Questions

Every question boards ask us.

The money, the move, the season, the limits and the exit — answered the way we answer them on a call. Where a price is involved, the pricing page governs.

Money and pricing

How much does InSeasonHQ cost?
$750 per year, flat, renewing on the same date. Unlimited registrations, admins and staff — no size tiers, no per-seat charges. Processing is charged per transaction: 3.5% + $3.95 by card or 1.8% + $2.49 by bank, with Stripe processing included in those rates. The one add-on is your public website, $250/year. Everything else on the features page is core.
Who do families actually pay?
Your organization. Payments run through your own Stripe account — money settles to your bank, refunds come from your balance, and your organization's name shows on the family's card statement. InSeasonHQ never holds your funds.
Why is paying by bank cheaper?
Because it costs less to move, and we pass that on rather than pocketing it. On a $500 registration, card is $21.45 and bank is $11.49. Every family-facing payment screen leads with bank and shows the exact saving in dollars.
Is the fee charged per child?
No — once per family checkout. A family registering three players in one checkout pays the transaction fee once, not three times. That is one of the biggest arithmetic differences in this category, and it's why you should ask every vendor whether their flat fee is per checkout or per child.
Do we absorb the fee or pass it through?
Your choice, per organization. Absorb it and advertise a clean price, or pass it through and the checkout shows families the line item. Stripe's processing comes out of the platform fee either way — nothing is stacked on top.
What counts as a registration?
A completed registration for one player in one season — tryout signups, season registrations and accepted roster offers each count once. $0 registrations carry no platform fee.
Do you offer payment plans?
Yes, built into the core platform. Deposit at checkout, scheduled installments charged automatically to the saved card, retry-and-remind handling when a charge fails, and a family portal where parents see exactly what's left. Offline money is on the record too — record a check, cash, Venmo or Zelle payment against the registration with a reference, so your collections report is the whole picture.
Why annual billing?
Because associations run on annual budgets and volunteer boards. One flat price, one renewal date the treasurer already knows, nothing to reconcile month to month. Cancel any time and everything keeps working until the date you've paid through.
Can we try it first?
Yes — 30 days, the real platform with available add-on modules switched on, no card required. Book a demo and we set up your organization with you; then import families, open a registration, and decide with the whole board looking at it.

Switching and migration

How hard is it to switch from SportsEngine (or TeamSnap)?
Less than a board expects, because the moving is work we do rather than a tool you operate. We walk every page of your current site, rebuild what's worth keeping, re-host every document and photo, and map your old page URLs to the new ones so bookmarks and search rankings still land. Players, guardians and past registrations import from the CSV your current platform exports. Families re-enter nothing — accounts are keyed by email, so a parent signs in with the address you already have on file and their children are simply there. The full honest walkthrough, including the two things somebody still has to do by hand, is on the switching page.
What does migration cost?
Nothing extra — the work of moving your site is included in your first year. No migration fee, no onboarding charge, no per-page pricing. The website module itself is the $250/year add-on; the labor of getting your site onto it is ours.
Are we being forced to move off SportsEngine?
No — and be suspicious of anyone who tells you otherwise. SportsEngine has changed owners (most recently, PlayMetrics completed its acquisition in May 2026), but no forced migration or shutdown has been announced. Boards are looking at alternatives because ownership changed and because renewal is a natural moment to compare — that's all we claim, and our SportsEngine alternatives page says the same.
How long does setup take?
An afternoon, together. We set up your organization with you: import your families, open a registration, and make sure your board has seen it work before you commit a season to it.

Running the season

How does Volunteering work?
Volunteer shifts are core, not an add-on. You publish the shifts a season needs; families claim them from their own portal; hours owed, served and bought out stay current per family automatically. Families who would rather pay take the buyout you price, at registration or later, and the requirement clears itself. No spreadsheet, no group text, no end-of-season argument that starts from somebody's memory. More: volunteer management.
We run more than one sport. Does one account cover it?
Yes. One organization, one treasurer, one login per household — baseball in spring, softball alongside it, the rest of your programs in their seasons, all in the same platform and the same reports. Umbrella associations running several sports under one board are exactly who the one-checkout, one-household design is for. See sports.
What about our training facility — classes, lessons, rentals?
They're in the same platform: classes with packs and memberships, private and small-group lessons booked against real coach availability, and cages, turf and rooms rented by the hour. Turn on what you run. More: facilities.
How do families hear about schedule changes?
Email and opt-in text from inside the platform — to everyone, one program, or one team. A reschedule reaches every family at once; families sync the schedule to their own calendars and RSVP with one tap, so coaches see who is coming before warm-ups.
What reports does the treasurer get?
The questions a board asks, answered on screen: deposits opened up to show which registrations were in them, who owes what and how late, revenue by program, refunds and fees — plus a QuickBooks journal export so nothing gets retyped. Saved reports can be emailed to the board on a schedule, and a new treasurer inherits them instead of rebuilding them.

The honest limits

Does InSeasonHQ score tryouts or run tournaments?
Not yet — said plainly. Tryout evaluation scoring (assessment builder, evaluator scoring, rankings) is in development as a future add-on. Tournaments (pools, brackets, standings) are coming, not live. What is live today is the time-critical half of tryouts: roster offers — assign a player, send the offer, the family accepts and pays online, and a decline frees the spot instantly. If tryout scoring or brackets are the thing your season turns on, tell us — what our organizations ask for is what gets built next — but don't buy us expecting them this season.
Does it do live scoring, stats or game video?
No, and it doesn't try to. Most clubs run a scoring app alongside their platform; InSeasonHQ is the season around the games — registration, money, rosters, schedules, volunteers — not the scorebook.
Who sees our families' data? Is it sold?
No. No ads, no tracking, no selling family data. Kids never hold accounts; data is isolated per organization and visible only by role. The full picture, in board language: security & privacy. The binding text: Privacy, Children's Privacy, Data Processing Addendum.

Support and leaving

Who do we call when something breaks?
You email a person who has run a season. Support is support@inseasonhq.com; sales and switching questions can go straight to the founder at scott@inseasonhq.com. There is no ticket queue far away — the people who built it answer for it. More on the About page.
Can we leave? What happens to our data?
Yes, with your data. Rosters, registrations and player records export to CSV/Excel from the app — no export tax, no lock-in negotiation. When a subscription ends, personal information is deleted or returned on the timeline in the Data Processing Addendum. Your Stripe account is yours and stays with you.
Can we add or drop the website add-on later?
Yourself, from Settings → Billing, whenever you like. Adding it prorates for the rest of your year and unlocks immediately; removing it works the same in reverse, with your pages kept in case you come back.

Something we did not answer?

Email support@inseasonhq.com and a person who has run a season answers, or bring the question to a demo.