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1. In one paragraph

Players sign up through your personal registration link. You set up coaches, courts and skill levels once. After that the AI (or you, manually) builds a schedule based on availability, level and preferences. You notify players with one click, generate invoices from the same schedule, and track payments via iDEAL/Mollie. You also get a complete communication tool, an AI chat widget and an AI mail assistant.

2. Initial setup

Create your account at newballsmanagement.com. In Settings fill in academy details, Mollie API key (from mollie.com), locations (if multi-location), skill levels (per-country defaults, fully editable) and lesson prices per (lesson type, group size).

3. Coaches and courts

Add via Dashboard → Coaches and Courts, then set availability per day. Without court availability the system cannot build a schedule.

4. Letting players sign up

Share your personal sign-up link (Settings → Sign-up link). Players fill in a multilingual form with contact details, date of birth, sport, location, level, availability, lesson-type preference and optionally a sign-up code (for families).

5. Building a schedule

Two options at Dashboard → Schedule: Auto-schedule (one click) or Start empty (manual). Manual placement: click a player → suitable time slots light up → click a slot. Lesson type is auto-determined (duo/private/group). "Fill empty spots" smartly completes the rest. Red "Court conflict" badge on double booking. Save multiple versions.

6. Notifying players

Click "Notify participants" → checkbox selection with "Already notified" badge, optional personal message, lesson price in the mail automatically. Per player: 🟢 green = schedule email sent, 🟣 purple = invoice created.

7. Invoices

At Invoices load preview (already-invoiced skipped) and click Generate. Send per invoice or all drafts at once. Each mail contains PDF, Pay button (permanently valid Mollie link), IBAN and reply-to to academy mail. Split into instalments possible (2-12, interval configurable, auto-send via cron).

8. Tracking payments

Mollie webhook automatically moves paid invoices to Paid. Statuses: Draft · Sent · Overdue · Paid. Automatic reminders on day 1 and 15.

9. Communication tool

At Dashboard → Communication: broadcast mails, templates, lesson cancellations and birthday emails. Every message logged per participant.

Broadcast

Mail multiple participants with filters on type, sport, placement status (placed/unplaced in a chosen schedule), lesson day and name. Variables {voornaam}, {achternaam}, {school} auto-replaced.

Templates

Your own templates + 5 starter templates (welcome new player, lesson cancelled, holiday reminder, season-end + feedback, group complete). Customize or save as your own.

Birthday emails (automatic)

At Settings → Birthday emails: toggle on, set subject and separate text for youth/seniors. System sends automatically every morning to today's birthday participants.

Per-participant history

On each participant's edit page: timeline of all sent mails with status, subject and time.

10. AI chat assistant (optional)

Chat widget on your academy website. At Dashboard → Chatbot fill in opening hours, lesson offer, FAQ, policies. One-line HTML snippet to paste on your site. Answers 24/7 in any language.

11. AI mail assistant (optional)

Auto-replies to incoming emails. Set up at Dashboard → Mail assistant. Replies in customer's language, forwards when uncertain, remembers last 10 exchanges per customer.

12. Practical tips

• Keep families together: same sign-up code (e.g. family name) places them together even on different levels.
• Save multiple versions: clear naming for schedules so you can revert.
• Test: always send a test invoice and schedule email to yourself first.

13. Need help?

Email info@newballsmanagement.com with page, action and screenshot. The AI chat assistant on our website also helps.

Download full guide as PDF