What's inside
The whole season,
feature by feature.
No vaporware on this page — everything is in the product today unless it's marked coming, right where it sits. What's for sale (and what isn't yet) is on the pricing page.
Step one
Registration
A registration form your board builds in an afternoon and families finish on a phone in minutes.
Form builder
Fee options, custom questions, a welcome page in your colors, and per-season forms you clone forward year after year.
Custom fields
Ask exactly what your org needs — sizes, school, years played — and it lands on the player record.
Waivers & agreements
Versioned agreements signed at checkout. Every signature stored with the signer’s name, IP, and timestamp.
Capacity & waitlists
Cap a program, waitlist the overflow, and promote from the list when a spot opens.
Family accounts
Returning families sign in and pick their kids from the household. New families register first, link later — nothing is retyped.
Sell extras with the spot
A season library of add-ons — jerseys, a bat bag, a second practice night — offered per form, required or optional, riding the same checkout.
Who fits a level
Birth windows and grade rules per level, with play-up and play-down handled as a rule rather than an argument — and an exception request a family can file when they do not fit.
Questions that behave
Ask a question only for one option, take several answers, ask for a real phone number or email, and chain follow-ups that say which answer they belong to.
Documents you have to check
Birth certificates and proofs land in a review queue with the outstanding ones counted, so nobody is chasing a folder of screenshots the week before the season.
Register for them
The parent who phones in, or hands you paper: staff run the same form on their behalf, and the registration is identical to one a family filed.
CSV import
Bring history with you: import past registrations with column mapping and a manual-review queue for near-duplicates.
The money
Payments
Stripe under the hood, your organization’s name on the statement, and no card number ever touching our servers.
Your Stripe account
Onboard once; money settles straight to your organization’s bank. We take our fee per transaction — we never hold your funds.
Pay by bank, and save
Bank payments cost about half of card, so every family-facing screen leads with bank and shows the saving in dollars. Apple Pay and the other wallets ride the card side.
Payment plans
Deposit now, installments on a schedule, charged automatically to the saved card — with reminders and retries when a charge fails.
Refunds done right
Full or partial, netted correctly against platform fees, with a balance check before confirming so a refund never surprises your treasurer. Lose a card dispute and it is booked the same way: you get an email, and the registration shows what is owed again.
Chase a payment in one message
From the player’s page, a note already written for where the money stands — the declined installment with its pay link, or the balance — sent by email or text, and kept on the payment’s record.
Finances page
Collected, refunded, fees, and payouts in one place — built for the board meeting, not an accountant.
Card statements that make sense
Families see your organization’s name on their statement, not a mystery processor. Fewer chargebacks, fewer emails.
Money that came in off-line
Check, cash, Venmo, Zelle — recorded against the registration with the check number or the handle beside it, so the register says how it arrived, not just that it did. Scholarships and write-offs the same way.
Discounts and promo codes
Multi-child and early-bird codes at checkout - at registration and in your store, from one set of codes - and one-off adjustments on a registration when a board votes one through.
A statement a parent can read
One printable page on your letterhead: every registration, what was charged, what came off it, what was paid and what is left — across the whole family.
The other money
The Store
Clubs sell more than registrations — hats, banquet tickets, a deposit on next summer. Core platform, not a paid add-on.
A real catalog
Products with photos, categories and up to two choices — size and colour make a grid of combinations, each with its own price, stock, SKU and photos. The Black / M hat sells out on its own.
A storefront families shop
Your own store page with a cart, inside the family portal for families who are signed in — and guest checkout for the grandparent who is not.
Sell by link, storefront closed
Not ready to open a shop? Send a product link. It sells on its own with the storefront switched off — which is how banquet tickets and team-specific gear get sold.
Comp it with a code
The same book of promo codes as registration: each code says whether it works there, in the store or both, and a store code can be limited to certain products or a number of items per order. The coaches’ banquet tickets go out free, with no card and no fee, and still count in the headcount.
