Getting Started
How long does it take to set up?
Under 20 minutes for self-service onboarding. Enter your club name, pick your brand colour, connect Stripe, and your portal is live. You can start inviting parents immediately.
Can you set the club up for me?
Yes. Our white-glove onboarding is £600 one-off and includes a 1:1 kickoff call, branding & logo setup, Stripe Connect assistance, CSV import of existing players, training for your admin team, and a 30-day hand-holding period. Ideal if you're short on time or migrating from another platform.
Do I need any technical knowledge?
Not at all. If you can use WhatsApp, you can run AcademyOS. The dashboard is designed for busy club volunteers, not IT professionals.
Can I import my existing player data?
Yes, with our help. Send us your full player data as a spreadsheet and we'll bring it into AcademyOS for you, at no extra cost. This is part of white-glove onboarding.
What if I already use TeamSnap / Heja / Pitchero?
Moving from another platform isn't part of our standard setup. If you can download your player data from your current tool, send it to us and we'll bring it in as part of white-glove onboarding. If you'd like us to collect the data from your old platform for you, that's a one-off £300, and we'll check with you first what's possible.
Payments & Billing
How does AcademyOS billing work?
AcademyOS is £69/month plus a one-time £249 setup fee. No contract — cancel anytime from your dashboard. The first month's subscription is charged alongside the setup fee at onboarding.
How do parent payments work?
Parents pay by card (Visa, Mastercard, Amex) through Stripe. All payments land directly in your academy's bank account.
What fees do parents pay at checkout?
None. Parents pay exactly the price you set — nothing is added at checkout. Stripe card processing (1.5% + 20p) and the AcademyOS platform fee (3%) come out of that amount, so on a £150 registration about £143.05 reaches your club.
Does AcademyOS charge per parent or per transaction?
We charge the flat £69/month subscription plus a platform fee of 3% on every payment (1.5% on a payment of £1,000 or more), taken from the payment rather than added to it. Parents are never charged a separate fee.
Can I offer payment plans or instalments?
Yes. You can set up term payments, monthly subscriptions, or one-off session fees. Automated reminders chase late payers so you don't have to.
Branding & Customisation
Will parents see the AcademyOS brand?
No. The parent portal is fully white-labelled with your club name, your colours, and your logo. AcademyOS runs invisibly behind the scenes.
Can I use my own domain?
Coming soon: use your academy's own web address, as a paid add-on. Today every academy gets youracademy.academyos.co.uk.
Can I customise emails sent to parents?
Coming soon: emails sent from your own domain. Today every email is sent from academyos.co.uk, with your academy's name as the sender and replies going to you.
Security & Data
Is my data safe?
Yes. We use Supabase (built on PostgreSQL) with row-level security, encrypted at rest and in transit. Your club's data is fully isolated from other clubs on the platform.
Are you GDPR compliant?
Yes, we are GDPR compliant. AcademyOS is built to UK GDPR: a data protection impact assessment, records of processing, retention controls, and a Data Processing Agreement with every academy.
Who can access my club's data?
Only your authorised coaches and admins. Each coach gets role-based access. Parents only see their own children's data.