Taster to Member Flow

The taster flow is how new members discover your club. A parent signs up for a taster session online, the child attends, and after the session you assign them to a team. Here's the full journey.

Step 1: Create a taster session

1. Go to Sessions → Create Session
2. Set the type to Open (this is the type for taster sessions)
3. Fill in the title, date, time, venue, and optionally a price
4. Set a capacity if you want to limit numbers
5. Save the session

Open sessions are public by default, so a unique signup link is created automatically (e.g. kolva.club/s/u8-taster-april-lq3x7k). Copy it as soon as you save the session.

Step 2: Share the link

Share the signup link on your social media, website, or send it directly to interested parents. Anyone with the link can access the signup form — no account needed.

Step 3: Parent signs up

The parent fills in the online form with:

• Child's name and date of birth
• Parent's name, email, and phone
• Optional medical information (with consent checkbox)
• Terms acceptance

If the session has a price, they pay by card, or by bank if your club has GoCardless connected as well. Free sessions go straight to the confirmation page.

What happens behind the scenes

When a parent signs up:

• A Parent account is created (or the existing one is reused if the email matches)
• An Athlete is created with Prospect status
• An Attendance record is created for the session
• A confirmation email is sent with the session details

The confirmation page the parent sees afterwards has an "Add to Calendar" button, so they can save the session to their calendar.

Step 4: The session happens

On the day, the coach marks attendance as normal. Prospect athletes appear in the attendance list alongside regular team members.

Step 5: Process attendees

After the session, the admin processes the taster attendees:

1. Open the taster session's detail page
2. Click Process Attendees (this button appears when there are prospect athletes)
3. For each prospect, you see:
   • The athlete's name and age
   • Suggested team based on their age vs your team age ranges
   • Other available teams in a dropdown
   • An option to mark as inactive (with a reason)
4. Assign each athlete to a team or mark as inactive
5. Leave Send welcome emails to assigned athletes' guardians ticked if you want the parents emailed
6. Click Process N Athletes (the button shows how many you have assigned)

What assignment does

When you assign a prospect to a team:

• Their status changes from Prospect to Active
• A team link is created
• If the team has a monthly fee, the athlete has a primary parent, and monthly billing isn't already running for that team, a monthly fee payment is created, due on the first of next month
• If the welcome email box is ticked, a welcome email with the team details goes to the parent

If monthly billing is already running for the team, the athlete is picked up by that instead, and no separate payment is created here.

If a parent hasn't had your club's welcome email yet, they aren't sent the team welcome email: they get the club welcome instead once you've sent club welcomes from the dashboard, and nothing until then, while the athlete is still assigned and billed as normal.

Tips

• You can run multiple taster sessions for different age groups simultaneously
• The public signup page shows your club branding (logo, colours)
• Prospects who aren't assigned can be processed later, but not for ever. Kolva is set up to warn admins about prospects who never join after about six months and to remove them after about nine
• The AI can help: "Create a taster session for ages 5-7 next Saturday at 10am"