, and save. Prodemy then asks how the change applies:

• New enrollments only: new students pay the new fee, and existing students keep their current fee indefinitely. Nobody is notified, and there's no date to set.
• All enrolled students: everyone moves to the new fee from an effective date you choose, which can't be in the past.

If you choose All enrolled students, Prodemy automatically emails each enrolled student and their parents a "Fee change" notice with the old fee, the new fee, and the effective date. Upcoming unpaid charges are recalculated to the new amount automatically. Charges that have already been paid are never touched (Prodemy only applies money changes going forward), so what a parent is asked to pay always matches the current fee. The same applies when you change a class's schedule or its per-session rate.

Changing a class schedule#

When you change a class's days or times, the new schedule takes effect right away, and enrolled families get a "Schedule change" email showing the old and new schedule. There's no automatic refund; if a family can't make the new time, they can withdraw from the class as usual.

Ending a class#

Not every class runs forever. On the class card in Classes, click End class:

• The class ends at the end of its current billing cycle. For a monthly class, that's the last day of this month, or of next month if the end of this month is less than 7 days away. You don't pick a date yourself: ending at the end of the cycle means every family gets the full period they've already paid for.
• The dialog shows the end date, how many unpaid bills for dates after it will be cancelled, and how many families have already paid for time after it (for example, someone who paid next month early), along with roughly how much.
• To confirm, type "DELETE".

Nothing is refunded automatically. Unpaid bills for dates after the end are cancelled, so nobody is charged for time the class won't run. If a family has already paid for time after the end date, they're listed in Financials, under Owed back, permanently and with the amount, so you can refund or credit them whenever you decide to. Each line has a Refund or credit button, and shows as Settled once you've dealt with it.

On the end date, the class disappears from the schedule and all active enrollments end. Parents and students receive a "Class ending" email with the end date and your reason. You can cancel the ending from the class card at any time before the end date, and that restores exactly the bills the ending cancelled.

An ended class can be restored within 14 days, but a Prodemy admin has to do it for you; there's no way to undo it from your own dashboard. Contact us within that window to raise a ticket. The Activity Log in your sidebar records the action, but doesn't include an undo button.

Enrollment approval flow#

By default, you approve each class enrollment: a student or parent enrolls, and you review it.

You can change this for each class with the Require approval setting. When it's off, enrollments go through instantly.

Who can enroll#

• A parent enrolls their child: the enrollment is approved immediately.
• A child enrolls themselves: the enrollment is pending approval. The parent reviews and approves it, and the payment is created once they do.

For paid classes, a parent can't enroll instantly if they have an unpaid balance at your club that's past the grace period.

Copying a class#

Every class card, whether active, ending, or archived, has a Copy action. It opens the create-class wizard already filled in from that class: the same fee, schedule, billing settings, coaches, and registration-fee setup. It creates a brand new class with an empty roster. No enrollments, attendance, or payments are copied, and the original class isn't changed. You need to change at least the name or the start or end dates before you can create the copy, so you can't make an exact duplicate by accident. It's a handy way to set up next season's version of a class, or a parallel section.

Assigning students into a class#

Instead of waiting for families to enroll, you can assign students who are members of your club straight into a class from its roster. For each student you assign, Prodemy creates an approved enrollment and a pending payment billed to the right person (the parent for a minor, or the student if they're an adult who pays for themselves), and asks them to pay through the normal checkout. Assigning a student counts as your approval, class capacity is respected, and any registration fee applies as usual.

One-time registration fee#

You can charge a registration fee once a year, on top of the class fee, applied to each family's first class enrollment of the season. Set it up under Settings, in the club registration fee section: turn it on, set the default amount, and set the date your season starts (for example September 1). You can override the amount for individual classes, or turn it off for specific classes.

The key rules: it's charged once per student, per season, per club, so re-enrolling later in the same season doesn't charge it again. Students who are already enrolled when you switch it on don't have to pay it. The registration fee is non-refundable by policy. And you can set coupons to apply to the registration fee, the class fee, or both.

