Houston Badminton Academy
Policies & Procedures
To maintain a high-performance training environment and ensure operational efficiency, all members must adhere to the following policies.
📱 Our systems are designed to be self-service to provide you with the most accurate and immediate updates. Staff and coaches are not authorized to process requests via phone call, text, or email.
1. Digital Management & The Clubworx App
⚠ HBA operates as a paperless and text-free facility for all scheduling and attendance.
- Access: Upon registration approval, you will receive an automated invitation to download the Clubworx App (typically within 48 hours).
- Purpose: All class check-ins, cancellations, and makeup scheduling must be managed through the app.
- The Rule: Staff and coaches are not authorized to process cancellations or reschedules via phone call, text, or email.
2. Attendance & Makeup Policy
Court and coach assignments are finalized in advance based on the roster.
- 8-Hour Cancellation Rule: If you cannot attend a class, you must cancel via the Clubworx app at least 8 hours before the class starts.
- Late Cancellations / No-Shows: Cancellations within the 8-hour window result in a forfeited session. No makeup credit or refund will be issued.
- Makeup Credits: Cancellations made outside the 8-hour window will automatically issue a makeup credit to your account.
- Expiration: Makeup credits are available for 4 weeks after the cancellation date. Expired credits will not be extended.
⚠️ Can’t reschedule in the app? Read this first.
Make-ups cannot be booked in advance across your billing date.
If you cancel a class that falls after your billing date, you cannot use that make-up on a day before your billing date. The app will block the booking. This is not an app error and our staff cannot override it.
Why: The app releases sessions one billing period at a time (4 sessions every 4 weeks for 1x/week, 8 sessions every 4 weeks for 2x/week). Your current period already has its full set, so an extra session cannot be added until the next period starts.
Example
- Billing date: 9/9
- Class you cancel: 9/11 (next billing period)
- Make-up you try to book: 9/8 (current billing period) → ❌ Blocked
- Make-up booked on 9/9 or later → ✅ Allowed
What to do instead
- Check your billing date: Log in to the app → tap the student’s picture in the top-right corner → Payments.
- Choose a make-up date on or after your billing date.
- Once the new billing period starts and payment is processed, the app releases your next sessions automatically and the make-up can be booked (credits are valid 4 weeks from the cancellation date).
3. Program Changes
⚠ Administrative changes are processed exclusively through our digital portal. Manual requests via text will not be processed.
A. Program Upgrades
- Approval: Student must receive verbal approval from their Head Coach.
- Confirmation: Submit the form for your location.
- Adjustment: Once submitted, billing will be updated to reflect the new level and tuition rate.
B. Membership Suspension (Hold)
- Eligibility: For vacations or medical reasons of 4 weeks or longer.
- Limits: Maximum of 3 suspensions per calendar year. Total suspension time cannot exceed 3 months.
- How to request: Submit the suspension form for your location (below).
🔒 Your Account Is Completely Frozen During a Suspension
- While suspended, your account is fully inactive. No classes can be attended, including make-up classes.
- Make-up classes can only be used while your program is active. Use any make-up classes before your suspension begins.
- Suspension cannot be used to pause billing while continuing to attend make-up classes.
💳 Suspension Payment: Return With 4 Weeks Already Paid
Every suspension requires 4 full weeks of tuition advance payment as credit for your return. This keeps your spot in the program.
The simple rule:
- Your regular payment covers 4 weeks of classes.
- Any classes you have already taken in your current billing cycle are charged the day before your suspension begins.
- That way, your full payment is saved, and you always return with 4 weeks already paid.
Examples (billing date is 8/1):
- Suspension starts 8/1, no classes taken: no extra charge. You return with 4 weeks paid.
- Suspension starts 8/5, 1 class taken: 1 class is charged on 8/4. You return with 4 weeks paid.
- Suspension starts 8/15, 2 weeks of classes taken: 2 weeks are charged on 8/14. You return with 4 weeks paid.
✅ No charges while you are on suspension. Regular billing resumes after your first 4 weeks back.
⚠ Withdrawing During or After a Suspension
The 4-week advance payment is non-refundable. The 30-day withdrawal notice still applies to members on or returning from a suspension, and the advance payment is applied to that 30-day notice period. Suspending your membership does not shorten or replace the 30-day notice.
C. Program Withdrawal (Cancellation)
- Notice Required: We require a 30-day notice for all program withdrawals.
- Submit the form for your location.
- Billing: Your final billing cycle will be adjusted based on the 30-day notice period from the date the form is received.
- After a Suspension: The 30-day notice still applies. The 4-week advance suspension payment is non-refundable and is applied to your notice period.
4. Attendance-Based Class Duration
To ensure quality training and respect coach availability, class duration is adjusted based on student turnout.
1.5-Hour Class
| Students | Duration |
|---|---|
| 1 Student | 30 min |
| 2 Students | 45 min |
| 3 Students | 60 min |
| 4+ Students | 90 min ✓ |
2-Hour Class
| Students | Duration |
|---|---|
| 1 Student | 30 min |
| 2 Students | 60 min |
| 3 Students | 90 min |
| 4+ Students | 120 min ✓ |
5. Facility Rules
- 🚫 No food or colored beverages allowed on the courts.
- 👕 Proper athletic attire is required at all times.
- ⏰ Punctuality: Students should arrive 5–10 minutes early to warm up. Classes will start and end exactly on time.
6. Billing & Payment Method Updates
- Payment Method Management: Members may update their credit card or payment method at any time through the Clubworx App or via the Credit Card Renewal Form below.
- Self-Service Requirement: For security and accuracy, all payment updates must be completed by the member through the system. Staff and coaches are not authorized to modify billing information via phone, text, or email.
- Billing Responsibility: A valid payment method must be kept on file at all times. Failed or declined payments may result in suspended access to classes until the issue is resolved.
- 10% Card & Processing Fee: If you cancel after your card has already been charged, a 10% credit card and processing fee will be deducted from any approved refund. This fee is non-refundable.
Administrative Forms
All Forms in One Place
All administrative forms by location. Select your location and click the form you need.
