Run your basketball academy
Your coaches teach. Parents stay in the loop. You get paid.
Teams, attendance, progress notes, parent messages and payments in one system for the whole academy, with the right access for every person in it.
Included in every paid plan. Coaches are always free.
Illustration with invented names.
Which academy are you?
Pick yours. The example below switches to your words.
Built for basketball
Run your basketball academy. Not your back office.
Game day runs on group texts and memory. Put skills sessions, scrimmages and camp days on one schedule. Coaches mark attendance, parents see the plan, and every skill report can wait for your OK.
Under-twelve Blue, skills session
Skills session moved to the second court.
Thanks! Maya is out Thursday.
Noted. Make-up credit added to Maya's account.
Everything an academy runs on
Six parts that work together, in the order a season runs.
Teams and schedule
Build teams and rosters, plan the season and see who is coming. Parents answer RSVPs from their own account.
Attendance and make-ups
Mark attendance in seconds. Parents can report an absence in advance, and an excused absence can earn a make-up credit.
Coach app
Coaches see only their own groups. A substitute coach can cover a class for the day. No access to your money or settings.
Progress you can show
Set skill levels, then coaches add notes and photos. Turn on approval and nothing reaches a parent until you say so.
Parents' inbox
Messages and announcements in one place, with notification preferences and quiet hours. One parent can follow several children.
Payments
Fees go through your own store checkout, like any other product. The platform fee on sales applies, as on every plan.
A practice day, screen by screen
From the parent's checkout to the coach's phone
This is the real order things happen in PersonaCart. Each step names the person and the screen they use.
Parent
Buys the season. The child lands on the roster.
A parent buys your season in your own store checkout. Their child is added to the team roster for you, so nobody copies names from a form into a spreadsheet.
Illustration of the owner's team screen for a sample team, U12 Gold: a linked season product with the note that a child who is bought a season joins this team, the roster with players, parents, attendance and replies, and how each child joined, with the order number.
Product illustration, sample data Parent
Signs your waiver online
The parent signs by typing their name. Every version of your waiver is kept, so you can see who signed which version.
Illustration of a parent's phone signing a sample academy waiver for a child named Maya: the waiver text, a ticked box saying they are the parent or guardian and agree, their typed name as the signature, and a Sign waiver button.
Product illustration, sample data Parent
Fills in the safety record
Health notes, photo consent, emergency contacts and the people allowed to pick the child up. The parent keeps it current from their own account.
Illustration of a parent's phone editing a child's safety record: health and allergies the coach must know, an emergency contact, the people allowed to pick the child up, and the photo and video consent switch.
Product illustration, sample data Coach
Opens Today on a phone
Coaches have their own login with four tabs: Today, Roster, Messages and Me. They see only their own groups, never your money or settings.
Illustration of the coach's Today screen on a phone: a check-in button for the coach's own hours, the next session (U12 Gold, 4:00–5:30 PM, Court 2, 9 children, one medical alert) with Take attendance, the rest of today's sessions, and the Today, Roster, Messages and Me tabs.
Product illustration, sample data Coach
Marks attendance before the first drill
The coach marks each child on the roster. A medical alert shows on the roster row, and the coach can see who may pick the child up. Coaches also check in and out, so their hours are recorded.
Illustration of a coach marking attendance for U12 Gold on a phone: each child has a Here, Late or Excused button, one child shows a red medical alert for peanuts, one child's parent reported the absence ahead of time so it is already excused, and a Save attendance button.
Product illustration, sample data Parent
Reports an absence ahead of time
The parent marks a planned absence from their account. It is already on the coach's roster, and an excused absence can earn a make-up credit.
Illustration of a parent's phone planning a day away for a child: one practice ticked and marked excused, a note that a make-up credit will be added once the session passes, an optional reason, and a Tell the coach button.
Product illustration, sample data Owner
Fills the open spot from the waitlist
When a class is full, families join its waitlist. When a spot opens, the next family gets a timed offer to take it.