Unpaid enrollments are not auto-cancelled#

Prodemy never removes a student automatically because an invoice is unpaid, however long it's been outstanding. Unpaid invoices lead to reminders, late fees, and auto-lock, but never to a student losing their place. If you want to take a student who isn't paying off a roster, that's your decision to make; Prodemy won't make it for you.

The one automatic exception is about failed payments, not unpaid ones. If a payment attempt is declined and isn't retried or paid within 7 days, that enrollment is cancelled and the place is freed up. The family is notified and can enroll again.

A class's auto-lock threshold has no effect on this. Auto-lock controls access when recurring fees become overdue on an active enrollment, and setting it to "never" doesn't change any cancellation behaviour.

Tournaments#

Tournaments are competitive events with multiple divisions and teams. They're the most involved workflow on the club owner side.

In the sidebar, tournaments live under Events, because the same area runs several kinds of event: Tournament, Competition, Workshop, Camp, and Annual Day. Cricket tournaments use the dedicated, full-featured form described below, with divisions, a team builder, and USA Cricket fields. Other event types use a simpler step-by-step form (see "Workshops, Camps, Competitions, and Annual Day"). Past events move to a Past/Archived tab so your live list stays uncluttered.

Lifecycle (simplified)#

A tournament moves through these stages: Draft → Registration open → Registration closed → Forming teams → Rosters published.

There's no "In progress" or "Completed" stage. A tournament stays at Rosters published indefinitely, and you can reopen it for edits at any time.

Creating a tournament#

In the sidebar, open Events and click Create event. Then fill in:

• The name, description, venue name, and venue address (typed in freely, not picked from a list).
• The date or date range.
• The tournament manager: choose from your active coaches, or pick "Other" to type a name in.
• Divisions: tick the age groups you want from the USA Cricket categories (U-11, U-13, U-15, U-17, U-19, U-23, Seniors) and choose a division label (Open, Div A, Div B, and so on). Each box you tick creates one division.
• The tournament type: Tournament (with teams), or Workshop / Camp (a single category, no teams).
• The registration fee for each division.
• An early-bird deadline and discount.
• A late-registration deadline and surcharge.
• A team registration fee (optional, a flat fee per team).
• How you'll collect payment: Stripe, offline, or both.
• Requirements checkboxes: require a USA Cricket ID, require a CricClub ID, or collect jersey size.

Publish it to open registration, or save it as a draft.

Registration phase#

Parents and students see the tournament in their Tournaments tab. They choose a division (an age group plus a label), pay the registration fee, and their registration is confirmed.

• A student can register in their own age group, or "play up" one category (for example, a U-13 player entering U-15).
• A student can register in one division per age category, so at most 2 divisions per tournament (their own age group and the one above).
• Each registration creates a pending payment on the parent's account, which the parent pays through Stripe checkout.

Closing registration#

Click Close registration to stop new registrations. You can reopen it later if you need to.

Team builder#

Once registration has closed, click Form teams.

Phase 1 — Generate teams: for each division with confirmed registrations, choose how many teams to create and click Generate. Prodemy creates empty teams with automatic names (Falcons, Hawks, Warriors, Phoenix, and so on).

Phase 2 — Player assignment: you assign players from a pool.

• The player pool is on the left, with unassigned players grouped by division.
• The team cards, with empty rosters, are on the right.
• Click a player, then click a team to put them on it. Click the X on an assigned player to send them back to the pool.
• Each player on a team has role toggles: C (Captain), VC (Vice-Captain), and WK (Wicket Keeper, for cricket). Each team can have at most one of each.
• Each team has a manager dropdown, where you pick a parent or a club coach as team manager. Your choice saves automatically.
• The Randomize button spreads the unassigned players across teams and assigns roles for you.

Phase 3 — Review and finalize: Prodemy checks that every player has been assigned. If anyone is left over, you'll see a warning and can create more teams or put them on a waitlist. Once everyone is assigned, you'll see the Review page with the full rosters.

Click Publish rosters and notify. This:

• Locks the rosters.
• Notifies every player and parent of their team, their manager, and their teammates.
• Creates a team chat for each team (see Messaging & Notifications).

Reopening registration#

You can reopen registration from any stage after it first opened: Registration closed, Forming teams, or Rosters published. All existing teams, rosters, and published information are kept, and new registrants appear as unassigned in the pool.

