Registration that fills the register
A term is a course with its dates and capacity. Parents register online, see every date before they pay, and each registration lands straight in the weekly roll.
Built for Kids Activity Clubs
Kids activity club software for registration, billing and rolls
Parents register every child online, term fees bill themselves, and the roll is on the coach’s phone. One system for your families, classes, camps and payments.
A club’s admin is a list that keeps drifting
Who is enrolled, who has paid, who has a signed waiver, who has an allergy, and who is on the waitlist for Tuesday. Most clubs keep that across a registration form, a payments tool, a spreadsheet and a group chat, and every term someone spends a weekend reconciling them.
In Cultcha it is one list. A parent registers a child for a class, and that one registration is the payment, the waiver, the place in the roll and the contact for every message about the class. Nothing is copied from one tool to the next.
For clubs that run by the term
Sport and movement
Gymnastics, swimming, martial arts, climbing, multisport and ninja classes.
Creative
Dance, drama, music, art and coding clubs that run by the term.
After school and holiday programs
Weekly after-school clubs, school-holiday camps and one-day workshops.
What an activity club needs
Registration and billing built around terms, parents and coaches, not around a shop counter.
One parent account, every child
Each child sits under their parent with their own classes, waiver, medical notes and allergies. A parent registers two children for three clubs in one checkout.
Billing that matches the term
Charge the term upfront, split it across the weeks, or bill a recurring membership. Sibling and multi-class discounts apply on their own. A late starter pays only for the weeks left.
Waivers, consent and medical details
Signed once by the parent, stored against the child, with photo and media consent and emergency contacts collected in the same form.
The roll on the coach’s phone
A coach opens today’s class, marks who came, and sees allergies and notes for the children in front of them. Access is limited to what the coach’s role allows.
Camps and holiday programs
Sell a five-day camp or single days of it, with a cap per day and a waitlist when it fills. Sibling prices are rules, not manual edits.
Keeping parents in the loop
A branded app for parents, with reminders before each session and an important update to every parent when a class is cancelled or moved. Email campaigns go to segments, such as last term’s families who haven’t re-enrolled.
A term, end to end
01
Before the term
Publish next term’s classes. Last term’s families get an email with a link straight to re-enrolment, and the early registrations fill the register before the website goes up.
02
Week one
Coaches take the roll on their phones. A child without a signed waiver shows as unsigned, and the parent gets the link to sign it.
03
Mid-term
A failed payment retries on its own schedule, a late starter joins and pays for the weeks left, and a waitlisted child gets the place a family gave up.
Why clubs move to one system
- One list of families, children, classes and payments, instead of a booking form, a spreadsheet and a group chat
- Rolls that come from the registrations, so nobody retypes names into an attendance sheet
- Medical notes and allergies with the coach, not in a folder at the office
- Re-enrolment campaigns aimed at the families who haven’t come back yet
- Payments straight to your own Stripe account at Stripe’s rates, with no markup from us
- Reports by class, term and venue: who’s enrolled, who’s paid, and how full each class is
Frequently asked questions
What is kids activity club software?
Software that runs the admin of a term-based children’s club in one place: online registration, parent accounts with each child, term or recurring billing, waivers and medical details, class rolls, waitlists, and messages to parents. Cultcha also includes a POS for uniforms, merchandise and casual sessions, and a branded app for parents.
Can parents register several children for different classes at once?
Yes. A parent adds each child once, then registers any of them for any class or camp in the same checkout, signing waivers and paying in one step. Sibling and multi-class discounts apply automatically as price rules.
How do term fees and instalments work?
A term can be charged upfront, split into weekly or fortnightly instalments, or run as a recurring membership. Billing follows the term’s own start and end dates, a child who joins late pays for the weeks that remain, and a failed card payment retries on a schedule you set.
Can we run school-holiday camps and one-off workshops too?
Yes. A camp can be sold as the whole week or by the day, each day with its own capacity and a waitlist. One-off workshops and trial classes are sessions in the same calendar as the term classes.
Do coaches need their own logins?
Each coach signs in with their own staff account and a role that limits what they see, such as today’s classes and their rolls, without payments or reports. They can use any phone or tablet.
Can we message parents about cancellations and new terms?
Yes. Parents who use the app get push notifications, including important updates such as a cancelled class, which reach every parent with notifications on. Email campaigns can go to a segment, for example families enrolled last term but not this one.
Can we move our families across from another system?
Yes. Families, children and memberships can be imported, and parents can then save a card themselves from the app. Do it yourself for free with the import tools, or have us run an assisted migration.
Open registrations for next term
Set up your classes and term fees, and take your first registration today. Free to get started, with no credit card and no sales call.