Industries · Sports academies
We build sports academy systems that connect trial bookings, squads, pitch and court schedules, coaches, term fees, attendance and tournaments — so every player, parent and coach works from the same record.
01Where academies lose time
Most academies run on a sign-up form, a training-schedule spreadsheet, a WhatsApp group per age group, a payment link tool and a lot of goodwill from head coaches.
What happens
Parents ask about trials on Instagram, WhatsApp and at the venue. Trials are added to a coach's phone, and nobody follows up after the child has played.
What it costs
Children who loved their trial never sign up, and the academy has no idea which trials, venues or campaigns turn into paying players.
With one system
Every trial request is booked into a real session with the child's age and level, assigned to a coach, and followed up with an offer the same day.
What happens
Players move between age groups and levels, siblings train at different times, and the head coach rebuilds the squad sheet every term.
What it costs
Sessions that are over-full or half-empty, coaches unsure who should be on their pitch, and parents told different things by different people.
With one system
Each player belongs to a squad with a level, coach and session times. Capacity per squad is visible, and moving a player updates the schedule and the parent.
What happens
Facility slots are rented from schools or venues and tracked in a calendar; when a booking moves, coaches and parents hear about it on WhatsApp.
What it costs
Two squads arriving at one pitch, sessions cancelled at the last minute, and hire costs paid for slots that weren't used.
With one system
One schedule by venue, pitch or court and time. Coaches, squads and facility bookings stay in sync, and changes notify the right families once approved.
What happens
Term payments, monthly plans, sibling discounts and kit orders are tracked against a list of names, and attendance is a paper register.
What it costs
Players training for weeks on an unpaid term, disputes about missed sessions and make-ups, and coaches pulled into chasing money.
With one system
Fees come from each player's plan, with make-up credits, sibling discounts and kit orders on the same record — and coaches see paid status at a glance.
What happens
Squad lists for tournaments are collected by message, fixtures are shared as screenshots and results are posted wherever someone remembers.
What it costs
Late entries, players missing from squad lists, parents asking for kick-off times and no record of how each team performed.
With one system
Tournaments have entries, squad selection, fixtures and results in one place, with parents seeing the details for their child's team only.
02Academy platform preview
Switch between the screens an academy manager, head coach and administrator would use every week. Every screen is designed per academy in discovery.
Illustrative interface with sample data — your system is designed around your sports, venues and age groups.
Illustrative demo · sample dataSeen enough to picture your own academy on it?
Build your academy system03Solutions
More trials become players
Trial requests from every channel are booked into real sessions by age and level, with coach feedback recorded after the trial and an offer sent the same day.
More trials become players
Trial requests from every channel are booked into real sessions by age and level, with coach feedback recorded after the trial and an offer sent the same day.
Not every academy needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI in your academy system works on its own records — trials, squads, schedules, fees and fixtures. It drafts, plans and summarises; your coaches and staff decide.
AI here handles administration only. It never makes safeguarding, medical, injury or team-selection decisions — those stay with your coaches and designated safeguarding lead. It doesn't message children, and every message to parents or change to fees is approved by staff first.
Lists each child with the coach's trial notes and the squads with space at times that suit the family, and drafts the offer for the admin team to check and send.
Finds the affected sessions, suggests other pitches or times with approved coaches available, and drafts the parent notices. The schedule only changes once a manager approves.
Compares current squads, coach recommendations for moving up and waitlists against capacity, and suggests where a new session would help. The head coach makes the call.
Lists them with their plan, amount due and sessions attended, and drafts polite reminders with payment links for the office to review.
Builds the list from the squad the coach selected, flags missing consents and medical forms, and drafts the fixture details for parents.
Answers from your own trial and sign-up records with the figures and the families behind them — without exporting anything.
05A day with ORCHESTR
An illustrative day — every system is designed around how your team actually works.
06Integrations
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
07How we build your system
08Why it matters
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
09Possible use cases
Examples of what we could build — not completed client projects.
Squads by age group across school and club venues, with hired pitch slots, coach rotas and parent notices managed from one schedule.
Families with children in different sports see one account, one invoice and one schedule, with sport-specific levels and coaches behind it.
Lessons by lane or court and level, with progress badges, make-up lessons and term-end moves between levels.
Team registration, fixtures, results and standings for tournaments the academy runs, alongside the weekly training operation.
Running today
For WeSports, ORCHESTR built a tournament platform covering team registration, team and player records, fixture generation, results entry and automatically updated standings.
01 / 01Sports Tournament Platform
From registration to standings, without the paperwork.
FAQs
Education & organisations
Often, yes. If your booking or club app has an API or exports, we can build the parts it doesn't cover — trials, squads, coach rotas, tournaments or reporting — around it. In discovery we'll tell you honestly whether keeping it or replacing it makes more sense.
Yes. Venues and their pitches, courts or lanes are set up with the slots you've hired and what they cost, so the schedule reflects what you actually have each week — including closures and holiday changes.
Yes, through the parent app or your website, against real capacity. You decide what's bookable directly and what needs approval, such as moving up a level or joining an elite squad.
Access is role-based and enforced on the server: coaches see their squad's attendance and the medical notes they need, parents see only their own children. Photo, travel and tournament consents are recorded per child. Hosting and retention are agreed in scoping.
No. Coaches select squads and decide levels. AI drafts messages, checks capacity and prepares lists from the decisions coaches have already made, and it never makes safeguarding, medical or injury judgements.
Yes — team registration, fees, fixtures, results and standings can sit alongside your weekly training. ORCHESTR has built a tournament platform of this kind before, for WeSports.
The system records each coach's sessions and hours delivered, which can feed payroll or freelancer payouts as a report or export. Payments themselves are made through your existing payroll or banking.
Usually, from spreadsheets or your current app's export. We agree what moves — players, families, squads, fee balances — clean duplicates and run a test import before launch.
It's quoted after a discovery call, based on the modules, number of venues and sports, apps and integrations you need. Hosting and support are agreed separately and in writing.
Start here
Tell us how a training week runs today. We'll come back with how one system could connect your trials, squads, venues, coaches and families.
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