Legal
How organization monthly usage billing works.
Effective Date: August 26, 2026
Version 2026-08-26
These Monthly Billing Terms govern an organization's use of ChekCoach's monthly usage billing program. These terms supplement the ChekCoach Terms & Conditions and Privacy Policy. By enabling monthly billing, the organization and the individual accepting these terms on its behalf agree to the following:
The individual enabling monthly billing represents and warrants that they are authorized to enter into this agreement and authorize payments on behalf of the organization. The organization is responsible for ensuring that its account administrators and other authorized representatives have appropriate authority to manage its billing settings, payment methods, and billing codes.
Monthly usage billing allows eligible coaches, volunteers, employees, umpires, board members, or other participants to submit certification orders using an organization-issued billing code without paying ChekCoach individually at the time of registration. The organization agrees to pay for each certification order submitted using its billing code during an active monthly billing period. Unless otherwise stated in a separate written agreement, monthly billing does not require a monthly minimum or long-term commitment.
The organization will be charged the price displayed and accepted when monthly billing is enabled or the price otherwise established in a written agreement between ChekCoach and the organization. The applicable price will be displayed within the organization's billing dashboard. Pricing may differ between new certifications and renewal certifications. Any custom order form, proposal, service agreement, or written pricing agreement accepted by ChekCoach and the organization will control if it conflicts with the pricing displayed in the standard monthly billing program. ChekCoach may change future pricing by providing the organization with at least 30 days' advance notice. Pricing changes will apply only to orders submitted after the effective date of the change.
A charge is incurred when a participant successfully submits a certification or renewal order using the organization's billing code and ChekCoach creates the corresponding order, which starts the applicable background check and/or training. Entering, validating, or viewing a billing code without submitting an order does not create a charge. Once an order has been submitted and ChekCoach or one of its service providers has begun providing the applicable background check, registry search, training access, certification service, or other requested service, the charge is considered earned and remains payable, subject to applicable law and the refund provisions below. Monthly billing renewals are not coach auto-renewal on a stored coach card; a renewal is a new checkout using the organization billing code.
Unless ChekCoach communicates a different schedule in writing, each billing period begins on the first calendar day of the month and ends on the final calendar day of that month. ChekCoach will make an itemized statement available to the organization on or around the first day of the following month for the previous calendar month. The statement may include the participant's name, order date, service type, price, and total amount due. Statements and billing notices will be sent to the organization administrator's email address on file. The organization is responsible for keeping its contact and billing information current.
By enabling monthly billing, the organization authorizes ChekCoach and its payment processor to securely save the payment method provided and initiate recurring, merchant-initiated charges for amounts owed under these terms. The amount charged each month will vary based on the number and type of certification orders submitted using the organization's billing code, applicable pricing, and any credits. Unless ChekCoach communicates a different schedule, the payment method on file will be charged automatically on or around the first day of the month for the previous month's usage, at the same time the itemized statement is generated. This authorization remains in effect until monthly billing is disabled, subject to the organization's responsibility for all charges incurred before the effective time of cancellation. ChekCoach does not directly store complete card numbers or card security codes. Payment information is processed and stored by ChekCoach's third-party payment processor.
The organization is responsible for controlling and distributing its billing code. The organization should provide the code only to individuals whose certification orders it has agreed to purchase. Orders submitted using the organization's active billing code will be treated as authorized organization purchases unless the organization promptly reports suspected unauthorized or fraudulent use. The organization may pause or disable its billing code through its administrative account or by contacting ChekCoach. ChekCoach may suspend or replace a billing code if it reasonably believes the code has been compromised, misused, or distributed without authorization. Disabling or replacing a code prevents future use but does not cancel charges incurred before the change took effect. The billing code does not work until monthly billing is active (terms accepted and a valid payment method is on file).
ChekCoach may allow organizations to establish monthly usage limits or receive usage notifications. These tools are provided as administrative safeguards but do not replace the organization's responsibility to monitor its account and control access to its billing code. If an organization establishes a usage limit, ChekCoach will use commercially reasonable efforts to prevent additional billed orders after the limit is reached. Orders submitted before the limit was recorded or enforced remain payable. Emails, alerts, or estimated totals are provided for convenience. The organization's final itemized statement will control the amount due.
The organization should review each monthly statement promptly. Questions or suspected discrepancies should be reported to ChekCoach at [email protected] within 15 days after the statement date. The organization should include the organization's name, statement number, participant or order involved, and a description of the issue. ChekCoach will investigate reported discrepancies and issue an adjustment or credit when appropriate. Reporting a billing question does not automatically cancel the payment authorization or suspend undisputed amounts. Nothing in this section limits any rights that cannot legally be waived.
Except where required by law, charges are generally nonrefundable after a certification order has been submitted and ChekCoach or its service providers have begun performing a background check, registry search, training service, certification service, or other requested service. If an order was created because of a ChekCoach system error, duplicate processing, or another error attributable to ChekCoach, ChekCoach may issue a refund or account credit after reviewing the circumstances. A participant's failure to complete assigned training, provide required information, respond to a background-check request, or finish the certification process does not automatically entitle the organization to a refund.
If the payment method on file is declined, expired, invalid, or otherwise unavailable, ChekCoach may retry the payment and notify the organization administrator. The organization agrees to promptly provide a valid payment method and pay all outstanding amounts. Until the outstanding balance is paid, ChekCoach may pause the organization's billing code and prevent new organization-paid orders from being submitted. Existing completed certification records will not be deleted solely because of a failed payment. ChekCoach reserves the right to discontinue monthly billing privileges for organizations with repeated failed payments or unpaid balances.
The organization is responsible for any applicable sales, use, transaction, or similar taxes associated with the services, excluding taxes based on ChekCoach's net income.
The organization may disable monthly billing through its administrative dashboard or by contacting ChekCoach. Disabling monthly billing will prevent new orders from being charged to the organization after the cancellation takes effect. It does not cancel or refund orders submitted before that time. Any unbilled charges incurred before monthly billing is disabled will be included on the organization's final statement and automatically charged to the payment method on file on or around the first day of the following month. Disabling monthly billing does not terminate the organization's ChekCoach account or affect certifications that have already been completed.
ChekCoach may suspend or terminate monthly billing access if the organization violates these terms, fails to pay amounts due, misuses the service, creates an unreasonable risk of fraud or loss, or uses ChekCoach in a manner inconsistent with applicable law or ChekCoach policies. Suspension or termination does not eliminate the organization's responsibility for charges incurred before the effective date of suspension or termination.
The organization agrees that electronic acceptance of these terms has the same effect as a written signature. ChekCoach may retain records showing the accepting administrator's identity, organization, date and time of acceptance, IP address, applicable terms version, payment setup reference, and other information reasonably necessary to document the organization's authorization. The organization consents to receiving billing statements, receipts, payment notices, and other monthly billing communications electronically.
ChekCoach may update these Monthly Billing Terms from time to time. If a material change affects the organization's payment authorization, pricing, billing frequency, or financial responsibility, ChekCoach will provide advance notice and may require the organization to accept the updated terms before continuing to use monthly billing.
Questions regarding monthly billing may be sent to:
ChekCoach, LLC
1120 Bayberry Lane
Red Bud, IL 62278
United States
[email protected]
Your coaches. Your club. One clear process.
Start with your email. Bring your coach list.
Give every coach a clear next step.