Illustration of the owner's waitlist screen: a spot offer lasts 24 hours and goes out by itself when a spot opens. In the sample class U10 Blue, the first child has an offer that ends in 18 hours, the next child is marked Next in line with an Offer this spot button.
Product illustration, sample data Owner
Approves feedback and sees the season
Coaches send feedback and photos to parents. With approval on, nothing reaches a parent before your OK. Attendance, fees and seasons come together in your reports.
Illustration of two owner screens. The Inbox To approve tab shows a coach's feedback post with a skill mark and a photo for a child, waiting for the owner to approve before the parent sees it. The Reports summary shows money in, kids signed up, how many showed up and families who owe a payment, for this month.
Product illustration, sample data
Reminders and schedule changes can also go to parents by text, through your own Twilio account, once a parent opts in. Quiet hours apply and STOP is honoured. PersonaCart does not send marketing texts.
Who gets what
Use the parts your program needs
Academy is switched on in every store. Nobody has to use all of it.
A private trainer
You usually run
Small groups and one-to-one sessions
What you will use most
Bookable sessions, payment links, a small roster with attendance, skill levels and feedback for parents
What you can ignore
Teams, coach logins, waitlists
A camp operator
You usually run
Day camps and clinics with a fixed number of places
What you will use most
Camps with capacity and a waitlist, signed waivers, the safety record with allergies and pickups, free logins for your coaches
What you can ignore
Seasons, skill levels
A club or AAU director
You usually run
Several teams across a season
What you will use most
Teams and rosters, season fees, the coach Today screen, attendance, make-up credits, parent messages, roles and reports
What you can ignore
Nothing: this is the full setup
A school coach who runs camps
You usually run
Summer and holiday camps beside the school season
What you will use most
A camp page with capacity and waitlist, waivers, the safety record, payments through your own checkout, parent messages
What you can ignore
Teams and seasons, if the camp is your only program
Academy covers one location per academy today.
What it costs
Academy is in every paid plan
Prices and fees below come straight from our live plans. Families pay you through your own checkout. PersonaCart never bills parents.
Starter
$59/month
- 2% platform fee on sales
- Coaches: free, no seat used
- No staff seats
- Up to 50 active children
Pro
$149/month
- 0.5% platform fee on sales
- Coaches: free, no seat used
- 4 staff seats
- Up to 200 active children
Scale
$299/month
- 0% platform fee on sales
- Coaches: free, no seat used
- 14 staff seats
- No limit on children
91 things you get on every plan
See all 91- Selling
- Unlimited products · Payment links · Memberships and subscriptions · +10
- Storefront and editor
- Your own website · Premium templates · Blog · +5
- Academy and programs
- Teams and classes with rosters · Sign-up fills the roster · A Today screen · +18
- Bookings and payments
- Unlimited bookings · Capacity and waitlists · Recurring classes · +11
- Customers and email
- Customer list and segments · Lead forms · Import your email lists · +6
- Courses
- Quizzes · Certificates · Drip lessons · +2
- Pie and AI
- Pie, your assistant · You stay in charge · AI page builder · +1
- Data and privacy
- Import from where you are now · Keep your members’ cards · More importers · +10
- Support
- Help center · Guided tours in the app · Help from our team · +1
Stripe's own card processing fee is added on every card payment.
See full pricingPrivacy and children's data
What we store about a child, and who can see it
Parents of young players ask this first. Here is the plain answer, without badges.
What is stored
- Parent name, email and phone
- Child name and date of birth
- Health notes, photo consent, emergency contacts and authorised pickups
- Attendance, skill levels and coach feedback
- Signed waivers, with the version each parent signed
- Orders and payments. Card details are handled by Stripe.
Who can see it
- A parent: Only their own children.
- A coach: Only the children in their own groups. Parent contact details only if you allow it. No payments, orders, billing or settings.
- You and your admins: Everything in Academy.
- A support seat: Customers and orders, but no Academy screens.
Export and delete
- You can export your customer data at any time.
- You can delete a customer's data.
- Parents can export or delete their own account data themselves. Deletion has a grace period.
A data processing agreement and a list of sub-processors are coming in the next release.
