Online session booking
Private, semi-private and group sessions booked against your real availability and venues.
Sports coaching software: bookings, packs & athlete progress
Sports coaches: sessions booked, progress tracked. More coaching, less chasing.
Sessions get arranged by text, packs are tracked from memory and parents keep asking how their kid is going. We build booking, payment and athlete progress systems for sports coaches so athletes and parents can actually see the improvement. Then we host them and look after them.
Looking for sports coaching software that handles bookings, packs and athlete progress?
A coaching business runs on the run. You're on court, in the pool or at the nets all day, then sitting in the car answering texts about Thursday's session, who still owes for last term and whether little Jack is ready for rep trials. Bookings live in your phone, packs live in your head and progress notes live nowhere at all.
Wollopit builds custom coaching software around how you actually coach. Athletes book and pay online. Packs count themselves down. Progress notes, skill ratings and video go to athletes and parents after every session, so the improvement is obvious and they keep coming back. We connect the tools you already use and host the lot on our own servers.
01The problems
What we hear from sports coaches
Does your coaching business have these problems? Here's how we'd fix them.
Most coaches we talk to are brilliant on the field and drowning off it. The admin happens at 10pm in the car park.
- The problemSessions booked by textEvery booking is a back and forth over SMS. Then someone's sick and the whole week gets reshuffled by hand.How we fix itOnline booking for private and group sessions with your real availability, easy rescheduling and SMS reminders.
- The problemPacks tracked by memorySomeone bought ten sessions in February. Have they had seven or eight? Nobody's quite sure.How we fix itPrepaid session packs that count down automatically, with balances athletes and parents can see.
- The problemParents ask how it's goingThe same question at every pickup and nothing written down to point to.How we fix itProgress notes, skill ratings and stats shared with athletes and parents after each session.
- The problemPrograms sent as PDFsTraining programs emailed out, lost in inboxes and never updated when things change.How we fix itPrograms on their phone with drills, sets and demo videos they can tick off as they go.
- The problemHoliday clinics are a messSpreadsheet sign-ups, medical info by email and kids turning up who never paid.How we fix itClinic bookings with age groups, capacity limits, medical forms and payment taken up front.
- The problemChasing paymentsAwkward reminders to parents and cash in an envelope at the end of term.How we fix itPay at booking, term invoicing or direct debit, with automatic reminders and receipts to Xero.
- The problemNo-shows and late cancelsYou drove 30 minutes to an empty court and still can't bring yourself to charge them.How we fix itA clear cancellation policy built into booking, with late cancels deducting from the pack automatically.
- The problemRain and venue changesStorm rolls in and you're texting twenty families one by one.How we fix itOne-tap session changes or cancellations that SMS everyone booked and offer makeup slots.
- The problemAssistant coaches out of the loopYour assistant doesn't know who's coming, what they're working on or what to report.How we fix itCoach logins with their own schedule, athlete notes and session plans on their phone.
- The problemVideo lives on your camera rollGreat technique footage sits on your phone and never gets to the athlete.How we fix itUpload clips to an athlete's profile with notes so they can watch them back before next session.
02What we build
Solutions
What we build for sports coaches. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Session packs
Prepaid packs that count down, expire when you choose and show the balance to parents.
Payments & invoicing
Pay at booking, term invoices or direct debit, with receipts and reconciliation in Xero or MYOB.
Athlete profiles
Contact details, emergency info, medical notes, goals and history for every athlete.
Progress tracking
Skill ratings, stats, test results and coach notes charted over time.
Parent portal
Parents book, pay, see progress and update details without texting you.
Training programs
Drills, sets and video demos on their phone with ticks for completed work.
Video feedback
Clips attached to athlete profiles with your notes, kept private to that family.
Holiday clinics & camps
Age groups, capacity limits, medical forms, sibling discounts and day sign-in.
Squads & term programs
Weekly squads with term enrolments, waitlists and makeup sessions.
SMS & email reminders
Session reminders, weather updates and pack top-up nudges sent automatically.
Coach team tools
Assistant coach logins, schedules, session plans and pay summaries.
A website that books
Quick on mobile with live availability, built to rank for coaching in your area.
