Sessions plan themselves
Add a school's day and first class. Sessions, lessons and holidays are worked out for the whole year.
NEWBuilt for programs that run on part-time staff
Run every program from one bright place.
Huddle Horizon gives your managers a portal that runs the schedule, payroll and retention for you, gives every coach an app in their pocket, and refreshes your website so it fills your classes.
Timesheet approved · $250
Sub found for Thursday
Retention 87% ↑
portal.yourcompany.com
Your Co.
HomeTo-do 4CoachesSchoolsPayroll 2Families
Good afternoon, Sam
4To-dos due
212Students
1Open spot
2Timesheets
2:45 PMMaple Grove Elementarywk 4 / 624 kids
3:00 PMCedar Ridge ElementaryNeeds a sub
3:15 PMWillow Creek ElementaryFully staffed
Retention87%
Call-backs14 of 24 reached
After-school clubsSummer & day campsSwim schoolsDance studiosMartial artsYouth sports leaguesMusic schoolsTutoring centersSTEM & codingArt studiosLanguage schoolsGymnastics
After-school clubsSummer & day campsSwim schoolsDance studiosMartial artsYouth sports leaguesMusic schoolsTutoring centersSTEM & codingArt studiosLanguage schoolsGymnastics
The 9 PM problem
You started teaching kids. Now you run a spreadsheet.
Schedules in one sheet, rosters in another, timesheets in texts, families in a group chat. Huddle Horizon pulls it into one system that does the busywork for you.
Before
Juggling it all by hand
- Finding a sub at 1 PM by texting everyone
- Payroll from screenshots and memory, every two weeks
- No idea which coaches keep kids coming back
- Families forget to re-enroll, and nobody follows up
- A website that hasn't changed since you started
With Huddle Horizon
It runs itself, and tells you what's next
- Best-fit subs ranked by availability, drive time and retention
- Timesheets pre-filled from the schedule, anything odd flagged
- Retention for every school and every coach, every session
- A call-back list of every family who hasn't signed up again, by school
- Team chat between coaches and managers, no personal numbers needed
- New sign-ups flow in on their own from Jackrabbit, Sawyer, HubSpot, Google Forms and more, or from your own sign-up page
- A modern site with a school finder that sends parents straight to sign-up
Product 01 · Huddle Horizon Portal
A manager portal and a coach app, wired together.
Everything a growing program company needs to run its locations, in your colors, with your words: coach or instructor, school or studio, session or season.
The right coach, ranked for you
Open spots and sick days come with the best fits, ranked by availability, drive time and retention.
Payroll that checks itself
Coaches submit timesheets already filled in from the schedule. Wrong days, double claims and odd extras get flagged.
See who keeps kids coming back
Re-enrollment for every school and coach, plus optional bonuses and a leaderboard that rewards your best people.
Never miss a deadline
Registration links, flyers, room bookings, payroll and call-backs show up on their own. Add your own to-dos that repeat daily, weekly, monthly or on any schedule you choose.
Know exactly who to call back
Every family who hasn't signed up for next session, grouped by school with phone and email. Tick them off as you reach them, and they drop off the list once they sign up.
No more group texts
Coaches message managers right in the app, one-on-one or in group chats for everyone or for a single school. Nobody has to share a personal number.
Your name, your words
Your logo and colors on every screen, and your own words: coach or instructor, school or site, session or term. Coaches install it on their phones like an app.
Week of Oct 19
MON
Maple GroveJL PR
Cedar RidgeSA Sub?
TUE
Oak HollowAT Open
Willow CreekMB HB
WED
RiverbendEC TG
Pine ValleyPR GO
THU
Harbor ViewTG Sub: Grace
MeadowbrookDK SR
FRI
SunriseStarts Nov 6
✓ Changes start on the date you pick, so past weeks and payroll stay correct.