Moving over
Leave the spreadsheet, TeamSnap or SportsEngine behind
Bring your families in with one file. You do not retype anyone.
From a spreadsheet or Google Sheet
The families import takes one row per child: parent name, email and phone, plus the child's name, date of birth, allergies and notes. Brothers and sisters who share a parent email go under one family. Nobody is emailed during the import, and an import can be undone.
From TeamSnap, SportsEngine or another tool
Export your families as a spreadsheet (CSV) from the tool you use now, then bring it in with the same families import. There is no direct connection to those tools.
Your store and courses
Shopify, WooCommerce and Squarespace stores, and Thinkific or Kajabi courses, have their own importers.
Mailchimp audiences, Mindbody client lists, Wix products, Calendly event types and Linktree pages can be imported too.
How importing worksAcademy at a glance
One system, three kinds of people
What each of them gets on day one.
Owner
- Teams, rosters and the season schedule in one place
- Choose what each seat can do: owner, editor, viewer, coach
- Approve progress notes before a parent sees them
- Assign coaches to groups and arrange cover
- Fees go through your own store checkout
Coach
- The coach app shows only your own groups
- Take attendance in seconds
- See planned absences and make-up credits
- Set skill levels, add notes and photos
- Cover a class for the day as a substitute
Parent
- One family account for every child
- The schedule, with a yes or no on each session
- Tell the academy about an absence in advance
- See your child's level and the coach's notes
- An inbox with announcements and quiet hours
The right access for everyone
Roles and permissions are part of Academy, not an add-on. This is what each seat can do today.
Owner and admin
Can
Everything in Academy: the parents' inbox and alerts, approving progress notes, assigning coaches and cover, switching Academy on or off.
Cannot
—
Editor
Can
Review and approve progress notes, edit skill levels, change Academy settings.
Cannot
Read the parents' inbox, send alerts, assign coaches or arrange cover.
Viewer
Can
Look at the attendance report and Academy settings.
Cannot
Change settings, read progress notes or the parents' inbox.
Support
Can
Customers, orders, conversations, invoices and payment links.
Cannot
Open Academy screens, issue refunds, see revenue or change settings.
Coach
Can
Their own groups: attendance, progress notes with photos and messages to parents. Parent contact details and other groups only if you allow it.
Cannot
Reach payments, orders, billing or settings.
Parent
Can
Their own children: schedule, progress, messages and planned absences.
Cannot
See anyone else's child.
Online store
A full store beside the academy
Every plan includes the store. Families pay fees through its checkout, and you can sell more than fees.
Products
Gear, apparel and anything physical or digital, each with its own page.
Courses
Lessons families follow at home, at their own pace.
Memberships
A recurring plan for a club, a class pass or members-only content.
Bookings
Sessions and camps people reserve online.
The store and the academy tools are separate parts of one account. See plans
Not included yet
What PersonaCart does not do today
So nobody signs up expecting it.
- Tournaments, brackets and game scores
- Film review and video breakdown
- Marketing text messages
- Background-check tracking for coaches
- More than one location per academy
- Two-way calendar sync (bookings send calendar invites)
Questions academy owners ask
Who is Academy for?
Sports academies, clubs and skills trainers who run teams and classes for children, and want one place for the roster, the register and the parents.
What do parents see?
Only their own children: the schedule, attendance, progress notes (after your approval, if you switch that on), messages and announcements. One parent can follow several children with one login.
Can coaches see my money?
No. A coach account has no access to payments, orders, billing or settings. Those screens do not exist for coaches.
How are coaches billed?
They are free. Coaches do not use your staff seats, on any plan.
Which plans include Academy?
Every paid plan. The plans differ in how many active children you can have and in whether you can set exact access for each coach.
Do parents pay PersonaCart?
No. Families pay your academy through your own store checkout. You pay for your PersonaCart plan, and the usual platform fee on sales applies.
Can I run more than one location?
Not yet. Academy covers one location per academy today, and several locations are on our list.
Run your academy on PersonaCart
Start with your first group. Coaches are always free.
Start your academy