Cancelling a tournament#

Click Cancel tournament. You'll see a summary of what's affected: registered players, registration payments, teams formed, and scheduled chats. Choose a refund option (full, pro-rated, or none, at your discretion), then type "DELETE" to confirm.

Every registered family receives a "Tournament cancelled" email with the refund amount, how the refund will be paid (Stripe or credit), and your reason.

Undo cancellation#

You can undo a cancellation within 14 days. Click the cancelled tournament, then Reinstate. Registrations are restored, but refunds that were already issued stay issued; they aren't reversed automatically. Use this with care.

Workshops, Camps, Competitions, and Annual Day#

These are the event types other than tournaments. They use a simpler step-by-step create form, without divisions or the team builder, and collect whatever participant details you choose: age category, jersey size, IDs, allergies, emergency contact, photo consent, costume or t-shirt size, dietary needs, custom fields, and so on.

• Workshop: a single session, a multi-session series, or drop-in (for example "Saturday Painting Workshop").
• Camp: runs as a set of sessions, often weekly. See "Camp sessions and add-ons" below.
• Competition: a competitive event without the full cricket-tournament team setup.
• Annual Day: a showcase or recital-style event.

When you create one, you set the schedule, capacity, a registration window (the dates it opens and closes), whether it's public, a refund policy, and any participant information you want to collect. The lifecycle and cancellation steps work the same way as for tournaments.

Camp sessions and add-ons#

• Sessions. A camp is made up of individual sessions (for example, one per week). Families can register for any combination of sessions instead of the whole camp, and you can offer bundle pricing.
• Add-ons. You can offer paid extras such as early drop-off and late pickup, each with its own daily fee. Families choose the days they need at checkout.

Sibling discount#

Set a sibling discount on an event and Prodemy applies it automatically when a family registers more than one child: a reduced rate for the second child and, if you want, a further reduction for the third child and beyond. It's worked out at checkout, so families don't need to enter a code. If you change the discount, it only applies to new registrations; existing ones keep what they paid.

Your club's public page#

Your club has a public page that anyone can view without logging in, and that search engines can index. It opens with your About section, followed by any Video Library content you've chosen to make public, then your locations, classes, and events, and a Join button.

The class schedule on that page is designed for families who are thinking of joining, rather than for you:

• Classes are shown as compact rows grouped by day, with the venue, day, and level shown as small labels.
• If you list 8 or more classes, a filter bar appears so visitors can narrow the list by venue, day, or level. At 12 or more, a search box appears too. Below those numbers the page stays simple, so a small club gets a plain list with no extra controls. A filter that would only have one option isn't shown at all.
• Classes with no venue set are grouped under "Online / no venue". Check this if a class isn't appearing under the location you expected.
• Nothing is filtered out by default. Every class is included on the page so search engines can index all of them; filters only narrow what a visitor chooses to narrow.

If your public page looks emptier than you expected, the usual reasons are classes that have ended, a location that hasn't been set, or videos that aren't marked public.

Public event page#

You can make an event public. It then gets its own shareable page with a clean web address, under your club's public page, that search engines can index. Share the link anywhere: anyone can view it without logging in, and registering takes them into the normal sign-up flow.

Editing an event after creation#

You can edit an event after you've created it, with some sensible limits so you don't disrupt people who have already registered:

• Before anyone registers, you can change almost everything.
• Once there are active registrations, the schedule (dates and times), the refund policy, and the event's basic structure (for example, how a camp is set up) are locked, because the details people registered for have to stay the same. The event type itself can never be changed; delete the event and create a new one instead.
• Price changes only apply going forward. A new price applies to future registrants; people who have already registered keep what they paid.
• You can change the venue, and everyone who has registered is notified.
• For events other than cricket tournaments, you can also add, edit, or remove categories, sessions, and add-ons after creating the event. If you try to delete something that existing registrations depend on, Prodemy stops you and asks you to deal with those registrations first (for example by refunding them), so nobody's registration quietly disappears.

Cricket tournaments are edited through their own tournament form. You can change the team registration fee and the cricket options there, and manage divisions from the expanded division view.

