What’s new in Outcoach
Every update we ship, newest first. New features are included in your plan at no extra cost.
Latest releaseOctober 2026
4 updates
Meet your AI Employees
AI Employees take on the recurring work that fills your week, like chasing attendance, briefing coaches and following up families. You stay in charge. They do the legwork and report back.
Maya · Class Administrator
Available now
- Follows up coaches who haven’t marked attendance
- Checks in with parents when a student misses class
- Sends you an end-of-day report on what needs attention
Zoe · Coach Assistant
Available now
- Sends each coach a daily brief with sessions, trial students and makeups
- Helps track student goals, feedback and evaluations
- Keeps the day organised so coaches can focus on coaching
Viktor · Social Media Manager
In preview
- Connects with Facebook and Instagram
- Drafts posts and captions from your photos and videos, in your brand voice
- Makes regular posting easier without writing every post from scratch
Leo · Invoicing Assistant
Coming soon
- Watches issued invoices and spots overdue payments
- Follows up customers so invoices get paid on time
- Cuts down on manual payment chasing
Why it matters: Most software waits for you to click. AI Employees take ownership of routine jobs so admins and coaches get time back. They don’t replace your judgement, and you can review what they do.
AI Employees is in preview. Maya and Zoe are ready to set up now, Viktor is in preview and Leo is coming soon. Features and rollout may change.
Learn moreOne button for every booking
Add Booking on the Events screen now handles court, casual, trial and makeup bookings in one place. Fewer screens, fewer clicks.
- Courts: pick the venue, date and time, with off-peak and subscription pricing applied for you
- Casuals: add a member to one session of a class without enrolling them in the whole series
- Trials: find a class with free places and book a new family in for a one-off trial
- Makeups: see the member’s eligible classes, with the makeup credit deducted for you
Casual class bookings
Let customers book single dates in a recurring class instead of committing to the whole term. For example, one Tuesday lesson in a 10-week term at a $35 casual rate.
- Turn on bookings for specific dates on any recurring series
- Set a casual price per date, separate from full-term pricing
- Choose how far ahead customers can book, such as up to three weeks
- Uses your existing class capacity, so there are no duplicate events
Why it matters: Fill spare places with one-off attendees and holiday visitors, and earn from spots that would otherwise sit empty.
Watch the tutorialsConnect Outcoach to Claude and ChatGPT
Use your Outcoach data inside the AI assistants you already use. Ask things like “Find overdue invoices” or “Show me students who haven’t attended in the last month.”
- Connect compatible assistants, including Claude and ChatGPT, through Model Context Protocol (MCP)
- Sign in securely with Continue with Outcoach
- Look up business information and run supported workflows without switching apps
- Use it alongside the built-in Ask AI, or on its own
September 2026
5 updates
A new Event screen
A redesigned Event screen with a cleaner layout, so everyday class management takes fewer clicks.
- Manage attendees, attendance, messages and billing from inside the event
- Colour-coded event cards make your schedule easy to read at a glance
- A more modern calendar with smoother scheduling
- Quicker access to class details and daily tools
Colour-code your event types
Give each event type its own colour so classes are easy to tell apart on the calendar.
- Pick a colour for each event type in Settings
- Colours carry through to event cards across your schedules
- Handy when you run groups, privates, trials, holiday programs and venue bookings side by side
New sign-up screen and easier parent onboarding
A cleaner sign-up and sign-in flow gets new parents into their club faster.
- Parents create an account, then choose to join their existing club
- They land straight in the right business
- Updated forgot-password, password reset and one-time passcode screens
- Smoother profile switching and improved Google Sign-In
Why it matters: Less friction at sign-up gives new families a simpler first experience.
How it worksRefunds and Xero sync improvements
Process refunds in Outcoach and keep your accounts in step with Xero.
- Issue full or partial refunds directly in Outcoach
- Add notes as part of the refund
- Refund records stay matched to the invoice and payment
- Changes sync to Xero, with a warning if you mark a Stripe-related invoice as paid in Xero
Why it matters: Less manual work and more reliable accounts when classes change or are reversed.
How it worksEdit customer account credits
Give authorised staff control over account credits.
- Admins with invoice-creation access can edit a customer’s account credit
August 2026
7 updates
Subscriptions, overhauled
A clearer dashboard and better controls for recurring subscription billing.
- See which subscriptions are active, pending or need attention
- Set subscription start dates and pause dates
- Spot unpaid invoices and billing status at a glance
- Automatic reminders and retries for declined cards and overdue charges
Failed payment alerts and retries
When a card payment fails, your admins and the member hear about it straight away, and Stripe can keep retrying.