03The systems
The big ones
Your whole coaching business, on one system.
These are the systems coaches ask us about most. Each one works on its own and they get properly clever when they're joined up.
Session booking
Your diary, booked without a single text.
Athletes and parents book straight into your real availability across every venue you coach at. Reschedules, cancellations and weather calls happen in a tap and everyone booked hears about it straight away.
- Private, semi-private and group sessions
- Availability across multiple venues
- Travel time between venues built in
- Self-service rescheduling
- Cancellation policy enforced
- Waitlists for full slots
- Weather cancellations in one tap
- SMS and email reminders
- Syncs with Google Calendar or Outlook
Packs & payments
Paid up front. Counted automatically.
Sell session packs, term enrolments and clinic spots with payment taken at booking. Every session ticks the pack down so you never have to remember who's got what left.
- Prepaid session packs
- Automatic pack countdown
- Low-balance top-up nudges
- Term invoicing and direct debit
- Sibling and family discounts
- Gift vouchers
- Failed payment retries
- Receipts straight into Xero or MYOB
Athlete progress
Improvement parents can actually see.
Log skill ratings, stats and a quick note on your phone straight after a session. Athletes and parents see the progress charted over weeks and months, which is exactly why they keep coming back.
- Quick notes after each session
- Skill ratings you define
- Stats and test results over time
- Goals with progress bars
- Video clips with coach notes
- Shared with athletes and parents
- Private coach-only notes
- Term report cards in one click
Programs & clinics
Programs in their pocket. Clinics that run themselves.
Build training programs once and assign them to athletes or squads, with demo videos and tick-offs so you can see who did the homework. Holiday clinics take bookings, forms and payments without a spreadsheet in sight.
- Program library you reuse
- Drills with demo videos
- Athletes tick off completed work
- See who's actually training
- Holiday clinic bookings by age group
- Medical and consent forms
- Daily sign-in and sign-out
- Capacity limits and waitlists
04How it changes
Before and after
A holiday clinic, wolloped.
Here's how running a school holiday clinic could change. Every coaching business is different, so we map yours first.
Before
- Post on Facebook and wait for DMs
- Copy names into a spreadsheet
- Email out medical forms and chase them back
- Send bank details and check who's paid
- Text everyone when the forecast turns
- Parents ask how their kid went
After
- Clinic goes live on your website with a booking link
- Families book by age group and pay up front
- Medical and consent forms filled in at booking
- Sign-in list ready on your phone
- Weather change sent to everyone in one tap
- Progress notes go home at the end of the week
05Services
Everything under one roof
Software, websites and systems for sports coaches.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for sports coaches
Built around how your coaching business actually runs: online session booking, session packs and the admin in between, in one system you own.
Websites for sports coaches
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Coaching business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for sports coaches
Payments & invoicing and athlete profiles: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Square and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your coaching business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms your club already uses or replace the ones holding you back.
- Stripe
- Square
- Xero
- MYOB
- PlayHQ
- TeamApp
- Hudl
- Google Calendar
- Microsoft 365
- Mailchimp
- Twilio SMS
- YouTube
- Google Maps
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your coaching business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We watch how you book, coach and follow up across a real week, then work out where the admin is eating your time.
- 02
Archi-tech
We plan it before writing code: your sessions, venues, packs, athletes, progress tracking, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually booking and packs first, so you get a win before next term.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things sports coaches ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can parents see their child's progress?
Yes. Progress notes, skill ratings, stats and video clips can be shared with parents. You choose what they see and can keep private coach notes separate.
Can it handle sessions at different venues?
Yes. You set your availability per venue and the booking system allows for travel time between them so you're never double booked across town.
Can athletes buy session packs?
Yes. Packs are paid up front and count down automatically after each session. Athletes and parents can see their balance and get a nudge when it's time to top up.
What happens when it rains?
You cancel or move a session in one tap. Everyone booked gets an SMS and can pick a makeup slot without ringing you.
We already use PlayHQ or TeamApp through the club. Do we have to switch?
No. We build around what works. Your private coaching, packs and progress tracking can sit alongside the club platforms you already use.
How much does a coaching system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online booking with packs can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most sports coaches we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a coaching business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.