Coaches#

Open Coaches from the sidebar to see every coach connected to your club.

Inviting a coach#

Click Invite coach and enter their email address.

• If they already have a coach account, they get an invitation they can accept or decline.
• If they don't have an account yet, they're emailed a sign-up link. When they sign up through that link, they're added to your club as an active coach automatically, with no separate approval step. Clicking the invite link also verifies their email address.

Email invites that haven't been used yet appear in a Pending email invites list on the Coaches tab. From there you can Resend an invite (which sends a fresh link and stops the old one working) or Revoke it. Invites expire after 14 days if they aren't used. There are reasonable limits on how many invites you can send, to prevent accidents.

Managing coach access#

For each coach, you can set:

• Status: Active or Inactive. Inactive coaches can't mark attendance or take bookings.
• Verified: switch this on once you've done your own background check. Parents then see a "Verified by [Club]" badge on that coach.
• Class assignments: which classes they teach.

Removing a coach#

Before you confirm, you'll see a summary of what's affected: upcoming sessions they're assigned to, students who have booked them, reviews they haven't finished, and coaching packages they sell.

When a coach is removed, their sessions are reassigned or cancelled (with refunds), their reviews are archived, and their coaching packages are paused.

Coach verification#

There are two levels of verification:

• Club verification: you switch this on after your own background check.
• Platform verification: done by a Prodemy admin. Parents see a higher-level "Platform verified" badge on these coaches.

Only admins can grant platform verification; club verification is yours to give. If you also coach at your own club, an admin platform-verifies you in the same way.

Coach timesheets#

If you want your coaches to log their hours, use Coach Timesheets (in the sidebar under Management). Coaches submit a weekly timesheet, with entries showing the date, start and end times, activity type, and whether the time was paid or volunteer. You then review them:

• Approve or Reject a timesheet. A rejection needs a reason, and the timesheet goes back to the coach to fix and resubmit.
• Unlock an approved timesheet if it needs editing.
• Mark Paid once you've paid the coach. Prodemy tracks the status; the payment itself happens outside Prodemy.
• Bulk-approve a batch of submitted timesheets at once.

There's also a report view that totals hours by coach over a period, with an Excel export. Coaches get reminders on Friday and Sunday if they haven't submitted the current week. Timesheet management is only available on the web for now.

Attendance#

Open Attendance from the sidebar, or go to a class and open its Attendance tab.

Taking attendance yourself#

You can take attendance yourself, not just your coaches, which is handy when a coach is away. The Take attendance tab lists every class at your club that attendance can be taken for. Each session has one shared record: if you and a coach both work on it, Prodemy shows "marked by [name] / last edited by [name]" so it's clear who did what, and saving updates that same record.

QR check-in#

You can turn on a printed QR code for each class so members can check themselves in with their phone's camera, with no special app. Manage it from the class's attendance area: turn it on, set the check-in window (how early check-in opens and when "late" starts), show or print the code, and replace it with a new one if you need to. Each scan creates a check-in that a coach (or you) confirms when saving the roster. Once a session has been saved as complete, no more check-ins are accepted.

Attendance records (filter & export)#

As well as marking attendance, you have a Records view covering attendance across your whole club. You can filter by class, student, status, check-in method, or date range, search the notes, and export to Excel. It shows the detail for each individual entry, which used to be available only in exports. Both you and your coaches can see it.

What you see#

For each class, the attendance records show:

• The session date.
• Who marked it (a coach or you).
• A breakdown by status: how many were present, absent, late, excused, or unmarked.
• Who reported an absence in advance.

Drill-downs#

Click a session to see each student's entry. Click a student to see their attendance history across all of their classes at your club.

Exports#

Every view has an Export button. Choose CSV or XLSX. The export includes every entry, with the student's name, session date, status, notes, who marked it, and whether the absence was reported in advance.

Per-class and per-student metrics#

• Attendance rate over time (weekly, monthly, or all time).
• Each student's streak length.
• The number of no-shows.
• The number of late arrivals.
• The number of excused absences.