- Clear failed-payment notifications for admins
- Members are told too, so they can update their card sooner
- Stripe retries the payment automatically where it applies
- Works across recurring invoices, auto-charges and subscriptions
Why it matters: You collect more, with less manual chasing.
How it worksInvoice notes and saved cards
Small billing improvements that save time and add context.
- Add internal notes to any invoice for context or reminders
- See a member’s saved cards and payment methods on their profile
- Process eligible charges without asking for card details again
Pay rules by event status
Choose which event statuses count toward a coach’s pay period. For example, you might not pay for weather-cancelled classes, but still count no-shows and late cancellations.
- Pick the statuses that count, like Completed, In Progress, Cancelled Late or No Show
- Generated timesheets follow your rules
- Set it once in Admin Centre Settings
Messages upgrade
Messaging works better for everyday conversations with groups, families and members.
- Send documents, photos, videos and audio
- See when a message has been edited
- Reply by email
- Timestamps on attachments
Goal and evaluation notifications
Parents get a notification as soon as a coach or admin adds feedback, an evaluation or a progress note.
- Instant notifications in the Outcoach mobile app
- Covers feedback, evaluations, competitions and tests
- Keeps families up to date on progress and milestones
Payroll export for your whole team
Export pay data for several coaches at once and cut down on manual payroll prep.
- Export pay data for multiple coaches in one go
- Less manual payroll preparation and reporting
July 2026
3 updates
Weather cancellations with automatic makeup credits
When a session can’t go ahead, mark it as Weather Cancelled or Cancelled and handle everything from one screen. If rain cancels five classes, there’s nothing to process by hand.
- Cancel the invoice for the affected session
- Give makeup credits to every enrolled student in the same step
- Credits follow your policies, even beyond normal absence limits
Why it matters: Washouts, coach cancellations and last-minute changes are handled in minutes, not hours.
How it worksMakeup rules for each event type
Every program can run its own makeup policy. For example, allow two makeup credits per term for personal absences, while weather-cancelled classes still earn credits after that limit.
- Set the maximum active credits per student
- Set minimum notice and the absence reasons that qualify
- Choose whether an absent student’s place opens up for someone else
- Require private makeups to stay with the same coach
- Let statuses like coach-cancelled or weather-cancelled bypass the credit limit
Goals inside the Event screen
Coaches can see each student’s goals in the class they’re running.
- Open student goals straight from the event
- Review and tick off goals, actions and competencies during the session
- Less switching between screens
June 2026
5 updates
Meet Ask AI, your business assistant
Stop clicking through screens. Ask Outcoach in everyday language and it finds the information or does the job for you.
- Works across the Homepage, Directory, Events, Actions and Payments
- Finds information using everyday language
- Marks attendance, updates records and completes tasks
- Sends email and SMS for you
Try asking
| You ask | Ask AI |
|---|---|
| “Mark off attendance for my classes today except for Bobby and Michelle.” | Marks attendance in bulk and leaves those two students unchanged. |
| “Send a washout SMS to all classes after 3pm today.” | Finds the affected classes and prepares one message for every family. |
| “Find everyone booked into the Red level and email them asking them to check Outcoach for their calendar.” | Pulls the right group of students and drafts the email. |
| “Show me every class this week where attendance is still unmarked.” | Lists the coaches you need to follow up. |
| “Copy all unfinished actions from last week into next week.” | Carries tasks over so nothing slips. |
| “Find all overdue invoices over $100 and draft a reminder message.” | Finds the invoices and writes the follow-up. |
| “Which students joined halfway through the term and still need a prorated invoice?” | Spots billing gaps so you can invoice from the class. |
Families and family invoicing
Group families together so parents get one invoice, not several.
- Create family groups in the Directory and link parents and children
- Children in different classes can still be billed together
- Invoices go to the parent as a single family invoice
Private makeup bookings
Parents can use a makeup credit to book a one-on-one session, based on coach availability.
- Uses the same coach availability you set for one-off private lessons
- Parents find and book an open slot with their available credit
- Group makeups still work for joining a scheduled class
- You can require private makeups to stay with the same coach
Publish several sessions at once
Select multiple events and publish them in one go instead of one by one.
- Multi-select the events you want to release
- Configure and publish them together
- Ideal when setting up a new term or releasing lots of sessions
Custom email templates
Edit the emails your customers receive so they sound like your business.
- Templates for bookings, cancellations, invoices, reminders, goals and actions
- Preview and save from one place in Settings
- Keep your communication consistent
May 2026
7 updates
Advanced Stripe and Xero settings
If you’re connected to Stripe and Xero, you have more control over tax and how invoice payments are recorded.
- Add income accounts to event types for more detailed reporting
- Match income accounts, tax codes and tracking categories to your chart of accounts
- Better handling of tax-inclusive amounts
- More consistent records between Stripe payments and Xero invoices
New staff and payroll module
Manage your coaches, their pay and their hours from the new Staff module.
