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 Taster
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

A unique public signup link is automatically created (e.g. kolva.club/s/u8-taster-april).

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're redirected to Stripe to pay. 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 session details and an iCal download

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 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
   • Option to mark as inactive (with reason)
4. Assign each athlete to a team or mark as inactive
5. Click Confirm

What assignment does

When you assign a prospect to a team:

• Their status changes from Prospect to Active
• A team link is created
• An initial payment is generated based on the team's monthly fee
• A welcome email is sent to the parent with team details
• The parent gets full access to the parent portal

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 — they stay in your system
• The AI can help: "Create a taster session for ages 5-7 next Saturday at 10am"