The order book
Every order, what is paid, what is waiting, and what still has to be handed over. Families get their own purchases page across every club they buy from.
After placement
Teams & Rosters
Rosters born from offers or built by hand — either way, one source of truth.
Roster management
Players land on rosters from accepted offers or by hand, with the full player record attached. A team stays private while it forms, and families and your website see it when you publish it.
Exports
League-ready CSV and Excel exports for the governing bodies that still want a spreadsheet.
Who volunteered for what
The parents who ticked "I would coach" or "team parent", and the play-with requests, collected as lists for the season instead of buried in answers.
Team pages
Each team gets its schedule, roster, and availability grid — visible to staff with team permissions.
The season itself
Scheduling & Availability
Practices, games, and the eternal question — "who’s coming Saturday?" — answered before warm-ups.
Venues & fields
Type a school name and the address and map pin fill themselves in. Per-field status too — flip a field to closed and the public site shows it instantly.
Your building on one screen
A space board for a dome, a gym or a field house: each space as a row — a field and its quarters, every cage or court — with the hours across, and every clinic, class, lesson, rental and practice where it is. Drag one to move it; a clash is outlined in red before you let go.
Open time that writes itself
Sell an open-time pass — open dome, open gym — and each night tells families exactly what is open around the clinics, which space and from when to when, worked out from the board. Move a clinic and the open times change with nothing retyped.
What the team wears
Put the kit on the game, so it is on the schedule and in the family’s pocket on Saturday morning.
Events & calendars
Practices, games, and events per team, on a season calendar admins and families both see.
Family RSVP
Going / not going, one tap in the family portal. Coaches see the availability grid for the whole roster before every event.
Calendar feeds
Live iCal feeds — the season drops into Google Calendar, Apple Calendar, or Outlook and stays current.
On the night
Check-in at the Door
Clinics, camps and open gyms — the part of the season that runs on a clipboard and a cash box. Turn it on per registration form.
Families check themselves in
Print one QR poster for the door. A parent scans it, signs in once, sees their kids and taps them in. The phone remembers them next week.
The friend without a phone
Every player has a player number. The parent driving the carpool types the friend’s number and checks them in too, and the friend’s family gets an email saying who did.
The door list
Staff see who is expected and who has arrived, live, on a phone or a tablet at the door — no printed roster, no pen.
Punch passes
Sell a ten-pack; each check-in spends one, and the balance is on the family’s screen. The answer to "how many sessions do we have left?".
Drop-ins
Someone turns up who never registered: take them, take the money, and they are on the list — instead of in a notebook.
Who came, all season
An attendance report for the door: today, the last week, this month and the season total, for each thing families check in to, by hour and by player — and the list of who registered and never came.
Reaching families
Email & Text
The message gets to every family — and you can prove it.
Email that lands
Branded templates with merge fields, bulk sends to programs and teams, and the CAN-SPAM plumbing (list-unsubscribe, real addresses) handled for you.
Text messages
Rainout at 4pm? Text the team. SMS goes only to guardians who expressly opted in, with STOP honored automatically.
Older players, directly
Orgs that want it can hold a phone and email for players over an age they set, with its own consent — so a 16-year-old hears about the schedule change too.
System emails, your brand
Receipts, offer letters, plan reminders, volunteer confirmations — every automatic email carries your organization’s name.
The other roster
Volunteering & Equipment
The concession stand doesn’t staff itself, and the catcher’s gear doesn’t walk home on its own. (It does. That’s the problem.) Both are part of the core platform — no add-on required.
Shifts & signups
Post shifts for tournaments and events; families claim them from the portal and get confirmations.
Hour requirements
Set per-family requirements, track fulfillment as shifts complete, and email families the moment they’ve met theirs.
Buyouts
Families who’d rather pay than pour coffee check out online, and the requirement clears itself.