Waiting for review · Sep 28 – Oct 11
JLJordan Lee · 2 classesLooks right$100
SASofia Alvarez · 2 classes + extra1 to check$125
⚠ An extra of $15 has no description
⚠ Willow Creek on Oct 6 isn't on their schedule
✓ 12 of 14 coaches approved · Export CSV for your payroll provider
Families to call back · Session 2 → 3
Maple Grove Elementary · 6 of 24 not signed upEnds in 3 days
ARAva Reyes · Gr 2 · Dana Reyes · (555) 214-3381Contacted
LKLeo Kim · Gr 4 · Sam Kim · (555) 830-1902To call
MPMia Patel · Gr 1 · Priya Patel · (555) 417-5520To call
✓ Email a whole school's families in one click. Families drop off the list as soon as they sign up.
What a coach sees
Today · Maple Grove · arrive 2:30Lesson: Obstacle course
Roster & attendance20 here · 1 absent
Class note + walk-insSent to managers
Ask for time offWaiting
Timesheet · pre-filledSubmit
My retention92%
✓ Installs on any phone from the home screen. No app store needed.
See it for yourself
Watch the tour, then see it in your brand.
Product 02 · Website Refresh
Outdated website? We'll make it fill your classes.
We refresh the site you already have, so parents find their child's school in seconds and tap straight through to sign up. Principals see a professional program they'll say yes to, and coaches can apply from it too. $750, one time. No monthly fee.
- School finder with sign-up links
- Program pages that sell the experience
- "Bring us to your school" page for principals and PTAs
- Hiring page that sends coaches to apply
- Fast on phones, set up for Google search
- Published on your domain. The finished site is yours
How it works
From first call to live in about a week.
You don't need a tech person. We set everything up on your accounts, load your data, and train your team.
STEP 01
Book a demo
A 20-minute call. We show you the portal with your own schools in mind and answer every question.
Day 1STEP 02
We set it up
Your logo, colors and words. Your schools, coaches, holidays and rosters imported. Your own secure database.
Days 2–5STEP 03
Train your team
A one-hour session for managers and a 5-minute walkthrough coaches can watch on their phone.
Day 6STEP 04
Go live
Coaches sign in, timesheets flow in, the to-do list starts running. We stay on call as you grow.
Day 7+
Pricing
Pricing that grows with you. Never a cut of your revenue.
A setup fee based on your team, then one monthly price that grows with your coaches. Unlimited managers. No per-student or per-registration fees, ever.
Portal
Huddle Horizon Portal
The manager portal plus the coach app.
$399/ month
$199 includes unlimited managers and 5 coaches, then $10 per coach, less as you grow
One-time setup$650
- Schedule, staffing, time off and subs
- Payroll with self-checking timesheets
- Retention, rosters, attendance
- Re-enrollment call-back lists
- Team chat between coaches and managers
- Repeating to-dos and unlimited manager logins
- Hosting, backups, updates and support included
- Sign-ups connected to your registration system, or your own sign-up page
Portal + Website refresh
Huddle Horizon Complete
The portal, the coach app and a refreshed website.
$498/ month
Portal price, with your website refresh added to setup. No extra monthly fee.
One-time setup + website refresh$1,400
- Everything in Portal
- Your website refreshed ($750, one time)
- Matching brand across site, portal and app
- Hiring page feeds new coaches straight in
- Priority support
- No monthly fee for the website
Website
Website Refresh
Your outdated website, rebuilt to fill your classes.
$750one time
No monthly fee. The finished site is yours.
Monthly$0
- A modern redesign in your brand
- Pages rewritten where they need it
- School finder with sign-up links
- Principal and hiring pages
- Fast on phones, set up for Google search
- Published on your current domain
Over 300 coaches? Let's talk. Yearly portal plans are 10 months' price for 12. Portal hosting, backups, security and updates are included. The website refresh is a one-time price.
| What you need | The usual way | Huddle Horizon |
|---|---|---|
| Registration software | $49–400+/mo, and many add fees on each sign-up | Keep yours. We never take a cut |
| Staff scheduling & timesheets | A separate app at $3–9 per staff member, every month | Built in, made for school schedules |
| Retention by coach | Nobody tracks it | Every school, every coach, every session |
| Branded coach app | Usually a paid add-on, if it exists at all | Included, in your colors |
| Website redesign | Often $3,000+ up front from an agency | A refresh built for after-school, $750 once |
Time back calculator
How many hours would you get back?
