Taking trial applications

Choose which events take trials

Only events with Trial OK turned on in the create or edit form are offered as trial dates. Repeating schedules can have it too, and an event type can turn it on by default.

• Only your team's own (home) events count
• The site shows the next 30 days
• Hiding “Trial OK sessions” on the Page settings only removes the trial dates list from the site; applications still come in. To stop trial applications, switch off the trial form under Forms

Free or paid

Choose under Website › Forms › Trial pricing.

• Free: applying books the place
• Paid: the trial fee is paid when applying. Each event starts with the standard trial fee and can be changed per event (200 yen or more)
• When paid, a guest payment link for the trial fee is created for each event automatically

No caps or deadlines

There is no capacity, deadline or per-person limit. The inbox shows how many people are booked for each date.

How parents apply

Three steps, on a phone or a computer.

• Type and date: trial or join, a child (school year) or an adult (age). The matching team is picked automatically; trials also pick a date
• Details: names and contact details for parent and child, plus the club's questions. Siblings can apply together
• Review and pay: paid trials are paid by PayPay or card. If members pay the fees, a system fee is added
• Done: a confirmation e-mail arrives. Paid trials show the lines, system fee, total, date, payment method and receipt number. On a phone, the date can be added to a calendar

Join applications

Nothing is paid when applying. Once the club sends an invite, the applicant signs up to BuPay, picks a membership plan and pays the entry fee. Choose “Send an invite right away” under Forms to send the invite for the matching team automatically.

Form settings

Name, contact details and school year are always asked. Phone is optional on trial and join applications; the phone number setting only applies to the contact form. You can add up to 3 questions, with a counter showing how many are left. Questions must follow the Terms of Use. The contact form's topics and auto-reply are set under Forms too.

Handling applications in the inbox

Applications are sorted into new, in progress and done.

• Email: sent from noreply@bupay.jp with replies going to the club's address
• Send a join invite: pick a team and e-mail an invite, also after a trial
• Decline: sends a polite decline to a join applicant
• Cancel and refund: cancels a trial and refunds the fee paid (you can choose not to refund), including trials on events you cancelled. Cancellations and refunds are the club's call; nothing is refunded automatically

Who sees the inbox, and notifications

Only club admins and organisation admins see the inbox; managers don't. New applications are e-mailed to the admins chosen under Forms (none chosen = every club admin) and also land in the notifications inbox.

How long applications are kept

Applications marked done, declined or cancelled are deleted automatically after the period you choose (3, 6 or 12 months).

• When the applicant's account (same e-mail address) joins the team with the profile the application was for (matching name or kana), that person's trial and join applications close themselves and are deleted within 30 days. One sibling joining leaves the others' applications open
• Paid trials that were never paid don't appear in the inbox and are deleted after 7 days

Spam

Forms include an automatic security check, and repeated sends from the same person are limited.