Billing and active players
A league pays ScoutSheet a yearly subscription, by card, for a number of active players: $5 per active player per year, sold in blocks of 25 ($125 a block). A league's first 10 active players are free. League Admins manage it on the league's Billing page, linked from the league home.
Who can do what
| Step | Who |
|---|---|
| Subscribe, add blocks, set the renewal's blocks, cancel | League Admins, from the league's Billing page |
| Change the card, billing contact or address; download receipts | League Admins, through Manage payment and receipts |
| See how many license slots are left | Admins on the Billing page; everyone at the check-in desk |
What counts as an active player?
A child becomes active the first time the check-in desk gives them a number in an Eval Group during the license year. They count once a year, however many tryouts or sessions they come to.
| Counts | Doesn't count |
|---|---|
| A child numbered at check-in, once per license year | Importing players, setup and Eval Group signups |
| Moving a checked-in child to another Eval Group | |
| A walk-up who never gets a number | |
| A check-in undone before the child has any score (the slot comes back) |
The license year follows your season, not the day you subscribed: it starts the day after your league's age cutoff date (September 1 for the usual August 31 cutoff). The Billing page shows when the count starts again.
Subscribing
On the Billing page, under Subscribe, enter the number of blocks and press Continue to payment. Stripe's secure checkout opens; pay by credit or debit card, and you come back to the Billing page, which shows Confirming payment… for a moment and then your license. ScoutSheet never sees the card number.
A league that numbers 140 children at tryouts needs 6 blocks (150 players). Players the league activated on its free 10 earlier in the season stay counted after it subscribes.
Adding blocks
Under Subscription, enter how many blocks to add and press Add and charge the card. The card on file is charged right away for the rest of the year, and the new slots count as soon as the charge goes through, so a desk that ran out of room on tryout day can go on within a minute. If the card is declined, nothing is added: update it with Manage payment and receipts and try again.
Blocks at renewal sets how many blocks the next year starts with. It can be lower than today's; this year's license doesn't change.
Payment method, receipts and cancelling
- Manage payment and receipts opens Stripe's billing portal: change the card, update the billing contact and address, and download invoices and receipts.
- Cancel at renewal ends the subscription when the paid year runs out; the license works until then. Keep the subscription takes the cancellation back. Cancelling drops any change set under Blocks at renewal.
When a payment fails or the license runs out
- If a renewal charge fails, the Billing page says so and gives the date to fix it by: the paid license keeps working for 30 days from the failed charge while you update the card.
- When the license is used up, the check-in desk stops numbering new children and says how many active players the license covers. Children already checked in keep their numbers, evaluators keep scoring, and reports and exports keep working. Add a block to go on.
- The setup checklist warns before tryout day when more children are waiting for a number than there are slots left.
Who sees billing
Only league Admins see the Billing page. Check-in volunteers see how many license slots are left on the desk, and the refusal message if there are none; evaluators see nothing about billing. Practice (rehearsal) leagues are never billed and have no limit. Larger leagues and districts can ask for a custom yearly price.