Huddle Horizon shows which coaches and schools keep families coming back, hands you a call-back list of every family who hasn't re-enrolled, and rewards the coaches who keep kids enrolled. It works alongside the sign-up and scheduling tools you already use, and every coach gets an app in their pocket.
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.
Every session you see who re-enrolled, which coaches and schools keep families, and exactly who to call back. Schedule, subs, payroll prep and team chat are in the same portal, in your colors and your words: coach or instructor, school or studio, session or season.
Re-enrollment for every coach and every school, every session, counted fairly (a coach is credited for the classes they actually taught). Coaches see their own number, a leaderboard and a trophy case, and an optional retention bonus lands in payroll on its own.
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.
Add a school's day and first class. Sessions, lessons and holidays are worked out for the whole year.
Open spots and sick days come with the best fits, ranked by availability, drive time and retention.
Coaches submit timesheets already filled in from the schedule. Wrong days, double claims and odd extras get flagged.
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.
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 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.
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.
You don't need a tech person. We set everything up on your accounts, load your data, and train your team.
A 20-minute call. We show you the portal with your own schools in mind and answer every question.
Day 1Your logo, colors and words. Your schools, coaches, holidays and rosters imported. Your own secure database.
Days 2–5A one-hour session for managers and a 5-minute walkthrough coaches can watch on their phone.
Day 6Coaches sign in, timesheets flow in, the to-do list starts running. We stay on call as you grow.
Day 7+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.
The manager portal plus the coach app.
The portal, the coach app and a refreshed website.
Your outdated website, rebuilt to fill your classes.
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 |
saved every month, worth about $0.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Tell us a little about your company. We'll reply within one business day to set up a 20-minute call.
Thanks! We'll email you within one business day to pick a time.