For Club Admins
Getting started as a club admin
Several teams, several coaches, families to bill. Here's the order to set things up so money and rosters are right from the first month.
About 25 minutes
The club level of Beyond the Blocks: every team and coach under one organization, Stripe Connect so dues and meet fees go straight to the club's bank, and an org-wide view of attendance and results.
Your first 25 minutes
In order. Pause and come back any time.
- 01
Create the organization
Sign up as a coach or club admin. The wizard creates the club, its time zone, and its first teams. Everything in the club runs on that time zone: dues days, meet reminders, and the daily digests.
- 02
Add every team and its course
One team per training group. Set each team's course so practice times and predictions are recorded in the right pool. Each team gets its own invite code.
- 03
Invite your coaches
Coach accounts are free. Assign each coach to the teams they run; they see those teams and nothing else. The org admin sees everything.
- 04
Connect Stripe
Admin, Connect Stripe. Stripe's own onboarding opens; it takes about five minutes and we never see your bank or tax details. From then on every charge settles to the club's account. Beyond the Blocks adds no fee on top of Stripe's processing.
Connecting Stripe →You'll know it worked when
Admin shows Stripe connected.
- 05
Set monthly dues
Amount and billing day, 1 through 28. Each family on the active roster is invoiced on that day, on the club's calendar. Families with a saved card are charged; the rest get an invoice they can pay from Billing.
Monthly dues → - 06
Load the rosters
A CSV per team, or one file with a team column. Birthdates and USA Swimming IDs where you have them, parent emails for anyone under 13. Swimmers 13 and up join with their team's code; you can also send invites from each roster row.
You'll know it worked when
Each roster shows who has signed up and who hasn't.
What each part does
Billing that isn't ours
Dues, meet fees, and anything else you charge go through the club's Stripe account to the club's bank. We take 0% of it; we make our money on the subscription. Receipts go to families automatically and every invoice is visible to them.
Read the full guide →Dues on autopilot
Set once. Runs monthly on your day, in your time zone. Set a family's dues to $0 to exempt them. Failed cards are retried by Stripe and the invoice stays open for the family to pay by hand.
Read the full guide →Meet fees
Coaches enter swimmers, parents approve, the coach confirms and charges. Per-family totals are calculated from the entries and the meet's fees. The SD3 entry file exports with one tap.
Read the full guide →Results import
After a meet, a coach uploads the SD3, CL2, or HY3 file from the host. Official times, splits, and places land on your swimmers; personal bests update; USA Swimming IDs are filled in for anyone missing one. Re-importing the same file is safe.
Read the full guide →The org view
Attendance and results across every team, which rosters are growing, and a Monday digest to each coach with their team's week.
Your data is yours
Admin has an export of the club's data: rosters, attendance, practice times, results, invoices. Take it whenever you like.
Event Specialized Training
A $15 per swimmer per month add-on for swimmers who need an individual plan around the team's. A coach sets the swimmer's events and level, the AI drafts the week, the coach approves. It only generates once the swimmer has a meet result in their event or three timed practices on file, so plans rest on data.
Common questions
Related guides