Coach portal
Built to run alongside httennisacademy.com. The website stays as it is.
Loading the client list.
The clients and payments shown are examples. Edit or delete them when real ones go in.
Try real texts from this phone
Set up the shortcut on the iPhone (one time, about five minutes)
- Open the Shortcuts app, tap +, and name the shortcut exactly HT Tennis Send.
- Add the action Get Dictionary from Input. Tap its input and pick Shortcut Input.
- Add Get Dictionary Value. Set it to get Value for messages in Dictionary.
- Add Repeat with Each. It should read: repeat with each item in Dictionary Value.
- Inside the repeat, add Get Dictionary Value: get Value for to in Repeat Item.
- Under it, add Set Variable. Name the variable Number.
- Under it, add Get Dictionary Value: get Value for body in Repeat Item.
- Under it, add Send Message. Put Dictionary Value in the message and the Number variable in Recipients. Tap the arrow on the action and turn off Show When Run.
- Check that the Send Message action sits above End Repeat, then tap Done.
- The first time it runs, the iPhone asks if the shortcut may send messages. Choose Always Allow.
Until the shortcut exists, use Text now on a request below. That opens Messages with the text written and needs no setup.
Payouts
How Zelle fits
- The system texts or emails the client the amount, the due date and your Zelle phone or email.
- The client pays from their own bank app. Zelle does not connect to outside software, so the request cannot be sent inside Zelle itself.
- The payment lands in your bank. With bank email alerts or a bank connection switched on, the system sees the deposit and marks the request paid. Otherwise you tap Mark paid.
How Stripe fits
- The request carries a pay link instead of a Zelle number.
- The client pays by card or bank account on a Stripe page.
- Stripe tells the system the moment it is paid. The request marks itself Paid, and Stripe emails its own reminders until then.
Stripe charges a fee on each payment and Zelle is free. The card fee setting passes that cost to clients who choose to pay by card.
What the client gets
Clients on auto-request
Before it sends for real
- Texts: the shortcut installed on the coach’s iPhone, or a texting service with a registered business number.
- An email address the requests are sent from.
- For automatic Zelle confirmation: access to the bank’s alert emails, or a Plaid account with the coach’s bank connected.
- A Stripe account in the coach’s name, for pay links and automatic paid status.
- A sign-in, so only the coach can open this portal.
- A staff link from httennisacademy.com, and its contact form sending new inquiries into Clients.
Two ways to run it
For HT Tennis Academy, from ProsAutomate. Both options get the same portal and the same automations. The difference is who looks after it.
Managed for you
$75a month
$150 a month regular price
$750 setup free
- The payment portal: clients, coaches, payouts and the archive
- Monthly payment requests to everyone in one tap, sent from your own number
- Late-payment reminders
- Zelle and Stripe tracking, so you see who paid and who is late
- The two automations added below
- Hosting, backups and updates
- Support, and small changes whenever you ask
Set up once, run it yourself
$750one time
Setup only. You manage it from there.
- The same portal, set up for you
- The two automations added below
- A walkthrough of your own AI tools, so you can make changes yourself
Updates and support are not part of this option.
Added to your plan
Two more automations, included in both options. The previews below use the example clients.
“We miss you” text
Clients in your archive who have not played for over 3 months get a friendly text before a new season. You see the list first, and it goes out from your own number.
Monthly summary
On the 1st you get last month in one message: what was collected, what is still outstanding, and the numbers for each coach.
What else we can automate
If it helps the academy run itself, ask. On the managed plan small jobs are covered, and bigger ones get a quote first.
- Rain-out and court-change textsOne tap tells every client booked that day.
- Lesson remindersA text the day before each lesson.
- Website inquiriesNew inquiries land in the client list with an automatic reply.
- Review requestsA thank-you and a review link after a set number of lessons.
- Content auto-postingPosts scheduled to your social accounts. An add-on, quoted separately.
- Something elseTell us what eats your time and we will see if it can be automated.
Demo tools: Puts every example back to the starting point.