Training calendar with waiting lists and payment handling for clubs

Managing payments and waiting lists manually can quickly become overwhelming when you run a sports club with popular activities. With Holdsport's training calendar, you get a complete system to handle both waiting lists and payments directly in the calendar – everything in one place, so you don't have to juggle spreadsheets and payment requests.

When an activity fills up, players are automatically placed on the waiting list and move up when space becomes available. Payments are handled securely through the system, and you get a clear overview of who has paid for each activity. This makes it easy to organize both free training sessions and paid events like camps, tournaments, and social gatherings.

Automatic waiting list management for fully booked activities

When you create an activity with a maximum number of participants, you simply activate the waiting list function. The system then automatically takes care of the rest. Players who register after the activity is full are placed in the queue and notified about their position.

The smart thing about the system is that it works around the clock. If a player cancels, the next person on the waiting list automatically moves up and receives notification via email and app notification. You don't need to keep track of who should be contacted yourself – the system handles everything while you sleep.

The waiting list also gives players peace of mind. They can see their position in the queue and get notified immediately when space becomes available. This means fewer inquiries to you as a coach or administrator, and players feel informed and included in the process.

How to use waiting lists and payments in the calendar

Set up waiting list for an activity:

• Create a new activity or edit an existing one
• Set a maximum number of participants
• Enable "Waiting list" in the activity settings
• The system automatically places players on the waiting list when max is reached
• Players automatically move up when space becomes available

Add payment to an activity:

• Enter an amount in the activity form
• Select payment recipient (club's bank account or payment recipient)
• Create different ticket types with different prices if needed
• Add extra prices for guests if relevant
• Players pay online via credit card, MobilePay, or other methods

Handle payment overview:

• See in real-time who has paid and who hasn't
• Filter activities by payment status
• Export payment overviews for accounting
• Send automatic reminders to players who haven't paid
• Only allow paying participants to register for payment activities

Combine waiting list and payment:

• When a player moves up from the waiting list, they're notified to pay
• Set a payment deadline so the spot is released if payment isn't made
• Keep track of both registration and payment in the same system

Why use automatic waiting lists and payment handling

Popular activities like training camps, workshops, or tournaments fill up quickly. Without a proper system, you end up spending hours manually managing waiting lists, answering questions about spots, and keeping track of who has paid. With Holdsport's solution, everything becomes automated.

The payment function makes it easy for both you and the players. Players can pay directly from their mobile or computer without having to remember account numbers or make bank transfers. You get notified immediately when payment is completed, and you can see the status of all payments in one place.

For clubs with many payment activities, this means a huge relief in administration. Accounting becomes more manageable, you avoid errors from manual entry, and you can always document who paid what and when. It also makes it easier to comply with rules about bookkeeping and documentation.

The waiting list system ensures that no one feels overlooked or forgotten. Everything is transparent and automatic. Players and parents can see where they stand in the queue, and they know the system is fair – the first-come, first-served principle applies consistently.

Together, these features give you a professional setup that matches the expectations modern parents and players have for digital administration. You come across as a well-organized club that has things under control, and you free up time for what you're passionate about – creating great experiences for the teams.