Getting Started as a Club Admin
You run a multi-team organization. Here's how to set up your club, connect your billing, and get every coach and family operational — in about 30 minutes.
Beyond the Blocks handles everything a swim club needs in one place: multi-team management, coach accounts, athlete rosters, Stripe billing for dues and meet fees, meet entries, and organization-wide communication.
Your first 30 minutes
Follow these steps in order. You can pause and come back anytime.
- 1
Book a 15-minute setup call (or sign up directly)
If you'd like us to walk you through this, book a call at /teams and we'll have your roster, coaches, and billing live by the end of the week. Prefer to do it yourself? Keep reading — we'll walk you through every step.
- 2
Create your organization account
At beyondtheblocks.io, tap 'Get Started Free' and pick 'Club / Organization'. Enter your club name, your role (head coach, director, operations), and your preferred billing email. You'll set up teams and Stripe in the next steps.
You'll know it worked when
Your org name appears at the top of the dashboard.
- 3
Invite your head coaches
Go to Admin → Coaches → Invite. Add each coach's name, email, and the teams they manage. Coach accounts are free. They get an email, set their password, and land in their own dashboard already wired to your org.
- 4
Connect Stripe for billing
Go to Admin → Billing → Connect Stripe. This opens Stripe's standard onboarding flow — we never see your banking details. Takes about 5 minutes. When you finish, money flows directly to your club's bank account and BTB takes a 2.5% platform fee on charges.
Full Stripe Connect guideYou'll know it worked when
Your Admin page shows a green 'Stripe Connected' badge.
- 5
Set your monthly dues
On the Admin page, set your monthly dues amount (in dollars) and your billing day (1–28 of the month). Every family on the active roster will be charged automatically on that day. You can exempt specific families, pause charges, or run one-off charges any time.
How monthly dues work - 6
Import your roster
Go to Athletes → Bulk Upload. Paste names, parent emails, team assignments, and USA Swimming IDs (if available). Each athlete gets an invite email. Parents of under-13 athletes get a family invite instead. When SWIMS goes live in June 2026, every USA-registered athlete gets their full meet history auto-imported overnight.
How SWIMS import worksYou'll know it worked when
Your Athletes tab shows the full roster with 'pending' tags next to unclaimed invites.
Key features, explained
Multi-team management
Organize athletes into teams by age group, training level, or season. Each team has its own roster and workout schedule. Coaches are assigned to specific teams and only see what they need. The org admin sees everything.
Stripe Connect billing
Your club's own Stripe account settles charges directly to your bank — we never hold your money. The 2.5% BTB fee is visible on every transaction, so you always know exactly what your club cleared.
Read the full guideMonthly dues automation
Set dues once and Beyond the Blocks charges every family on your billing day. Failed cards retry automatically, families get email receipts, and parents can see every invoice (paid or open) in their own dashboard.
Read the full guideMeet fee calculation and billing
Declare meet entries and BTB auto-calculates per-family fees from the entry count. Review the breakdown, click charge, and Stripe runs the cards. Families see the breakdown before being billed.
Read the full guideOrg-wide communications
Email every family in your organization, all parents only, a specific team, or one individual — from one compose screen. Preview-to-me before sending. Every send is logged with recipient counts.
The org dashboard
Cross-team attendance trends, performance metrics, and team health in one view. See which teams are growing, which meets need more entries, and which coaches are hitting their numbers.
Coach approval workflows (Elite Programming)
Flag athletes for individualized event-based training. The AI generates programming around their strokes, events, and energy systems — your coach reviews and approves before the athlete sees it. Optional $15/athlete/month add-on.