Managing Subs & Payments
Prerequisite: Subs & Payments module must be enabled — see Optional Modules Overview
Overview
The Subs & Payments module turns Squadd into a lightweight payment tracker for your team. You can record monthly subscriptions and one-off charges (kit, tournaments, presentation nights), and mark individual players as paid or outstanding.
Squadd does not move any money. It is a record-keeping tool — collect payments however your team currently does (bank transfer, cash, standing order), then mark them as received in the app.
Enabling the Module
Subs & Payments is off by default. To enable it:
- Go to Settings → Optional modules
- Toggle Subs & payments on
A Payments tab will appear in the Settings area for you to configure.
Setting Up Monthly Subs
Before you can track monthly subs, you need to tell Squadd your subscription details.
- Go to Settings → Subs configuration
- Set the monthly amount (in pounds)
- Choose the billing day — the day of the month when subs are due (1st–28th)
- Optionally toggle Show balances to parents — when on, each parent sees a "Subs due: £X for [month]" prompt for their own child's outstanding subs. They don't see the team's overall collected total or other players' statuses.
Tap Save to confirm.
💡 The monthly amount is a single figure for the whole team. If you run multiple sides under one Squadd team, they share the same subs amount — there's one price across all sides, not a separate charge per side.
📸 [Screenshot: Subs configuration screen showing amount, billing day, and parent visibility toggle]
Tracking Monthly Subs
Opening the subs tracker
- Tap Payments (in the bottom navigation or via Settings)
- Tap the Monthly Subs card at the top
You'll see the current month's subs status — a list of all active players, each showing whether they've paid this month.
Changing months
Use the ◀ ▶ arrows at the top to move between months. Squadd generates a subs record for each player for each month automatically — you don't need to set up individual months manually.
Marking a player as paid
Tap any player's row to toggle their status between Paid and Unpaid. Paid players show a green checkmark; unpaid show a grey circle.
The summary card at the top shows:
- How many players have paid
- The total amount collected
- The outstanding amount in red
Marking everyone as paid
Tap Mark all paid to mark every player in the current month as paid in one go. Useful at the end of the month once you've reconciled all bank transfers.
Adjusting a single player — change amount, skip a month, exempt
Long-press a player's row (coach or team admin only) to open the quick-actions sheet:
- Change amount… — set a different amount for that player for that month only (e.g. a half-month joiner or sibling discount). The team-wide default is unaffected.
- Skip [month] — remove the player from that month only. They'll be included as normal in future months. Only available while the row is unpaid.
- Exempt from subs — for players who never pay subs (e.g. coaches' children). They're skipped every month from then on, and any unpaid months are cleared. Payments already marked paid are kept as your record.
Exempt players are listed at the bottom of the subs tracker under Exempt from subs — tap Include there to bring one back in; they're added straight back into the month you're viewing.
Adding missing players to a month
If a player has no record for the month on screen — they joined after the month was opened, or you skipped them and changed your mind — an Add [player] to [month] button appears under the player list. Tap it to add them at the team's standard amount.
One-Off Charges
Use one-off charges for anything outside of regular subs — kit, tournament entry, presentation evening tickets, match fees.
Creating a charge
- Go to Payments
- Tap the + button
- Fill in the charge details:
| Field | Required? | Notes |
|---|---|---|
| Title | Required | e.g. "Tournament entry — May", "Kit money" |
| Amount per player | Required | In pounds; the same amount is applied to each selected player |
| Due date | Optional | Shows as overdue in red if unpaid past this date |
| Notes | Optional | Additional detail shown on the charge detail screen |
| Players | Required | All players selected by default; deselect any who don't owe this charge |
- Tap Create charge
Squadd creates a payment record for each selected player. The charge appears in the Payments screen immediately.
💡 Linking a charge to a fixture: From a fixture detail screen, tap Add charge to create a charge that is automatically linked to that match. The charge title is pre-filled with the fixture details.
Tracking a charge
Tap any charge on the Payments screen to open its detail view. You'll see:
- A summary card — amount per player, total collected, total outstanding
- A per-player list — Unpaid players shown first (red), Paid players listed below (green)
Tap a player's row to toggle their payment status between paid and unpaid.
Deleting a charge
From the charge detail screen, tap Delete charge and confirm. This removes the charge and all associated payment records.
What Parents Can See
Whether parents can see payments depends on your settings:
Monthly subs: Controlled by the Show balances to parents toggle in Subs configuration. When on, each parent sees a "Subs due: £X for [month]" prompt covering their own child's outstanding subs for the current month. They do not see the team's overall collected total or any other player's payment status.
One-off charges: Parents can see a list of active charges, the amount due, and whether they have been marked as paid. They cannot mark themselves as paid — that is always done by the coach.
Parents cannot create or modify any charges or subs records.
Frequently Asked Questions
Does Squadd collect payments directly?
No. Squadd is a record-keeping tool only. Collect payments via your existing method (bank transfer, cash, standing order) and then mark them as received in the app.
Can I track subs in currencies other than GBP?
GBP is the default. The currency is set at the team level. Contact support@squadd.co.uk if you need to change the currency.
What if a player joins mid-season — do I need to create their subs records manually?
Mostly no. New months automatically include every active (non-exempt) player. For a month that was already open before they joined, an Add [player] to [month] button appears under the player list — one tap adds them.
Can I set different subs amounts for different players?
Yes, per month: long-press the player's row and choose Change amount…. The team-wide figure in Subs configuration stays the default for everyone else. For players who never pay at all (e.g. coaches' children), use Exempt from subs instead.
Can I add a note to an individual player's payment?
Notes can be added at the charge level (visible to all who view the charge), but not per individual player's payment status.
Will parents receive a notification when a payment is due?
Yes. Squadd sends automatic reminders: a "subs due" push to the guardians of any players still marked unpaid on the monthly billing day, and a reminder roughly 2 days before a one-off charge's due date. You can also post a reminder in the team newsfeed if you want to chase further.