Equipment inventory
Everything you own, counted by the shed, dome or field it lives in. Every move is logged with who and when, and a repair list keeps broken gear from quietly staying broken.
For the board meeting
Reports
The questions a board actually asks, answered without exporting anything into a spreadsheet first.
Build it once, keep it
Pick a season and the forms, choose your columns — including the answers to your own custom questions — filter it, and save it. It is there next year.
A sheet you can read
The report is a readable sheet on screen, not a download. Print it for the meeting, or export when someone insists on a spreadsheet.
Permission-aware
A saved report can hold money columns only the treasurer can see. Everyone else runs the same report and simply does not see those columns.
The money reports
Who owes what and how late, as of any day. Revenue by program, revenue over the season (earned as it is played, not when it was paid), refunds, fees, giveaways and a year-end summary.
Deposits that match the bank
Every deposit Stripe sends your bank, opened up to show which registrations, sales and bookings were in it, so the treasurer reconciles in minutes instead of guessing.
QuickBooks, without retyping
Put an account code on your forms and products, and each deposit and each day of cash and checks exports as a journal entry QuickBooks Online imports.
Sent to the board on a schedule
Save a report and have it emailed every week or month to the people who read it, and download any report as an Excel workbook.
Bookings reports
Coach pay by pay period, packs and credits not yet used, earned revenue, revenue by class, lesson and rental, attendance and no-shows, who stopped coming, memberships, and how many of each space’s open hours were rented, each by location.
For training facilities
Classes, lessons, memberships & rentals
Everything a training facility sells by the hour or the class, in the same place as your teams. Part of every plan: turn on the parts you run, and nothing else clutters your menu.
Classes with packs and memberships
Class types at each location with a coach, a place, ages and spots, laid out on a week calendar. Sell packs of 5, 10 or 20 sessions that pay for classes, lessons or both, or monthly memberships on autopay: a set number of classes, or unlimited with a daily or weekly cap.
Private classes, by link
A small group for the families you choose: set the class to by-link-only and it leaves the booking page and your website. Send the link; those families book and pay like any class, and nobody else can find it.
Gift memberships
A grandparent buys a few months as a gift and the family claims it with a link. The cost of leaving a membership early is shown next to the Cancel button, not buried in a contract.
Every child, one phone
A parent books all their children in one go from the Book tab of their family app, sees the pack balance and the cancel rule before they commit, and cancels on the page (no pop-up that silently fails). Every confirmation arrives as a calendar invitation, and the entry moves when the class does.
Private and small-group lessons
Families pick a coach, or whichever coach is free, then the day and the time, with "Next available" one tap away. They move a lesson themselves, and ask for a text when a time opens. Each coach can have their own price, and a pack pays first. At the desk, two families can share one lesson and each pay for their own child.
Rentals, guests welcome
Cages, turf and rooms by the hour, with peak pricing for busy evenings, a deposit if you want one, and approval if you want it. A renter needs no account. Book a team or a school every week for the season in one step and bill it monthly, and anyone who wanted a taken time hears the moment it frees up.
Sell at the front desk
Take a card at the counter for a pack or a membership, or text the parent a link to buy it on their own phone.
Waitlists that book themselves
When a spot opens, the next family is booked and charged automatically, or gets a text to grab it first. Members can go to the front of the line.
Reminders by text
A reminder before every class and lesson to the families who asked for texts, and an email to everyone else.
Families check themselves in
A tap on the reminder or a scan of the code at the door, and the coach sees who is here.
Several locations, one club
Each location with its own hours, spaces, coaches and, if you like, its own Stripe account. Families pick where; staff can be limited to the locations they work.
On your website
A Book online block with this week’s classes and spots left, a Coaches block, and a page for each location, all filled in from what you set up.
Coach pay
Pay rates per class, per child or per hour of lessons, earnings by pay period, and a paid-through date per coach.
