Coach Booking
Choose what counts toward coach pay
Choose whether lessons paid with free club credit, and lessons you refund, count as collected money in the Coaches report, the figure many clubs use to pay coaches.
Choose two things the Coaches report counts toward coach pay: lessons and clinics a customer paid with free club credit, and lessons and clinics you refunded. (Under a minute. You need the Club Settings permission.)
Before you begin
- Free credit is club credit the club gives away: Promotional credit, Compensation, and credit an admin added with the answer No, it is free credit. Credit a customer paid for (cash, a gift card they bought, a refund of a card payment) is paid credit. See Club Credit.
- The Coaches report shows, per coach, the money collected on their lessons and clinics. Many clubs use its Collected figure to work out coach pay or commission.
Turn a setting on or off
- Go to Settings → Coach Lessons.
- Scroll to the Coach Pay card.
- Turn Count free credit toward coach pay or Refunds lower coach pay on or off. OpenCourt saves the change at once and shows a message, for example Refunds no longer lower coach pay. The text under the switch changes to say what the report now counts.
What free credit changes in the Coaches report
| Setting | A lesson or clinic signup paid with free credit |
|---|---|
| On (the default) | Counts in Collected in full, like a card or cash payment. |
| Off | The part paid with free credit is left out of Collected. The part paid by card, cash or paid credit still counts. |
With the setting off:
- The lesson still shows its full price, and its hours are not counted as unbilled. Only Collected goes down.
- Hours Taught does not change. Hours count every lesson taught, paid or not.
- The report's CSV exports use the same rule. If your club uses Ace, its answers about the Coaches report use it too.
- Your sales reports, such as Revenue and Sales Insights, do not change. This setting is only about coach pay.
Example. A customer books a $60 private lesson with no sales tax. They pay $40 with promotional credit and $20 by card. With the setting on, the coach's Collected shows $60. With the setting off, it shows $20.
What refunds change in the Coaches report
| Setting | A lesson or clinic signup you refunded in full |
|---|---|
| On (the default) | Counts $0 in Collected. The coach is not paid for money the club gave back. |
| Off | Counts in full in Collected, as if it was not refunded. Choose this if your club pays the coach for a lesson it refunded as goodwill. |
- A partial refund does not change Collected yet, with the setting on or off.
- A refund changes the lesson's own figure, in the period of the lesson. If you already paid the coach for that period, the report does not show it as a deduction on the next pay period: adjust the next payment yourself.
- Hours Taught does not change, and the refunded lesson stays in the list.
- Your sales reports do not change. This setting is only about coach pay.
If something goes wrong
- Collected did not go down after you turned the setting off — the lesson was paid by card, cash or paid credit, which always counts. Check how the customer paid in the lesson's order. Credit an admin added with the answer Yes, the customer paid is paid credit.
- Older lessons did not change — lessons and clinics paid before the free credit setting was added to OpenCourt still count in full, whatever paid for them.
- A refunded lesson still shows money collected — check that Refunds lower coach pay is on, and that the refund was for the whole lesson. A partial refund does not lower Collected.
- You can't see Settings → Coach Lessons — your admin role does not have the Club Settings permission. Ask an admin who has it to change the setting.
Related
- Club Credit — add credit and choose whether it is free or paid
- Managing Lessons as an Admin
- Coach Booking Overview