Basketball academy software
for programs, rosters, and travel seasons
Tryouts end and forty families owe three kinds of money: monthly training, a travel season fee, and uniforms. Cadence splits every one of them across the right adults and keeps each roster current the minute it changes.
Last night at your academy
3 a.m., the travel fee autopay bounced
Backup card, receipt in both inboxes, nobody called
The travel fee is his, the tuition is hers
Each invoice went where the arrangement says
One 12U family gone to Ohio
The next name on the list had the spot by noon
Thursday's trainer woke up sick
A cleared cover was queued before the building unlocked
Where basketball academy money goes sideways
Training tuition collects itself. The travel fees, the failed autopays, and the two-household families are what stack up at the desk. Cadence was built for that stack.
Two adults, one player's bill
Most systems attach the money to one household account. Cadence attaches it to each child's enrollment instead, so the adults who pay for her can be billed separately. Each parent gets their own invoice for their own share, pays with their own card, and does not need the other one’s login.
- ✓Percentages or whole fee types, tuition here, travel fees there
- ✓A grandparent can bankroll the travel season and it touches nothing else
- ✓Each adult signs their own authorization, so disputes meet a signature
- ✓Sponsorships and scholarship funds pay their piece directly
Autopay declines, autopay recovers
When a payment fails overnight, Cadence tries the backup card on file. If the other parent has agreed to cover a missed payment, their card is next in line. Everyone is told what happened before the doors open.
- ✓A failed bank draft is marked failed the same day, not quietly cleared
- ✓Your returned-payment fee posts itself, per your policy
- ✓Nobody trains for weeks on a payment that bounced
The line for this year runs on top of last year's, month for month, so a soft holiday stretch looks like the calendar and not like a leak.
Is the program growing?
Answered on the screen, not rebuilt in a spreadsheet every quarter.
- ✓This month against the same month last year, so seasonality doesn’t fool you
- ✓Which division turns skills classes into travel players, as a rate
- ✓“Email me revenue every Monday at 8 a.m.” and it just shows up
- ✓Ask in plain English: “who dropped after their first month this year?”
Tuition by program, littles to travel
Each program the academy runs, its monthly charge, and the month they make together.
Demo figures, not a real academy.
From skills classes to a spot on the roster
Relocation season doesn't dent the roster
February relocations happen, and the roster absorbs them: the vacated 12U spot goes to the waitlist's front automatically, holds there through a claim window, then walks down the list if unclaimed. The app answers where am I in line, and the division rule keeps a 10U from jumping it.
- ✓Line position is a fact on the app, not a rumor at the desk
- ✓Unclaimed offers step down the list on schedule
- ✓Division rules screen every automatic offer
Route the roles once, read the truth forever
You route the roles once, director, head coach, division lead, and from then on enrollment news travels by itself, carrying the roster frozen at the second the notice fired. What the head coach opens is that minute's truth, headcount included, not a spreadsheet from whenever someone last exported one.
- ✓The routing map survives staff changes
- ✓Every notice carries its own moment's roster
- ✓Exits and division moves fire the same wiring
The travel season, costed before the first weekend
Registration, tournament entries, coach travel, and tuition are four different pots of money. Cadence keeps them separate so a family commits to a season knowing the full number, not discovering it.
The travel season as one number
Ten players, four tournament weekends, two traveling coaches, one uniform order: the estimator turns that into the number a family agrees to, per household, before the season sells. When weekend five gets added in April, every share recalculates itself and every household sees why.
- ✓The commitment number exists before the commitment
- ✓Households on splits each see only their own share
- ✓Season changes reprice everyone in one motion
Camps and clinics on the same rails
June camp fills mornings, the shooting clinic owns one Saturday, winter conditioning bridges the gap, and none of them generates office work: each posts its dates, cap, price, and waiver, then runs on family self-service. The full ones open waitlists on their own.
- ✓Self-service from signup through payment
- ✓Waivers ride each program's own checkout
- ✓Camp visitors leave no mark on your pricing tier
Coverage when a trainer's car won't start
A trainer calls off and every session he owns is flagged as uncovered, routed to whoever runs that division.
Bad news and its fix, same notification
Thursday's 6:00 loses its coach at 6:15 in the morning, and the fix arrives with the bad news: Briggs, division-cleared with the evening free, or the two-step where Rowan absorbs the 8U group and Hutchins slides up to 12U. Approving either one is a single tap.
- ✓The gap shows up with its candidate fixes attached
- ✓Division clearance and hour caps are checked before you look
- ✓One approval reaches the cover and the families both
The bench stays legal by itself
A volunteer bench keeps a basketball program alive, and Cadence tracks what keeps the bench legal: SafeSport, background checks, and concussion training, each dated, each blocking assignment once expired, each warning a month out. Who was cleared for what on any past Tuesday is a record, not a memory.
