Trial classes: a clear path from enquiry to enrolment

A trial class gives a family a chance to understand your club before deciding whether to join. Make the next steps clear: explain where and when to arrive, send an appropriate reminder, welcome the child and follow up with one straightforward way to enrol. A short conversation and a sensible limit on trial places matter alongside the messages. None of these steps guarantees an enrolment; they give the family the information needed to decide.

What parents need before the first class

A parent visiting for the first time may not know the building, coach or club routines. Include the practical details in your booking confirmation:

• the group, day and time, including how early to arrive;
• the exact address and entrance, floor, room and relevant parking information;
• clothing, footwear and water, plus any activity-specific items such as a towel or swimming cap;
• whether parents may stay in the room or should wait elsewhere;
• who leads the class and how long it lasts;
• the club's contact number and how to cancel if plans change or the child becomes ill.

Example: Hello, we have booked Alex into a trial class for ages 6–8 on Tuesday at 17:00. Please arrive ten minutes early. The venue is [address], with the entrance beside the playing field and the class on the first floor. Bring comfortable clothing, indoor shoes and water. Parents can watch from the seating area. If your plans change, please contact [club phone].

Before sending a confirmation, make sure the enquiry is on the club's shared list and assigned to someone. The recruitment overview explains how enquiry handling connects to trial bookings.

Send a reminder before the class

Several days may pass between an enquiry and the trial. A brief reminder can put the details back in front of a busy parent. Choose a timing your club can manage, such as the day before the class.

Keep it shorter than the confirmation: time, address, what to bring and a clear way to tell you if the family can no longer attend. A cancellation gives the club an opportunity to offer the place to someone else.

Example: A reminder that Alex's trial class is tomorrow at 17:00 at [address], entrance beside the playing field. Please bring sports clothing and water. If you cannot make it, let us know so we can discuss another date.

At the venue, the coach sets the tone

• Let the coach know who is attending a trial, including the information they need about age and relevant previous experience.
• Welcome the child by name and introduce them to the group. A regular participant may be able to help them find their way.
• Plan activities that allow the newcomer to take part.
• After class, make time to explain what the child tried, how the session went and which group might suit them.

This conversation is an opportunity to answer questions. The coach should have the current timetable and fee information available, or know who in the club can explain them.

After the trial, make the next step clear

A family may make its decision at home after talking to the child. Send a concise follow-up through the agreed contact channel, covering:

• a thank-you and a question about the child's experience;
• the suggested group and its days and times;
• one enrolment link or a clear explanation of how to join;
• the fee or a link to the current pricing information.

Example: Thank you for joining us today. How did Alex find the class? We suggest the Tuesday and Thursday group at 17:00. You can find the enrolment form here: [link]. Let us know if you have questions about fees or class times.

If there is no reply, agree a limited follow-up process rather than sending messages indefinitely. If the child did not attend, offer another date without assuming the family has lost interest.

Limit trial places in each class

Several newcomers at once can change the coach's workload and the experience of the regular group. Set a trial-place limit that fits the room, activity and the attention each participant needs. When that limit is reached, suggest another class.

Check the group's ongoing enrolment capacity too. Avoid inviting a child to try a group if there is no place available for them to join afterwards. Explain an alternative group or a waiting list before the family attends.

How this works in Klubownik

Book a trial in Recruitment by choosing a group and a scheduled class. The trial-class workflow can send:

• a confirmation after booking;
• a reminder the day before the class;
• a message after a missed trial;
• an invitation to enrol after the class, with a later follow-up.

Each of these messages can be switched off. Add standing information, such as what to bring, how to find the entrance and the contact number, in the trial invitation note under the continuous recruitment settings. Group name, date and venue address are filled from the relevant records. The address comes from the location assigned to the group. The same settings provide a trial-place limit per class; a fully booked time is no longer offered in the form.

After setup, parents can book a trial themselves on the club's published Klubownik website when it includes the trial booking block. They choose a group and an available time, and the enquiry enters Recruitment. A form embedded on another website can collect an enquiry, but it does not provide the same booking calendar.

When the system can unambiguously identify that the child has enrolled, it can mark the enquiry as enrolled. Otherwise, update the enquiry in Recruitment.

There are important language and channel limits: email is available from the start, but the trial booking confirmation is currently sent in Polish. Automated SMS requires SMS to be enabled, a paid plan and Polish destination numbers. Do not assume that an English marketing page makes every recruitment message English. Check the recruitment feature details before choosing the process for your club. The shared features can also support a swimming school with level-based groups and capacity limits.

Frequently asked questions

How many trial classes should we offer?

That is a club decision. One class can introduce the coach and group, while some activities may justify a second visit. Write down a consistent rule and make clear whether the trial itself is paid. A club's trial class is separate from the trial of Klubownik software.

Can a parent book the trial themselves?

Yes, on the club's published Klubownik website with its trial booking block. Without that website setup, staff can book a trial from the panel. The supported reminder workflow is still available, subject to its settings and channel limitations.

What if the child does not attend?

Send a short message offering a suitable next step. If appropriate, follow up by phone under the club's agreed contact process. Klubownik's missed-trial message can be sent automatically unless it is switched off.

The demo uses sample data and asks for your email and activity type before entry. Explore trial bookings in the demo.