Team Signup

Overview

Customers can sign up for an Event as a team instead of individually. The first Customer to sign up is the team lead and the Reservation Holder. At booking the team lead pays a hold that covers every spot on the team, then invites the remaining teammates with a share link. Each invited teammate either pays their own share (bill split) or joins on an invite the team lead covers. The hold and the final charge adjust as teammates accept, so the team lead only pays for the spots no one else covered.

Watch this demo video below to see the feature in action.

Bill splitting is not available for international Clubs and at those Clubs where the team lead pays for every spot on the team.

Signing Up as a Team

The team size is set on the Event by an Admin (see Setting Up a Team Event).

On the Event Page

A team Event shows Team Sign-Up (N Players) under the Event details at the top of the page, along with a price-per-player module. The submit button shows the total price for all N players.

At Checkout

Checkout shows the price per player and a team of N on the submit button. If the Event requires a team name, the Customer enters one here. The team name is limited to 20 characters.

Purchase Confirmation

After purchase, the Customer sees a headline and a call to action to invite their teammate.

Inviting Teammates

The team lead manages invites from the Reservations tab.

While the number of accepted invites is below the team size, the team lead sees a share link to invite people. Each person who accepts takes one spot. Once the team is full, the link stops accepting new people. If someone tries to accept after the team is full (for example, a third person on a 2-player team), they get an error.

The team lead can remove an accepted invitee to swap someone out. If the Event has a team name, it is shown here and the team lead can edit it.

When sending an invite, the team lead chooses whether that teammate pays their own share (bill split) or joins on an invite the team lead covers.

Bill split is only available when the Club has bill splitting enabled. If the Club has bill splitting turned off, invited teammates join on covered invites and the team lead is responsible for the full cost of unfilled and covered spots at settle time.

How Team Charges Work

The team lead's charge is a hold placed at booking that shrinks as paid teammates join. Settle time is the day of the Event, when PodPlay releases the hold and bills the team.

At booking, PodPlay places a hold for the team lead's own rate (Member or Non-member, depending on their Membership) plus the Non-member rate for each of the other spots. For a team of N, that is: own rate + (N − 1) × Non-member rate. A team lead who is a Member gets the Member rate on their own spot from the start.

Every time a teammate accepts a paid (bill split) invite and pays, the hold on the team lead drops by one Non-member rate. What the teammate actually pays depends on their own Membership: a Member pays the Member rate, a Non-member pays the Non-member rate.

The outcomes at settle time:

Situation	What the team lead pays
All spots filled by paid teammates	Only their own rate (Member or Non-member)
Empty spots remain at settle	Their own rate, plus the Non-member rate for each empty spot
Covered ("free") invites	Their own rate, plus the Non-member rate for each covered spot

A covered invite does not reduce the team lead's hold when the guest joins. The team lead stays liable for that spot at the Non-member rate at settle time. Covered invites and empty spots are billed the same way to the team lead.

Passes

A Play Pass can cover the team lead's own spot at signup. A guest pass reduces the hold placed for a teammate's spot. A teammate who pays their own share on a bill split invite can redeem their own Play Pass when they accept the invite.

Email Reminders

When a team still has open spots, PodPlay emails the team lead to prompt them to invite teammates:

• Two days after signup, if the team still has missing members.
• Seven days after signup, if the team still has missing members and no reminder has been sent in the last 24 hours.
• 24 hours before the Event.

Setting Up a Team Event

Team signup is configured on the Event in the Dashboard.

Total Size

Set Total Size greater than 1 to make the Event a team Event. Total Size sets both the cap on invites (invites can be accepted up to that number of people) and the number of people the price can be split across.

Require Team Name

Check Require Team Name to force the team lead to enter a team name at checkout. Leave it unchecked to skip the team name field.

Managing Team Members

Admins can adjust a team's roster from the Dashboard.

If a Customer is signed up for a team Event and has no partner, an Admin can add another Customer as their teammate. By default the team lead pays for the added teammate. If the added Customer has a payment method on file, the Admin can set that teammate to pay their own share instead.

An Admin can remove a teammate from a team. The team lead cannot be removed. To replace the team lead, cancel the signup.

Common Issues

• Invite link returns an error: The team is already full. The link stops accepting people once accepted invites reach the Event's Total Size. Remove an accepted invitee first if the team lead wants to swap someone in.
• Team lead's charge looks too high at signup: The amount shown at signup is a hold covering every spot at the Non-member rate, not a charge. See Team Signup Appears to Overcharge the Customer Who Signed Up the Team.
• No bill split option when sending an invite: The Club has bill splitting turned off, or the Club is international. Invited teammates join on covered invites instead.
• Team name field is missing at checkout: Require Team Name is unchecked on the Event.