- Keep coach details and records in one place
- Review pay history, hours and totals for each coach
- Create fortnightly work-time reports from the classes each coach taught
- Track FTE status and certifications, with alerts before they expire
- Manage coach availability for bookings
Transfer a coach’s classes in bulk
Find cover fast when a coach is away. If a coach is sick for six classes, give three to one substitute and three to another.
- Transfer all of a coach’s classes on a chosen day
- Or pick an event and move only selected classes
- Find it under Events → Actions → Transfer Coach
Message a whole class
Tell everyone in a class about a change in a few clicks.
- Find it under Events → Actions → Send Notification
- Pick individual classes, or use the Admin view to select everyone in class today
- Ideal for cancellations, washouts and day-of announcements
Admin Centre permissions
Control exactly what each team member can view and edit.
- Set read and write access for each module
- Give staff access to only what they need
- Keep admin, coaching and operations duties separate
Choose when auto-charges run
Turn on recurring invoice charging and choose when cards are charged.
- Charge on the day of the lesson, the next day or two days later
- Gives you time to fix, change or cancel an invoice before the charge runs
- Set it in your Stripe-connected payment settings
Why it matters: Recurring billing runs on its own, and you keep room to make changes.
How it worksAccount credits that come off future invoices
Load dollar credit onto a customer’s account and it’s taken off their future invoices automatically. For example, $200 credit for a family’s extended absence draws down over their next invoices.
- Add account credit from the customer’s profile
- Available credit is deducted from future invoices automatically
- Useful for goodwill, travel, illness or emergencies
- Kept separate from makeup credits
April 2026
4 updates
Invoice straight from a class
Generate invoices from an event with students, lesson dates and prices already filled in. If a student joins a 10-week program in Week 5, invoice just the six sessions they’ll attend.
- Create standard or recurring invoices from inside the event
- Students, lesson dates and prices filled in for you
- Pick specific dates for mid-term and prorated billing
Analytics dashboard
See how the business is tracking and what needs attention, on one screen.
- Active students, monthly revenue, retention and attendance rates
- Overdue invoices and outstanding makeup credits
- At-risk students and top-performing programs
- Coaches who haven’t marked attendance
Reschedule a whole series
Move recurring classes together instead of editing each event one by one.
- Reschedule from the event’s actions menu
- Update every class in the series in one step
Custom fields and labels
Store the details that matter to you, and rename fields so Outcoach uses your language.
- Add your own fields to member records
- Rename default fields, like Discipline to Instrument or Team to Class
- New labels show everywhere, including profiles, reports and exports
March 2026
4 updates
Booking labels in your own words
Rename public booking options to match how you talk to customers, like “Book Your Term” instead of “Recurring” or “Book a Court” instead of “Venue Booking”.
- Rename booking options in Admin Centre Settings
- Covers recurring, one-off, makeup, enquiry, coach and venue labels
Flexible makeup credits and auto-approval
Give families more control over replacement lessons, without extra admin.
- Create credits as tokens or dollar amounts
- Set how many weeks ahead makeups can be booked
- Auto-approve eligible bookings so they don’t wait for an admin
Coach availability and one-off private lessons
Open private lesson slots when coaches and venues are free. A coach can open three one-hour Friday slots and customers book them individually.
- Set weekly availability for each coach by day, time and venue
- Offer one-off private lessons without a recurring enrolment
- Use courts, rooms or lanes for private bookings
- Turn on auto-approve for faster bookings
Student details at booking
Capture student information upfront.
- Collect relevant student details during online booking
- Fewer follow-up requests and missing details
February 2026
5 updates
Auto-generate term invoices
Bill every student for the full term in seconds, instead of one invoice at a time.
- Counts the classes in the term for you
- Skips public holidays automatically
- Pulls in every enrolled student
- Lets you apply discounts or adjust amounts before you finalise
- Creates 300+ invoices at once
- Emails you a report when it’s done
Scheduling, reimagined
Scheduling runs your business, so we made it faster and simpler.
- Create classes in fewer steps
- Mark attendance faster with a cleaner layout
- Delete all remaining classes in a series from any date
- Upload several files and videos to an event in one go
Auto-approve bookings for any event
Turn on auto-approve for any published class, event or enrolment.
- No more accepting booking requests by hand
- Students are confirmed straight away
- You choose which events use it, and keep manual approval where you need control
Weekly subscription packages
Create weekly subscriptions as well as monthly plans.
- Set up weekly billing in seconds
- Customers can pause or cancel easily
- Renewals run without manual follow-up
Video and file uploads, rebuilt
We rebuilt uploads across goals, actions and memories so they’re faster and more reliable.
