Coach levies

A private lesson at your club is two transactions in the same forty minutes: the coach sells the lesson to the family, and your club sells the court, lane, floor or ice to the coach. The second one is usually settled in the car park, in cash, from memory — and a club with twenty coaches and eighteen hours of lesson time a week loses money it can't even see. It's the same whether it's a tennis coach on your courts, a swim coach in your lanes or a gymnastics coach on your floor. The Coach levies page writes it down: every lesson, who taught it, what it cost, and one invoice per coach when you're ready to send one. You'll find it under Facilities & programs → Coach levies.

Who can use this

Coach levies are a Pro plan feature, part of the Programs module. Club administrators always have access. A moderator needs two permissions: Manage programs (programs.manage) to reach the Programs area, and Manage members (members.manage) to log a lesson or raise an invoice — because a lesson is charged to a member, and the invoice lands beside every other invoice that member owes.

Coaches don't log their own lessons. Somebody at the club does, from this page.

What's on the page

• A summary line: what's unbilled right now, across how many lessons and how many coaches — and, if any lessons name a coach with no member record, a count of those too.
• Owed now: one row per coach with unbilled lessons, most owed at the top, with what they owe and the dates it covers. This is where you press Invoice….
• Log a lesson: the form for a lesson that's just been taught.
• Lessons: every lesson logged, newest first, showing whether it's still unbilled or already on an invoice. Sort it by date, coach, length, levy or status from the column headings.

Step by step

Set the rate first

1. Open the program the lesson is taught in (Facilities & programs → Programs, then the program).
2. In Coach levy, enter what a coach pays for one lesson in that program's time, in cents — 1200 is $12.00. Leave it empty if coaches aren't charged for that program.
3. Save. The rate is per program on purpose: a Saturday session can levy more than a weekday one.

Log a lesson

1. On Coach levies, pick the coach from your members. If a coach isn't a member yet, add them under Members first — an invoice can only be raised against a member record.
2. Add the participant's name if you want the invoice line to say who was taught.
3. Set the date and how many minutes the lesson ran.
4. Choose which session it was taught in, and the rate comes across from that program automatically. If the lesson wasn't in a program session, leave it blank and type the levy yourself.
5. Log lesson. It appears straight away under Owed now.

Invoice a coach

1. In Owed now, press Invoice… beside the coach.
2. Check the amount and the number of lessons, set Include lessons up to (today by default) and, if you want one, a due date.
3. Create draft invoice. You get one draft invoice, titled "Coach levy" with the number of lessons, carrying a line per lesson — the date, the participant and the length — over on Invoices, where you send it like any other.

Field reference

• Coach — the member the levy is charged to. Picked from your active members, never typed.
• Participant — optional, and it's what the invoice line names.
• Date taught — the day of the lesson. It's a calendar date, not a time.
• Minutes — how long the lesson ran, between 5 and 480.
• Which session — the program session the lesson was taught in. Picking one brings that program's rate across. Sessions from the last 90 days and the next 14 are listed.
• Levy in cents — leave it empty to use the program's rate, or type an amount to charge something different for this one lesson. 1200 is $12.00.
• Levy per lesson (on the program page) — the standing rate for lessons in that program's time. Empty means that program carries no levy.
• Include lessons up to — the cut-off for an invoice. Lessons taught after it stay unbilled for next time.

Tips & FAQ

• Why is an old lesson charged at a price we don't charge any more? Because it's the price you charged when it was taught. The rate is frozen onto each lesson as it's logged, so raising the rate in March never reprices February. The page says so on the lesson.
• I pressed Invoice and it said "Nothing owing". That's not an error — that coach has no unbilled lessons up to the date you chose. Nothing was created.
• Can a lesson be billed twice if two of us press Invoice at once? No. Each lesson is stamped with its invoice as it's billed, so the second press finds nothing left to bill and tells you so.
• A coach shows as "Not billable — no member record". That lesson was logged against a name with no member behind it, so there's nobody to invoice. Add the coach under Members, then log their lessons against that record.
• Is the invoice sent automatically? No. You get a draft invoice and send it yourself from Invoices, so you can check it first.
• We charge coaches a flat seasonal access fee instead. That's a membership type with a price and a period, under Membership types — you don't need this page for it. Use this page when you charge per lesson.
• Can I delete a lesson I logged by mistake? Not yet — a logged lesson stays. Catch it before you invoice, because voiding the draft invoice on the Invoices page doesn't hand the lessons back: they stay marked as invoiced.
• I can log lessons but I can't open Invoices. The Invoices page is administrators only, so a moderator can log lessons and raise the draft, and an administrator sends it.
• Our old invoices say "Ice levy". Invoices raised before the feature was renamed keep the wording they were sent with. New ones say "Coach levy".