# Terms and enrolment > How terms, groups, enrolment, the fee for joining late, the family discount, term invoices, copying a term and re-enrolment work. Who this is for: Anyone with “Run classes” or “Book and take rolls for anyone” (by default: Administrator, Head Coach, Casual Staff). Last checked in release 2026.10.23, on 23 October 2026. Source: https://sportsclubos.net/help/classes/terms-and-enrolment/ A term is a run of weeks a person enrols in once: its first and last day, and any week off. A group is a class that runs for the term, such as Orange ball tennis on Saturdays at 9am. A parent enrols a child in a group once, and the child is booked into every session that is left. Courses and school holiday camps work the same way, without a term. ## Where it is **Terms** is a button on Club > Classes > Timetable. It shows one term at a time, chosen by its name at the top, with: - the term's dates and its break, and a strip of its weeks, numbered, with **Off** for the break and this week marked; - **Change the dates**, **Copy to next term**, **Open re-enrolment** and **Raise the term's invoices**, for whoever runs classes; - the term's groups: stage, group, day and time, coach, how many are enrolled, how many are waiting, the fee, and how many have not paid; - **Invoices raised for this term**, once there are some. ![The Terms page for Term 3, 2026, Monday 31 August to Sunday 8 November, Mid-term break 5 October to 11 October: a strip of weeks 1 to 9 with Off for the break and this week marked; buttons Change the dates, Copy to next term, Open re-enrolment and Raise the term's invoices with a count of households to invoice; then the groups with stage, group, day and time, coach, enrolled, waiting and fee.](https://sportsclubos.net/help/img/classes-terms-1600.webp) *Shown in release 2026.10.29 · Classes · as a Head Coach.* **Add a term** asks for its name, first day, last day, and a week off. Groups are put into a term with **New class**: choose **For a term** in step 2. See [Make a class and put it on the timetable](https://sportsclubos.net/help/classes/make-a-class/index.md). ## Enrolling A parent enrols from **Enrol for a term**, a child at a time or several children in one go: see [Enrol your child for a term](https://sportsclubos.net/help/classes/enrol-your-child/index.md). The office can enrol someone too: press a group's row on **Terms**, then **Enrol someone**, find the person and press **Enrol**. Each child is checked against the group's ages on the term's first day. A child who is too young or too old for a group is told so, for example **Lily cannot join: juniors 8 to 10**. ### The fee for joining late Joining after the term has started costs the term fee for the sessions that are left: the fee times the sessions left, divided by the sessions in the term, rounded to the dollar. For example, joining a $195 group in week 6 of 9 with 4 sessions left costs $87. The enrolment says so: **Joining in week 6: 4 of 9 sessions**. ### The family discount The second and later people of a household in the same term, course or camp get the family discount off their fee, taken from the cheaper fees. Adults count as well as children. The enrolment shows it, for example **Family discount, 10%: $9 off**. > **Your club decides:** the family discount, as a percentage, on the **Classes** tab of Settings. See [Classes settings](https://sportsclubos.net/help/classes/settings/index.md). ### A full group A full group takes the child onto its waitlist, which costs nothing. When a place comes up, it is offered to the first person waiting and held for two days. The parent takes it from **My classes**. A place not taken by then goes to the next person. ## A group's page Press a group's row on **Terms**. Its page lists each child with their age, their attendance session by session, how many they came to, their fee, and whether it is **Not invoiced**, **Not paid** or **Paid**. A child with a medical note is marked. - **Enrol someone** puts another child in the group. - **Roll for** the next session opens its roll. - **Withdraw**, then press again, takes a child out of the group. Their coming sessions are cancelled. - **Places held for current students** and **Waiting, in order** show below, with **Confirm for them** beside a held place. ## Missing a session A parent who says ahead that a child will miss a session presses **Cancel** on it. The panel asks **Tell the coach … cannot come?**, and the button is **Yes, away for this one**. The term fee does not change. If they told the club far enough ahead, the child gets a make-up credit to use in another session at the same stage. See [Passes, credits and make-ups](https://sportsclubos.net/help/classes/passes-and-credits/index.md). ## Term invoices Term fees for groups whose provider has the club collect the money go on invoices, raised by the term: 1. On **Terms**, press **Raise the term's invoices**. The count beside it is how many households have enrolments not yet invoiced. 2. The panel lists one invoice a household, with a line a child, for example **Aisha: Orange ball tennis, Thursday 4pm (6 of 9 sessions), less $13 family discount: $117**. Nothing is made until you press the button. 3. Press **Raise 12 invoices**. Each household's head gets an invoice, and an email saying it is ready. Enrolments made later appear in the panel next time. Groups run by a business that collects its own money are not invoiced. When a family pays, press **Mark as paid**, then **Press again: paid**, beside its invoice under **Invoices raised for this term**, or record the payment on the Invoices page; Sports Club OS notices a payment recorded there. Raising term invoices and marking them paid also needs permission to raise invoices and record payments. The Head Coach has both by default. ## The next term ### Copy to next term 1. Press **Copy to next term**. 2. Type the new term's **Name**, **First day**, **Last day**, and a week off (**A week off, from** and **to**). 3. The panel lists every group that will be made, on the same day and time, with the sentence of its dates, for example **Every Saturday at 9am from 28 November, 9 sessions, not 2 January.** 4. Press **Make the new term**. The groups are made with no one in them. ### Open re-enrolment Once the next term has been copied from this one, **Open re-enrolment** on the new term offers each current student the same group first. Their place is held for a number of days, then opens to everyone. The panel lists who will be offered what. Press **Hold the places and tell the parents**. Each parent is told, for example "Mia's place in Orange ball tennis, Saturday 9am for Term 4 is held until 2 November. Confirm it in My classes." The place shows on their **My classes** under **Needs an answer**. A place not confirmed by then is released and the parent is told. If the term was not copied from another, the panel says **This term was not copied from another, so there are no current students to offer places to. Copy it to the next term first.** > **Your club decides:** how many days current students have to re-enrol first, on the **Classes** tab of Settings. ## What it does not do > **Not built yet:** card payment. Term fees are invoiced, or paid to the business that runs the group.