Broadcasts#

Messaging & Notifications explains broadcasts in full. Here's the short version for club owners:

• Open Messages from the sidebar, go to the Broadcasts tab, and click New broadcast. You can also use the Send Broadcast quick action on your dashboard.
• Choose your audience: the whole club, a specific location, a specific class, a specific age group, all coaches, all parents, or a custom group.
• Write your message and set its priority (Normal, Important, or Urgent), when it expires, and how it's delivered (in-app, plus email if you like; text message delivery is now live).
• Attach one image (up to 20 MB), video (up to 100 MB and 5 minutes), or PDF (up to 20 MB) if you want. For a PDF, recipients see a preview of the first page and can open it in a built-in reader that shows it page by page, which is handy for schedules, fee sheets, or level charts. Attachments only work on broadcasts, not on direct messages or class chats.
• Send it now, or schedule it for later.

Text message delivery is live across Prodemy. Whether a particular person actually receives a text depends on their own text message settings and on Prodemy's policy for each type of message (admins manage which types can be sent by text). A few security and payment-critical alerts are always sent by text, whatever someone's preferences. See Messaging & Notifications.

Reconciliation dashboard (Financials)#

Open Financial from the sidebar to drill into your revenue.

Four summary cards#

• Collected this period.
• Outstanding (due, but not yet past the due date).
• Overdue (past the due date).
• The number of students who have paid.

Filters#

You can filter by payment type (Classes, Tournaments, Workshops, Coaching, Membership, or Lane), by status (paid, pending, failed, or refunded), by a specific class or event, and by date range.

Per-student table#

Each row shows the name, parent, item, amount, due date, a status badge, and any late fee added, along with actions: Remind, Lock, Receipt, and Confirm (for offline payments).

Tournament drill-down#

Tournaments expand to show their divisions, and divisions expand to show each registration. Every level has its own export.

Bulk actions#

• Lock all overdue: locks access for every family with a payment that's overdue beyond the auto-lock threshold.
• Send reminders to all unpaid: sends reminder emails.
• Export: download as CSV or XLSX.

Offline payment confirmation#

When a parent records an offline payment (Zelle, cash, check, or bank transfer), it appears here with a Confirm button. Click it to confirm you received the money, enter the reference number you were given, and mark it as paid. This also lifts any access lock the unpaid bill may have caused for the parent.

Stripe payouts timeline#

A timeline shows your Stripe payouts with their dates and amounts. Click Open Stripe dashboard to go to your Stripe Express dashboard.

Filtering, sorting, and exporting#

The Financials table uses a consistent filter toolbar: date-range chips (Today, Last 7 days, Last 30 days, This month, This quarter, Last quarter, All time, and Custom), filter pop-ups on individual columns (status, method, recipient, class, and so on), sortable columns, and an Export to Excel button that respects whatever filters you've applied.

Per-location revenue#

If your club has more than one location, you can filter Financials by location to see revenue for each site. While a location filter is on, the figures focus on revenue that can be tied to a place, which is class and amenity (lane) revenue, and the summary cards update to that location too. Revenue that isn't tied to a particular location, such as tournaments, memberships, or one-off charges, drops out while a location filter is on, because it can't be attributed to a single site.

Refunds and ad-hoc payments#

• Ad-hoc payments (one-off charges you ask a parent to pay) appear in Financials and have their own filterable history. Ad-hoc requests are never charged automatically; the parent always chooses to pay.
• A Refunds view shows every refund in one place, both refunded payments and refunded ad-hoc charges, with the same filter, sort, and export toolbar.
• A Payment Actions History section, on the Payment Actions tab in Billing, lists your payment requests and refunds, with options to cancel and see details.

Offline payment processing fee#

Offline payments (Zelle, cash, check, or bank transfer) can carry a small processing fee, so paying offline isn't a free way around card fees. The fee can be split between Prodemy and your club: your club keeps its share, and Prodemy's share is billed on your monthly invoice. Admins set the default rate and split, and you can see the rate that applies to you on your fee agreement card. See Payments & Billing.

Coupons#

Open Coupons from the sidebar to create discount codes to give out.

