Follow up retention offers

Once the offers are out, most families accept on their own. The rest need a hand: a deposit paid in cash, a family who needs another week, an offer made for the wrong squad. Each of those starts from Manage on the player's row of the Retention board.

Sending the offers is covered in Tell families your retention decisions.

• Manage appears on a row once its offer has gone out. A row still waiting on a decision shows Decide, and one decided but not sent shows Offer.
• The board opens on the players still to decide. Select Offers out or Awaiting reply across the top to see the offers instead.

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Manage on a row with a live offer gives you:

• Record payment received, for a deposit paid in cash at the club or by bank transfer without the reference. A full deposit accepts the offer and emails the family a receipt, and the form warns you before it does. More in Retention payments.
• Mark accepted, payment to follow, for a family who has said yes but is paying another way, such as monthly payments agreed with the club. Their place is held, offer reminders stop and the row reads Confirmed · fee owing. Nothing is sent to the family. Set up the payments from the Fees tab on the player's profile, which the confirmation links to. The club's treasurer can mark the place accepted from that Fees tab too.
• Change squad, for an offer made for the wrong team. You pick the right squad, the current offer is withdrawn (the family's link stops working) and you review a fresh offer priced for the new squad with Withdraw & re-compose. The letter a family already holds never changes behind their back.
• Extend by (days) and Extend deadline, to give a family more time.
• Send reminder, which shows who it will reach and the exact message, then sends when you select Remind, for example Remind 2 people.
• Withdraw, which closes the offer. The family's link then shows it as no longer available.

The family can no longer accept or decline. Overnight the offer changes to Expired, you and the head coach are notified, and the count appears under Offers out. A payment already on its way when the deadline passed (a PayTo payment can take hours to confirm) still counts, and the offer is accepted once it lands. An expired offer isn't the end of the conversation: open Manage and choose Extend & revive to reopen it with a new deadline and restart the reminders.

When a family declines, or an offer lapses for good, the row offers Record where they went. It's optional, and it counts towards the club's FNSW progression score.

Taking back a place a family has already accepted is a careful path, because a deposit may need refunding. Manage on an accepted place offers Remove from next season, and the confirmation lists exactly what happens before you commit. Read Taking back a place before you need it in a hurry.

• Secured counts every place a family has accepted. The deposits paid figure under it counts money only, so a programme with senior places will show more secured places than deposits. Both are right.
• Nothing sits under Offers out as expired without a decision about it: revived, or recorded as gone.
• Finance shows the money itself: deposits received, remaining balances, and bank transfers waiting to be matched.