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Training included in a subscription

Role requiredStaff: Schedule

Your club works exclusively with subscriptions? No single tickets? No problem!

Many volleyball clubs don’t charge their players per session — they work only with a monthly fee. Volley World helps you make sure every member has an active subscription and that their payments are up to date. Players buy the subscription from your club in the app, and coaches or other authorized staff check the payments of their own players.

Club AdminSales → Subscription → Add New Subscription. Name the plan, set the price and bill it every 4 weeks, then Save. It appears in your club’s store in the app straight away.

Club AdminSchedule → Add → Trainings. At the Price step choose “Included in the membership” — no ticket, no amount — and publish the whole series at once.

Club AdminDashboard → Share Club Links → Mobile App copies your club’s link. Post it in your members’ group: it opens your club in the app.

PlayerCarla picks a plan and pays the first period (the Stripe checkout is skipped here). Then she opens the training and taps Participate — nothing to pay, her subscription covers it.

Authorized Club StaffMarc is the training’s Organizer. In Club Manager he opens it and sees, under every player, whether their subscription is active, has a payment problem or is missing.

In the walkthrough, each device says whose view you’re looking at: the Club Admin and Authorized Club Staff in Club Manager on the computer, the Player on the phone.

Open in Club Manager

Set up your club in 4 steps

Section titled “Set up your club in 4 steps”

1. Configure your subscription prices

Section titled “1. Configure your subscription prices”
  1. In Club Manager, open Sales → Subscription and click Add New Subscription.
  2. Under Basic Details, enter the Product Name and a Description, and upload a small promotional banner. Members see all three in the app.
  3. Under Pricing & Billing, set the Unit Price, the Currency, the Billing Period and the Interval Count. For a fee every four weeks: Billing Period Week, Interval Count 4.
  4. (Optional) open Additional Options to choose the Payment methods (Card, SEPA Direct Debit or Card + SEPA) and to require a form or a licence before members can subscribe.
  5. Keep the status on On Sales and click Save. The plan appears straight away under Choose your Plan in your club’s Subscriptions & Fees in the app.

Two real plans from a club that works this way:

PlanPriceBilledPayment methodExtra
Entrenamientos vóley pista31 €every 4 weeksCardRequired form: the club’s sign-up form
Pago mensual pista y playa41 €every 4 weeksCard or SEPA Direct DebitCovers indoor and beach training; the description asks for the federation licence

2. Upload your schedule with “Included in the membership”

Section titled “2. Upload your schedule with “Included in the membership””
  1. Open Schedule, click Add and choose Trainings.
  2. Fill in the steps as usual: Cover and name, When and where (pick every date of the season at once in Pick your event dates), Who can join.
  3. At Price, under How do participants pay?, choose Included in the membership — Free for members with an active subscription. There is no amount and no ticket; the editor only confirms This session is covered by your club subscription. In the Volley World app the same option is called Subscription based.
  4. In Extras, set the Organizer to the coach of that group — that’s who will see the payment status (see step 4).
  5. Click Publish. A series is created in one go (12 dates created).

The option exists for trainings, friendly matches and social events. Tournaments and camps don’t offer it. More on the editor: Create a training.

3. Share your calendar with your community

Section titled “3. Share your calendar with your community”

On the Club Manager Dashboard, under Share Club Links:

  • Mobile App copies your club’s link. Post it in your members’ WhatsApp group: it opens your club in the Volley World app, where members find your trainings under Calendar and your plans under Choose your Plan.
  • Web Homepage opens Homepage links. Trainings copies the link to your public training schedule on the web — https://clubapp.volleyworldapp.com/club/<your club>/trainings. The Store link opens your plans.

New members who don’t have the app yet join with the Onboarding Invite link — see Enroll members. Right after publishing, the Published! dialog also offers Share on WhatsApp and a push notification.

4. Players sign up, coaches see the status

Section titled “4. Players sign up, coaches see the status”

Players subscribe once in the app (Choose your Plan → See details → Step 3: First subscription payment), then sign up to their trainings with Participate — nothing to pay per session. The coach who is the training’s Organizer sees under every player whether the subscription is active, has a payment problem or is missing. Details below.

The sign-up flow

Section titled “The sign-up flow”

This is what a player goes through in the Volley World app — once with an active subscription, once without.

Already subscribed
  1. 1 Opens the training
  2. 2 Spot reserved — the app explains
  3. 3 In the sign-up list

Spot reserved, nothing to pay. Staff see the active subscription next to the name.

Not subscribed
  1. 1 Opens the training
  2. 2 Spot reserved — the app explains
  3. 3 In the sign-up list

Still signed up — the notice doesn't block. Staff see that there is no active subscription and follow up.

If the player’s last subscription payment failed, the box is orange: There is a problem with the last payment of your subscription. Update your payment method so you keep your access.

Any active subscription with your club counts, whichever plan it is. Parents see the same status for each child they sign up from a family account.

How can each coach see who has paid?

Section titled “How can each coach see who has paid?”

The training’s Organizer has two ways to see whether a player has an active subscription:

  1. In the reservation overview. Open the training: under every player in the sign-up list you see their status — 🟢 the plan’s name (active), 🟠 the plan’s name with a warning (last payment failed), 🔴 No active subscriptions.
  2. In the player’s member file. Members → click the player → the Payments and Subscription tabs show all their payments and subscriptions. Needs the Member Data → Member Files permission.

Troubleshooting

Section titled “Troubleshooting”
The “Included in the membership” option isn’t shown

The event is a tournament or a camp. The option exists only for trainings, friendly matches and social events.

A member says they’re subscribed but sees the red notice

Their subscription is no longer active — it was cancelled or ran out. Check the member’s subscriptions in Manage subscribers.

A coach doesn’t see the subscription status in the sign-up list

They aren’t the training’s Organizer. Set them as Organizer in the Extras step of the event editor — or give them the Schedule → Events edit permission and let them open the training in Club Manager on their phone. See How can each coach see who has paid?

Players without a subscription are signing up

Expected — the notice doesn’t block. Add one of the access settings from the caution box above.

SEPA Direct Debit isn’t offered for my plan

SEPA is only available from 40 € per period. Below that, members pay by card.

Section titled “Related”
Didn't find what you were looking for?Read the FAQTroubleshooting guide