Getting paid

Card payments, what you can sell, discount codes — and where the money actually goes.

Where the money goes

Worth understanding before anything else, because it explains why setup looks the way it does.

Your players pay YOU, not CoachOS. Payments land in your own Stripe account and settle to your bank on your schedule.
CoachOS takes no cut of what you charge. We charge you a monthly subscription for the software and nothing else.
That means the prices, the packages and the discounts are all yours to set. We never see the money.

Turning on card payments

Settings → Plan & Billing → Taking payments from players.

1Click "Set up card payments". This opens Stripe, who handle the card side.
2If you already have a Stripe account, use "I already have a Stripe account" instead and sign in — no second account, no verifying yourself twice.
3Fill in Stripe's form: your business details, a bank account for payouts, and ID. Stripe requires this by law before anyone can take card payments.
4You will come back to CoachOS automatically. When Stripe has finished checking, the payment options appear.

Stripe usually approves within minutes but can take a day. Until it does, the selling options below stay hidden — that is Stripe still checking, not something you have missed.

You do not have to take cards at all

Plenty of coaches take cash in the bay and mark it off in the diary. That works perfectly and always will.
Every booking can be marked paid, still to pay, free, or paid from a credit.
Turn cards on later if you want to — nothing you have already done changes.

What you can sell

All of it is set up in Settings, and all of it is yours to price.

Single lessons — booked for a time, paid at booking or in person.
Lesson passes — several lessons bought at once, usually cheaper each. Settings → Lesson types, set "lessons included" above one.
Group sessions, packages and courses — drop-ins, blocks of sessions, or a whole run booked in one go.
Swing reviews — a player sends a swing from the app and you review it. Settings → Plan & Billing → Swing reviews.

Swing reviews are your product

A player films a swing on their phone and sends it in; you draw on it, talk over it, and send it back. You set what that is worth.

Add a single price — one review, one payment.
On Pro you can add packs: five reviews for £40, whatever suits. Players see the price each so the saving is obvious.
On Academy you can offer a monthly plan.
Set nothing and the app simply tells your players you do not sell reviews. Nothing breaks.

Review credits are held against YOU, not against CoachOS. A player who works with two coaches has a separate balance with each — which is the only thing that makes sense when the money goes to a named coach.

How long credits last

Passes, packages and review credits can expire. You decide how, on each product.

Use within — a number of days from when they buy. "Six months to use these."
Expires on — a fixed date, whoever buys and whenever. "Winter package, all done by 31 March."
Set both and whichever comes first applies, which covers "six months, and in any case not past the end of the season".
Leave both blank and the credits never expire.

Whatever you set applies from the moment someone buys. Changing it later affects new purchases only — people who already paid keep the deal they were sold.

Changing what you offer

Products are archived, never deleted. Settings → Lesson types → Archive, or Retire on a review package.
Archived products disappear from what players can buy, immediately.
Anyone holding credits keeps them and can still use them. That is deliberate — they paid for them.
So swapping a 5-lesson pass for a 6-lesson one is just: archive the old, add the new.

Discount codes

Settings → Plan & Billing → Discount codes.

1Click "New code" and type the code your players will use — WINTER25, for instance.
2Choose a percentage off or an amount off.
3Choose which of your products it works on. This is required, and it matters: a code that covers everything also comes off your most expensive package.
4Optionally cap how many times it can be used, or set it to expire after a number of days.

Players type the code at checkout and see the discount before they pay.
The discount comes out of your takings, because it is your price.
Codes can be turned off but never deleted — someone may already have used one, and it is part of their receipt.

What Stripe charges you

Stripe take a processing fee on each payment. It is theirs, not ours — CoachOS adds nothing on top.
The rate depends on the card: a UK debit or credit card is cheapest, business cards cost more, and Amex or overseas cards more again.
Your exact rates are in your Stripe dashboard under Settings. Worth a look before you set prices, so you are pricing on what you actually receive.

Stripe normally keeps its fee even when a payment is refunded, so a refunded lesson costs you the fee rather than nothing.

Refunds and problems

Refund from your own Stripe dashboard, the same as any other payment you take.
Cancelling a booking a player paid for offers to refund it — you choose.
If a slot is taken while someone is paying, they are refunded automatically and told why.