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Creating Teams and Setting Up Team Fees

Club Management – Creating Teams and Setting Up Team Fees

Overview

Club Management in Playbook allows administrators to create and organize teams under a club, and configure recurring team fees using the Team Fee Setup feature. This is used by clubs that charge monthly membership or participation fees and want to automate payment collection through Playbook.

Team Fee Setup allows you to define the total annual cost, break it into a monthly payment plan, set payment due dates, and assign which teams the fee applies to. Players who sign up through the checkout link will be automatically rostered to the selected team.

Where to Find This

Club Management → Teams

Club Management → Team Fee Setup

Step-by-Step Instructions

Step 1: Create Teams Under Club Management

  1. In the left toolbar, click Club Management.
  2. Select Teams.
  3. Click the blue '+' icon in the upper-right corner to add a new team.
  4. Enter the team name and complete the required fields.
  5. Repeat for each team you need to create.

Example: You may create separate teams for each age group, such as 7U Baseball, 8U Baseball, 9U Baseball, 10U Baseball, 10U Softball, 11U, 12U, 13U, 14U, 14U Softball, and a Showcase team.

Step 2: Create a Team Fee

  1. In the left toolbar, click Club Management.
  2. Select Team Fee Setup.
  3. Click the blue '+' icon in the upper-right corner to create a new fee.
  4. Enter the fee details (price, payment plan, and payment settings — see Field Reference below).
  5. Assign the applicable teams to the fee.
  6. Click Save.

Step 3: Share the Checkout Link with Players

  1. Locate the team fee you created in Team Fee Setup.
  2. Click the View button next to the fee.
  3. Copy the checkout link that is generated.
  4. Send this link to your players and families so they can register and begin their payment plan.

When a player selects a team at checkout, they will be automatically added to that team's roster under Club Management → Teams.

Field Reference

Price

What it does: Sets the total cost of the team fee for the full plan period.

How to calculate: Multiply the monthly fee by the number of months in the plan.

Example: $95/month × 12 months = $1,140 total. Enter 1140 in the Price field.

Payment Plan

What it does: Breaks the total fee into individual scheduled payments. Each installment in the payment plan represents one charge to the customer.

Example: A 12-month plan at $95/month would have 12 payment installments, each set to $95.

Payment Due Dates

What it does: Sets the date each installment is charged within the payment plan.

How to configure: Each installment has an individual date field. You can set all installments to the same day of the month (e.g., the 1st of each month) or customize each date individually.

Example: Set all installments to the 1st of each month for a clean, predictable billing schedule.

Payment Required

What it does: When enabled, customers are required to pay at checkout before their registration is confirmed.

Options: On / Off

Recommendation: Enable this setting to ensure teams are not confirmed without an active payment method on file.

Require Payment Method on File

What it does: Requires the customer to have a saved payment method in their account before completing checkout. This ensures future scheduled installments can be charged automatically.

Options: On / Off

Do Not Require Backpay

What it does: When enabled, customers who sign up mid-season will not be charged for installments that have already passed. They will only be charged starting from the point of their signup.

Example: If a customer signs up in June on a plan that started in May, they will be charged $95 for June and forward — not for the missed May installment.

Options: On / Off

Recommendation: Enable this setting if you want to allow mid-season sign-ups without penalizing late joiners with backdated charges.

Assigned Teams

What it does: Controls which teams are available for selection at checkout. Only the teams assigned to this fee will appear as options when a customer checks out.

Rostering behavior: When a customer selects a team at checkout, they are automatically added to that team's roster under Club Management → Teams.

Important: Only assign the teams that should be included in this specific fee plan. Do not assign teams that belong to a different fee structure.

View (Button)

What it does: Generates the checkout link for this team fee that can be shared with players and families.

Where it appears: Next to each fee in the Team Fee Setup list.

When to use: After the fee is fully configured, click View to get the shareable URL to send to your participants.

Best Practices

  • Calculate your annual total carefully before entering the Price field. The price should equal the monthly fee multiplied by the number of months in the plan (e.g., $95 × 12 = $1,140).
  • Set all payment due dates to the same day of the month (e.g., the 1st) to keep billing consistent and predictable for both your organization and your customers.
  • Always enable Require Payment Method on File to ensure future monthly installments can be automatically collected without manual follow-up.
  • Enable Do Not Require Backpay if you plan to allow players to join at any point during the season. This prevents friction for mid-season sign-ups.
  • Only assign teams to a fee that belong under that specific fee structure. If you have different fees for different age groups or programs, create separate Team Fee setups for each.
  • After saving, always click View to test the checkout link before distributing it to players and families. Confirm the correct teams appear and the payment plan displays correctly.

Common Issues

Why isn't a team appearing as an option at checkout? Only teams that are assigned to the Team Fee Setup will appear at checkout. Navigate to Club Management → Team Fee Setup, edit the fee, and confirm the missing team is added to the Assigned Teams list.

A player signed up but isn't appearing on the team roster. Why? When a player selects a team at checkout, they are automatically rostered to that team. Navigate to Club Management → Teams and locate the team to confirm the player appears on the roster. If the player did not select a team during checkout, they may not have been rostered automatically.

Why is a customer being charged for months before they signed up? Check the Do Not Require Backpay setting on the team fee. If this is turned off, the system may attempt to collect missed installments. Enable Do Not Require Backpay to ensure customers are only charged from their sign-up date forward.

How do I update the payment due dates after the fee has been created? Navigate to Club Management → Team Fee Setup, locate the fee, and click the edit option. You can update each installment's due date individually within the payment plan.

Can I use the same Team Fee Setup for multiple age groups? Yes. As long as the fee amount and payment plan are the same, you can assign multiple teams of different age groups to a single Team Fee Setup. If different age groups have different fees, create a separate Team Fee Setup for each.