0 hrs
saved every month, worth about $0.
0hrs on payroll
0hrs on scheduling & subs
0hrs on re-enrollment
0hrs on to-dos & reminders
Estimate based on 10 minutes of payroll per coach each pay period, 40 minutes of scheduling per school each month, 30 minutes of re-enrollment calls per school each session, and 4 hours a month of chasing deadlines.
FAQ
Questions owners ask us
Do I have to switch registration systems?
No. Keep whatever families already use to sign up and pay, and every new sign-up comes into your portal on its own. Jackrabbit, Sawyer, Amilia, Enrollsy, ActivityHero, HubSpot, Google Forms, Jotform, Wix, Squarespace and Google Sheets connect automatically (we set it up with you, usually in 10 minutes). Systems with no automatic option, like iClassPro, take a 3-minute upload when sign-ups open. No system at all? You get your own sign-up page with your logo and class times, free. Huddle Horizon runs the operations side: schedules, staff, payroll, retention and growth.
What does the setup fee cover?
Everything to get you live: your own private, secure portal hosted by us, your branding and wording, importing your schools, coaches, holidays and rosters, creating every login, and training for your managers. It's based on your team size: $500 covers up to 15 coaches and 2 managers, then $15 per extra coach ($10 each over 100) and $50 per extra manager. Most companies are live in about a week.
Can I see it with our own name and colors?
Yes. Open the live demo and choose Set up a new company. Add your name, logo, colors and the words you use, and the whole portal switches to your brand in about two minutes.
Who owns our data?
You do. Your portal gets its own private database, kept separate from every other company, with daily backups. You can export your lists to spreadsheets anytime, and if you ever leave, we send you a full copy of your data.
Will it work for our kind of business?
If you run classes or sessions with part-time staff at more than one place, yes: after-school clubs, summer camps, swim and dance studios, martial arts, sports leagues, music schools and tutoring centers. You choose what things are called (Coach, Instructor or Counselor; School, Studio, Camp or Field; Session, Term, Season or Week), your session length, class sizes, pay rules and checklists.
Do coaches need to download an app?
No app store. Coaches open your portal link on their phone and tap "Add to Home Screen". It installs with your name and icon and works like an app.
Is it safe for student information?
Every company gets its own private database with row-level security. Coaches only see the rosters for schools they teach at, and never pay rates or other people's details. Your portal has its own private database, separate from every other company, with daily backups.
What if we cancel?
Portal plans can be cancelled anytime with 30 days' notice. Your access ends at the end of the billing period, and we send you a full export of your data so nothing is lost.
How is the monthly price counted?
Managers are always unlimited. $199 a month includes up to 5 coaches. Each extra coach is $10 a month, and the price per coach drops as you grow: $8 from coach 31, $6 from coach 76 and $4 from coach 151. You only pay for coaches who were on the schedule in the past 30 days, so summer breaks cost less. Coaches are counted automatically, so your bill is always right.
What happens to our bill when we hire or lose coaches?
Nothing to do on your side. Every morning we count the coaches who taught in the past 30 days, and your next monthly bill uses that number. Hire for fall and it goes up; slow summer and it goes down on its own. Your portal shows the exact count and price under Settings → Your plan, and you can update your card or download invoices there anytime.
Can we just get our website refreshed?
Yes. A website refresh is $750, one time, with no monthly fee. We redesign the site you have and publish it on your domain. The finished site is yours. You can add the portal any time.
Get started
Ready to stop running your company at 9 PM?
Book a 20-minute demo. We'll show you the portal set up for how you run things and send you a quote the same day.