Click "Start Free" and sign in with Google. Your dashboard is ready in two clicks. No credit card needed, no lengthy forms. Just sign in and start coaching smarter.
BallBot uses Google OAuth for sign-in. Your Gmail and Calendar can be connected in Settings. This lets BallBot read incoming inquiries from your email and sync your coaching schedule.
Go to Programs > New Program. Set the name, sport, schedule, and capacity. You can create recurring classes, one-time clinics, multi-day camps, or private lesson slots. Each program gets its own QR code and sign-up link.
Go to Clients > Import. Upload a CSV, paste from a spreadsheet, or let BallBot scan your Gmail for past client conversations. BallBot will match and deduplicate intelligently, respecting the household model.
Client Management
Go to Clients > Add Client. Or share your join link and clients sign up themselves. You can also let BallBot auto-create client records from incoming emails or WhatsApp messages.
Active = enrolled in a program or attended recently. Lead = never enrolled in any class or program. Inactive = had enrollments but none are active and no recent attendance. Archived = manually hidden by you. Statuses are computed automatically based on real activity — you never have to set them yourself.
Same email + same last name = family (household). In city recreation systems, email and phone often belong to the head of household. A family of four sharing one email means four legitimate clients, not duplicates. BallBot never auto-merges based on email alone.
Programs & Scheduling
Create a program with frequency set to Weekly. Set the day, time, and venue. BallBot will automatically generate session dates and handle enrollment, waitlists, and reminders.
Each program gets a QR code. Print it, post it at your court or venue, and anyone who scans it lands on your sign-up page. It's the fastest way to convert walk-ups into enrolled clients.
Open a program, go to the Roster tab, and click "Take Attendance" for any session date. Mark clients as present, absent, or late. Attendance data feeds into client status calculations and helps you identify no-shows early.
Payments & Waivers
Connect your Stripe account in Settings. Then add a price to any program. Clients can pay when they sign up, and BallBot handles invoicing and payment reminders automatically.
Go to Waivers > Templates, create one (or let AI generate it based on your sport and venue), then send to clients. Clients sign electronically. Signed waivers are stored securely and linked to the client record.
You set the expiry when creating the template — common options are 6 months, 1 year, or never. BallBot auto-reminds clients before their waiver expires so you always stay covered.
AI Features
BallBot learns your writing style from your past messages and creates a voice profile. When a new message comes in, it drafts a reply that sounds like you — not like a robot. You review before sending (or set it to auto-send for routine inquiries).
Yes. Go to Lessons > New, click "Generate with AI", pick your sport and topic. BallBot creates a structured lesson plan with warm-up, drills, and cool-down — tailored to the skill level you specify. Done in seconds.
A library of training programs from expert coaches. Browse by sport, buy a program, and assign it to your clients. It's like having a curriculum library at your fingertips — built by coaches who've been in the game for years.