Creating a coupon#

Click Create coupon and choose:

• The code: generated automatically (8 random characters) or one you choose (at least 6 characters; capital letters don't matter).
• The discount type: a percentage off, a fixed amount off, a free period, or a sibling discount.
• The discount value.
• The dates it's valid from and until.
• The maximum number of uses in total, across everyone.
• The maximum number of uses per person.
• A minimum purchase amount.
• What it applies to: everything, all classes, all tournaments, all workshops, or specific items.
• If you chose specific items, which classes, events, and so on it applies to.
• Optionally, restrict it to particular parent or student accounts, so it can't be shared.

Inline coupon creation#

You can create a coupon directly from the class or tournament creation form, using Add coupon for this class. That way you can set up a class and its promo code together, without having to create one before the other.

Redemption rules#

• Coupons are applied at checkout in a single step, so two people can't use up the same coupon at once.
• The platform commission is calculated on the price before the coupon. The discount comes out of your club's share.
• If a coupon has expired or has been used up, parents see a clear, friendly error message.

Managing existing coupons#

The list shows each coupon's code, discount, status (Active, Disabled, or Expired), how many times it's been used, and when it expires. Your options are Edit, Disable, and Delete.

Disabling is safer than deleting, because it keeps the record for your accounts. Deleting removes every trace of it.

Coaching packages#

If you want to offer prepaid bundles of coaching sessions at a discount, create a package.

Club-owner-delivered packages#

If you coach personally as well as running the club, you can create packages under your own name:

• Open Settings, go to Packages, and click New package.
• A name, for example "5-Session Starter Pack".
• The number of sessions included.
• The total price (the price for the whole package, not per session).
• An hourly rate (the per-session rate, for your own reference).
• How many days it's valid for (for example, the package expires 90 days after purchase).
• Status: Active or Inactive.

Parents see the per-session price, worked out as the total price divided by the number of sessions, so they can see what they save.

Coach-delivered packages#

Coaches at your club can create their own packages too. These appear on the coach's profile.

Parent purchase flow#

A parent goes to Coaches, picks a coach, sees the packages on offer, and buys one. They receive the included number of credits. When they book a session, Prodemy uses one credit automatically instead of charging for the session. If they have no credits left, they pay for each session as usual.

Archiving a package#

On Packages, open the package and click Archive. Archiving stops new purchases, and nothing else:

• Families who have paid keep their remaining sessions and can keep booking them.
• Purchases that were never paid are cancelled, so nobody is charged for a package you no longer sell.
• Nothing is refunded automatically. Each paid family's unused sessions, and what they're worth, are listed in Financials, under Owed back, in case you later decide to refund or credit them (for example, if the coach leaves). Refunding the full unused amount also ends that family's remaining sessions; a smaller goodwill refund leaves their sessions in place.

Package expiry#

Unused credits expire at the end of the validity period. Parents get a warning 14 days before they expire. After that, the credits are lost and aren't refunded.

Video Library#

Share tutorial videos with your members, such as technique breakdowns, drills, and match analysis. You may know this area by its old name, Tutorial Videos. Open Video Library from the sidebar.

Uploading and organizing#

Upload a video (large files upload in pieces, with a live progress bar) and tag it with a category and a skill level. You can group related videos into ordered series that members work through in sequence, and drag them into the order you want. Feature a few videos at the top of the library. You can also show selected videos on your club's public profile, so families thinking of joining can get a taste of your teaching.

Trash and restore#

Deleting a video moves it to the Trash, where you can restore it for 30 days. After that it's deleted permanently, along with the underlying file.

Where members see them#

Members open their own Video Library to browse by category and level, follow series, favourite videos, and pick up where they left off ("continue watching"). Your coaches can add videos to the club library too.

Equipment & inventory lending#

Open Inventory from the sidebar to keep track of the equipment your club owns and lend it out, with a clear record of who has what.

Cataloging gear#

Add items to your catalog. Each item can be tracked in one of two ways:

• Per-unit: each physical item has its own record and its own QR label. This suits serial-numbered or valuable equipment.
• Bulk: tracked as a count (for example "20 cones"), with one QR code for the item as a whole.

Lending and returns#

You can lend an item to a club member, a coach, a parent, or someone outside the club. Prodemy records its condition, with a photo, when it goes out and again when it comes back, so both sides of the hand-off are on record. Set a due date if you want one: families get reminders as it approaches, and items that aren't back by then are flagged as overdue.