One wallet per family
A family saves a card once and pays with it in a tap at your store and at any booking, with no card form. A saved card or bank account also lets your club charge a waitlist spot, a membership month or a no-show fee without another checkout.
Your public face
Website & Custom Domain
Paid add-on · Website & Domain moduleA real organization website — not a profile page on someone else’s platform.
Page builder
Hero slides, news, boards, sponsors, FAQs, galleries, video, tables, documents, contact forms — assembled in blocks, no code.
Live blocks
Open registrations, schedules, rosters, and field status render from real season data — the site updates itself. Try next season’s schedule out in private: a team’s practices reach your public calendar only once you publish the team.
Your domain, connected by you
Four guided steps put the site on yourclub.org: type the address, copy the DNS records it lists, press Check now. The certificate is issued and renewed for you. SEO, sitemaps and social previews are built in.
Four designs, made deep
Pick a template and the whole site changes — bold and athletic, warm and editorial, bright and friendly, or photo-forward dark. Then paint any row of any page, or put a photo behind it, and everything on it adapts.
Your look
Colors and theming per organization — families see your brand, top to bottom, registration included.
The part nobody else does well
Tryouts & Evaluations
Paid add-on · Tryout Season module In developmentFrom "who’s coming Tuesday" to signed, paid rosters. We’re building it end to end: the roster-offer half is live today, and the evaluation half is in development.
Roster offers
Live today. Offer a player 13U Black; the family accepts or declines online. Accepting collects the team fee in the same motion. Declines free the slot for the next player up.
Tryout signups
Live today, via core registration — tryout registrations with fees, waivers, and capacity, so the funnel into tryout night already works.
Assessment builder Coming
Stations, criteria, and weights your evaluators actually use — subjective 1–8 scales and measured drills (times, distances) side by side. In development; no date promised until it is real.
Evaluator portal Coming
Evaluators join with an access code from any phone. No app install, no account, no training — pick a station and start scoring.
Live check-in & scoring Coming
Pinnie numbers at the door, auto-saved scores as they’re tapped, and a director dashboard showing exactly which players are scored and which stations are behind.
Composite rankings Coming
Weighted scores roll up per criterion, per station, per player — the ranked list is ready the moment tryouts end, not three spreadsheet-nights later.
Rec and club modes Coming
Running a rec association instead? The same rankings feed a coach draft rather than director placement.
The other half of the product
The Family Portal
One login per household — not per kid, not per team, not per season.
Household calendar
Every kid, every team, one calendar — with RSVP a tap away.
Payments in one place
History, receipts, active payment plans, and what’s still owed — across every child.
Offers & documents
Roster offers to accept, agreements they’ve signed, and the paperwork trail families actually need at signup time.
Volunteering
Claim shifts, watch the hour requirement fill, buy out if the season wins.
Booking, in the same app
A Book tab for classes, packs, lessons, memberships and rentals — only what your club offers — and every booking still to come, at every club the family belongs to.
Under the hood
Roles, Privacy & Security
Youth sports data deserves better defaults than the industry standard.
Granular permissions
Permissions composed into roles, one for each thing a person can do — the treasurer sees money, the equipment manager sees gear, the door attendant sees only the door, the scheduler’s dashboard shows the schedule and not the bank balance, and nobody sees everything by accident.
Runs on the phone in your pocket
The admin side is built for a phone and a tablet, not just a laptop — because the registrar answers things from the bleachers.
Organization isolation
Every organization’s data is partitioned at the query layer — enforced in code, verified in tests.
No ads, no tracking
No ad networks, no analytics trackers, no selling family data. The product is the product.
Kids never hold accounts
Only adults sign in. Player records belong to your organization and are managed by guardians — see the Children’s Privacy Notice.
Easier to try than to read about.
Free for 30 days, the whole platform. Book a demo and we'll set it up with you — then poke around, and email support@inseasonhq.com with what you'd change.