Every season, a tennis school goes through the same cycle: prepare the lesson, open registrations, build the groups, invoice, follow the season, then start again for the next season. This page gives the steps in order, says who does what and, at each step, points to the detailed article.

Four roles are distinguished. In a small club, the same person may hold several of them:

• Club admin: sets up the club settings (modules, seasons, courts, membership fees) and grants access;
• Head of the school: builds the offer, puts the groups together, organises the coaches and handles group changes;
• Secretary: items and prices, follow-up of registrations, invoicing, payments, reminders and Youth and Sport exports;
• Coach: receives their schedule, takes the roll call and reports absences, replacements and changes.

0Start with the courses overview

In the Courses menu, the first page, Courses overview, sums up where the tennis school stands and what is left to do. Start your day there:

• Figures: courses followed, pupils registered, points to handle, today's lessons (and how many still lack a roll call);
• To do: each point gives the number of cases and the course, and the Open button goes straight to the screen that fixes it — lessons without a rate (skipped when invoicing), placed pupils missing from upcoming lessons, duplicates, pupils not yet in a group, groups not yet on the planner, lessons to invoice, groups without a coach, roll calls not done, missing AHV numbers (J+S export), missing dates of birth;
• Today's lessons: time, course, court, coach, number of pupils and whether the roll call is done (the day follows the date in the top bar);
• This season's courses: one card per course with its places, groups, online registration status and the season steps ticked from the data (rates, registrations, groups, placement, planner, invoicing, roll calls).

Group planning is optional: if you create no groups, the page asks for neither placement nor validation.

1Who does what

2Before the season

Club admin

• activate the Lessons module: Activating the Lessons module;
• check that the sport-season, the courts and the membership fees (subscription types) of the season exist: Prerequisite. A pupil is a “member” for a lesson only if they have their own membership fee on this sport-season.

Secretary

• create the invoicing items (one per account is enough): Creating lesson items;
• prepare the invoice and reminder texts: Invoice and reminder texts;
• enter the “lesson” family discounts if the club grants any.

Head of the school

• create the lesson or copy last season's: Create, edit, and delete a lesson, Copy a lesson for the next season;
• offer preferred time slots: Offer preferred time slots;
• set the prices with the secretary: Prices, members and non-members;
• add a question whose name contains “AVS” if the club declares its lessons to Youth and Sport: AVS number and Youth and Sport export.

3Opening registrations

Head of the school

• check in the lesson: Online registration on Yes, Registration period, Open to non-members according to your policy, Type of payment.

Secretary

• invite the families by e-mail with the registration link: Managing registrations (administrator);
• follow the registrations, register late-comers yourself and correct mistakes: Manage lesson enrollments;
• follow the baskets paid online: Grouped payments of registrations (basket).

4Building the groups

Head of the school

• create the groups or copy them: Manage lesson groups, Copy last season's groups;
• organise the courts and times: Prepare the weekly schedule;
• place the pupils: Place pupils automatically;
• resolve the conflicts, then click Confirm the lessons in the bookings: Resolve scheduling conflicts;
• send each coach their schedule: Send a coach their schedule.

5Invoicing

Secretary

• invoice the registrations (all of them, or only those placed in a group), then create and send the invoices: Online payment and invoicing, Tennis lesson invoicing;
• tick Group family invoices so that family discounts apply;
• check: Invoice control and the payment filters of Manage registrations: Invoicing check and Youth and Sport export;
• follow payments and reminders in the Invoices module.

6During the season

Coach

• takes the roll call from their account, any time on the day of the lesson, then clicks Roll call done; reports absences, replacements and departures: What the coach does.

Head of the school

• cancels or makes up a lesson (rain, absent coach, public holiday): Cancel or make up a lesson;
• moves a pupil to another group, rate or lesson: Changes during the season.

Secretary

• adjusts the invoice after a change, invoices new pupils;
• records replacements in Manage coaches' times and uses the hours for the salaries: Teachers' schedule;
• takes the roll call instead of a coach who does not do it, from the booking chart.

7End of season and next season

Secretary

• export the participants, activities and attendance for Youth and Sport: AVS number and Youth and Sport export;
• chase unpaid invoices.

Head of the school

• copy the lesson for the next season (with or without registrations and groups), or copy only the groups: Copy a lesson for the next season;
• before invoicing a lesson copied with its registrations, let Plugin.ch flag the pupils already invoiced in the previous lesson (for example an annual rate).