- ✓The file, its dates, and its documents live on the profile
- ✓Expiry means the schedule refuses that name
- ✓The clearance history reads back to any date
Courtside on one screen, invoices on the other
The same install shows a parent the invoices, a player the sessions, and a coach the roster. One app to get onto phones, not three.
Parents and their players
The calls your desk fields every afternoon, answered on a phone instead.
- ✓Schedules, invoices, and the cards on file
- ✓Travel fee balance with the plan behind it
- ✓Absences reported and makeups requested from the phone
- ✓Registration and waivers signed without the clipboard
- ✓Gear orders charged to the family account
Roll from the court, phone in hand
Coaches and the desk
The roster, the roll, and the schedule, standing on the baseline.
- ✓Attendance courtside, offline if the building wifi drops
- ✓Clock in and out on arrival
- ✓Assigned sessions plus any coverage offers
- ✓Rosters with emergency contacts one tap deep
Withdrawals and waivers without the binder
One week out of camp, policy applied
Pull one week out of June camp and the policy you set does everything the desk used to argue about: the withdrawal fee applies itself, the remainder comes back as credit or refund per your rule, and both households' invoices correct themselves in the same minute.
- ✓The policy decides the fee, not whoever is at the counter
- ✓Credit or refund per program, set once
- ✓Split households see the correction on both invoices
Waivers written in the family's language
Registration and waivers get authored once in each language your families actually read, French, Spanish, Polish, by you rather than by machine translation, and every family signs the one written for them. Signed status sits on the account next to the language itself.
- ✓Each language version is yours, written by you
- ✓Families sign the version written for them
- ✓Signed and unsigned read off one screen
The parent who needs French gets French
The product in the language each family reads, picked person by person, not a browser translate button.
Signed in the language she reads
Cadence translates its own screens and buttons, but not your waivers and forms. That is why Cadence has a multi-lingual form generator, so you can create your waivers in any language you need, because a parent who signs a document she couldn’t read is a document you may not be able to enforce.
- ✓She signs the French waiver you created, not one a computer produced
- ✓Medical forms and photo permissions work the same way
- ✓Your terms of service stay in English, which is how they stay enforceable
Chosen per person, not per program
One dad reads the travel fee breakdown in French. The trainer beside him reads hers in English. The bookkeeper runs the admin screens in Spanish. Same building, same evening, and every invoice, notice, and screen follows each person's pick.
- ✓Every notice you send arrives in the reader’s language, from one message you wrote once
- ✓Right to left languages are laid out properly, not bolted on
- ✓The language shows on the account before anyone dials, so the call starts in the right one
Cadence has the languages academies actually need. Nineteen and counting at launch.
Marketing that runs off your own roster data
An academy that pays for an email platform on the side is paying twice. This section is the reason to stop.
Unsubscribed parents still get invoices
Opting out of promo email removes promos, nothing else. Invoices, weather closures, and schedule changes keep arriving, because business messages ride a separate rail.
Worth checking: when one unsubscribe kills billing notices too, the workaround is a second tool with a second bill.Emails that sound like your program
Drag and drop your own layouts with your logo and colors in place, and rewrite any automatic message until it reads like your program wrote it.
The lead list weeds itself
The mom who asked about tryouts stays a lead. The player who aged out of 17U last spring drops off. Cadence sorts it from what it already knows about both.
Trial fees that credit at enrollment
A small charge on the trial session credits toward tuition the day the player joins. A serious family loses nothing, and the free-session circuit moves along.
App notices and email at no charge
Messages through your own app and by email are included. Text and WhatsApp are ready for the night a facility closes late, and no cost lands on the family.
Trials to rosters, measured by coach
Conversion as a rate by trainer or by session hour, computed from who was on the court, not from a guess about who ran the hour.
Leaving another platform with the roster whole
Your families, enrollments, balances, and history come with you. Do it yourself with our tools, or hand it to us and we’ll do it for you.
Importer or hand-off, your pick
Run the step-by-step importer with your own hands, or send us the export from your current system and the migration comes back finished at no charge. You review it either way before families go live.
Tryout week won't bump your tier
Pricing counts actively enrolled players. The two hundred names a tryout weekend pulls in, camp guests, and clinic one-timers cost you nothing.
Worth checking: systems that price on total records treat a busy tryout like growth you owe for.Families see no added fee
Our margin lives in the processing, not in a surcharge line on a parent's checkout. What you post is what they pay.
Worth checking: some free tiers push a percentage onto the paying parent.Email is built in, not bolted on
Compose and send from inside Cadence, and edit every automatic message until it says what your office would say.
Records are dated, not overwritten
Who ran the 10U group in the winter of 2024 is a lookup, not an argument. Changes stack as dated events with nothing replaced.
One login runs the whole program
Billing, rosters, seasons, waivers, camps, and email under one roof. No exporting to a spreadsheet to get a travel season out the door.
Asked by program directors, answered
See it with your own age divisions
The demo runs on your divisions, your travel calendar, and your fee sheet, nothing canned.