- Smoother video uploads
- Faster file sharing
- A cleaner experience for coaches and parents
- As simple as sending a photo in a messaging app
January 2026
6 updates
Auto-charge your customers
Set it and forget it. No more chasing invoices.
- Charge a saved card automatically for steady cashflow
- Bill weekly, fortnightly, monthly or quarterly
- Cancel the next invoice quickly after a cancellation or absence
- Professional invoices with receipts
Makeup bookings for group lessons
Families can book their own group makeup classes through your booking page in seconds. Outcoach only offers classes at the student’s level.
How it worksYour contact list, redesigned
We rebuilt the directory for a better experience.
- Up to 3x faster
- Works on mobile for quick jobs on the go
- Advanced filters to sort and slice your data
- Documents and notes next to each profile
Bulk actions for homework and tasks
Admins and coaches can copy previous actions, select several and assign homework in bulk.
How it worksBulk copy events to a new term or year
Copy all your events and classes from one period to the next. Rename them as you go, or bring across coaches and attendees.
How it worksHoliday calendar
Add your own holiday dates. Bulk copying skips them, and bulk invoicing skips public holidays so the amounts are right.
How it worksDecember 2025
4 updates
A modern Xero integration
Invoices flow into Xero as they happen, so there’s less to reconcile.
- Invoices sync live between Outcoach and Xero
- Customer accounts are created in Xero automatically
- Several invoicing options
- Payment processing with no added transaction fee
Court and venue bookings
Hire out courts, rooms or lanes to the public. Bookings, custom member rates and your coaching calendar live in one place, so nothing gets double-booked.
How it worksMemberships and monthly subscriptions
New ways to collect steady income from your customers.
- Create your own membership packages
- Offer monthly subscriptions to families in exchange for discounts
- Set member pricing for court, lane or room hire
- Use AI to create and invite members with well-written emails
- Set rules for payment periods, booking windows and more
Absence reporting emails
Admins and coaches now get an email, as well as the app notification, when a parent or student reports an absence.
How it worksNovember 2025
6 updates
Goal templates
Standardise and track progression across your club or school.
- Create goal templates with pre-set actions
- Assign a template to students to create goals quickly
- Update goals with feedback, photos and progress in bulk
- Keep quality consistent across your coaches
A simpler way to manage goals and actions
A clean list view for managing student progress.
- A list view for goals, for quick navigation
- A quick view when you open any goal or action
- Actions default to a one-week due date, so they’re faster to add
- Smoother video and attachment uploads
- A new layout for actions
Centralised notifications
See every notification in one notification centre, so nothing slips through.
How it worksTrial bookings and general enquiries
Run trials and take enquiries without the back-and-forth.
- Enrol students in trial classes, shown under the event
- Take general bookings as enquiries for any type of event
- Add terms and conditions to each booking
Last-minute reminders
Cut no-shows with a reminder anywhere from 1 to 23 hours before a class, on top of reminders 1 to 5 days before.
How it worksOffensive announcements blocked by AI
Outcoach now blocks announcements with threatening, offensive or abusive language. The AI also catches subtle threats, blackmail and manipulation that simple word filters miss.
How it worksOctober 2025
5 updates
Bookings and registrations
Take online bookings through your own booking site.
- Publish classes and take bookings, with or without payment
- Take general enquiries through your booking page
- Quick re-enrolments for a new term or year
- Accept trials
Smarter invoicing
Choose the invoicing option that suits your business. An invoice takes under a minute, for 1 student or 100.
- Invoice by class count or for the full term
- Share payment links with parents or members
- Integrated payments for easier refunds
- A cleaner invoicing layout
Managing groups, made easier
Groups are simpler to build and use.
- Add students, parents and coaches to groups
- See who’s in each group, and add or remove people easily
- Use groups across Outcoach to send invoices and messages and track goals
Attendance reporting in seconds
Clearer layouts and smarter summaries. Track attendance by class, student or date, spot gaps and export a report in one click.
How it worksReact with emojis
Use emojis to react, celebrate or keep things light in your conversations.
How it worksSeptember 2025
5 updates
Student levels
Put students into levels to manage classes day to day and track progress as they move up. Assign events to levels so students land in the right classes.
How it worksVoice to text, powered by AI
Press record and talk into any description box. AI turns it into text, which is handy for goals, actions and long notes.
How it worksBetter security controls
Admins get finer control over who can do what.
- Stop parents messaging coaches directly, so they contact admins only
- Stop coaches assigning makeup credits, so only admins can
More notification options
Choose how many days before an event notifications go out, on top of the usual 24-hour reminder. Admins can also pick a default schedule screen, like the admin view or day view.
How it worksNo updates in this area yet.
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