Money on a loan#

A loan can include:

• A refundable deposit, held while the item is out and returned when it comes back in acceptable condition (as a card refund or platform credit; you choose which).
• A rental fee.
• A damage or replacement charge, if the item comes back damaged or doesn't come back at all.

Members pay deposits and rental fees through the normal checkout. Loans to coaches and people outside the club are handled as offline payments.

QR check-out / check-in#

Print QR labels for your items. Scanning a label, with a phone camera or inside Prodemy, opens the right check-out or check-in screen, so hand-offs at the desk are quick.

This feature is switched on by default for every club. An admin can switch it off for your club if you don't use it.

Your club's Terms & Conditions#

You can publish your club's own Terms & Conditions: a waiver or policy document your members accept. Open Settings from the sidebar, then Terms.

• Two formats. Paste in formatted text or upload a PDF. You can use a different format for each version.
• Members accept when they join. New members accept your current terms when they join, and parents accept on behalf of their children who are minors.
• Material changes need re-acceptance. When you publish an updated version, mark it as material if everyone needs to accept it again. Existing members then see a banner asking them to review and re-accept. Updates that aren't material only affect new members; existing acceptances still stand.
• Version history is kept permanently. Every published version is kept on record. Remove only stops requiring terms from then on.

Admins have a Prodemy-wide compliance view showing which clubs' members have accepted. This is separate from Prodemy's own platform terms that you accept; see "Accepting Prodemy's platform terms" above.

App usage (how many members installed the app)#

Members install Prodemy by adding it to their phone's home screen as an app, rather than downloading it from an app store. Your dashboard has an App usage card so you can see how that's going with your members: how many of your members use the installed app, how many have been active in it over the last 30 days, and a breakdown by type of device.

Two things to keep in mind when reading it:

• "Members" here means everyone with an active connection to your club: learners, the parents of your student members, and your active coaches. That's a wider group than the count on your Members tab, which lists learners only and leaves coaches to the Coaches tab, so don't expect the two numbers to match.
• It counts people who have actually opened the installed app, which is why the number fills in gradually rather than all at once. Someone who installed it months ago is counted the next time they open it.

It's worth encouraging members to install it, because the installed app is the only way they get push notifications and an unread-count badge on their phone. Point them to Install Prodemy on your phone.

Insights and reports#

Open Insights from the sidebar for a dashboard showing how your club is doing: engagement and leaderboard-style figures that you can break down by time period, age group, and class.

Monthly report email#

You can receive a monthly Insights report by email: a PDF covering the previous month. This is switched on by default for club owners; turn it off in Settings if you don't want it. You can also generate a PDF report whenever you like from the Insights page. Reports you generate are listed under Reports in the sidebar, kept for about 90 days, and can be downloaded again from there.

Access lockout management#

Payments & Billing explains auto-lock in full. Here's the short version for club owners:

• Auto-lock kicks in when a family is past a class's auto-lock threshold. You set the threshold for each class.
• To lock someone manually, click their row, choose Lock access, add a reason, and confirm. The family's dashboard locks straight away and stays locked until you unlock it or they pay.
• The Lock all overdue bulk action in Financials locks every family past the auto-lock threshold in one go.
• Access unlocks automatically once Stripe confirms the payment, usually within minutes.

Feature gating#

Admins control which features your club has access to. Features that are commonly switched on or off include:

• The lane and amenity booking system.
• Coaching packages.
• Equipment and inventory tracking (on by default; an admin can switch it off for your club).
• Advanced analytics.

Check the Features page in Settings to see what's switched on for you. If you need a feature that isn't available, contact us to raise a ticket.

Club suspension#

If an admin suspends your club, new enrollments, bookings, and tournament registrations are turned away, but existing members keep their access. A red banner on every page explains the suspension.

To have your club reactivated, raise a ticket explaining the reason for the suspension (if you know it) and anything you've done to put it right.

If this doesn't help#

Raise a ticket through Contact us. Include your club's name, what you were trying to do, and any error messages you saw. Tickets are read and answered by email. There's no live chat with a person.