What Counts as an Active Athlete?

The software bill should follow who is actually training, not every name that has ever been typed into a roster. That only works if "active" is a hard test, not a feeling.

On L4, an athlete counts as active if either of these is true:

• They completed a training session in the last 90 days, or
• They currently hold an active program assignment.

That is the whole test. A name sitting in the database does not count. A parent who never asked you to delete a profile does not keep that athlete on the plan. "We might see them next season" does not count.

Youth training is seasonal. Kids finish a block, change clubs, move up an age group, or stop. The database keeps those names. If a vendor bills the long list, you pay for history.

A 90-day session window and a current program assignment are things you can check. They are tied to work happening now. If someone has not trained in 90 days and has no program assignment, they do not count toward the facility plan.

That is the definition behind the facility subscription. Confirm current prices on l4performance.ca/l4. The rungs are free under 25 active athletes, $99.99 CAD per month up to 500, $139.99 for 501 to 1,000, and $199.99 for 1,001 to 2,000, plus applicable tax. The number that places you on a rung is this active count, not total profiles.

Archive someone who has moved on and they stop counting the same day. You do not wait for a billing cycle to notice the archive. The count changes when the record does.

They can come back. If they train again, or if a coach assigns a program, they count again. A session or an assignment is enough.

Coaches who already write programs in Claude or ChatGPT can connect that chat to L4 athletes and programs.

Quiet names drop off. Returning names come back on when there is a reason. That is what it means to tie the meter to work instead of to the lifetime of a row.

Inside a rung, adding an athlete does not change the software bill. The count still matters at the edges: when you cross from free to $99.99, or from 500 to 501.

The same definition drives both directions. If the active count falls into a lower rung, the next invoice drops. There is no mid-cycle proration. The change takes effect on the next invoice. For the full step-down rules, see Does the software bill drop when the roster shrinks?

The longer case for not billing names that are not training is in Why You Should Not Pay for Athletes Who Are Not Training.

If you already know your roster size and how many athletes trained in the last 90 days, use the gym software pricing calculator to see the L4 estimate next to those numbers.

Active is not "still in the building on paper." It is not a membership switch you forgot to turn off. It is a session in the last 90 days, or a current program assignment.

L4 is built for youth athletes training in a facility, plus a parent portal. It is not a program marketplace for athletes who never enter the building, and not lab-grade force-plate hardware. Someone with no session and no assignment is not an active athlete on the facility plan.

Strength and conditioning software your coaches run the floor on, with an athlete and parent app that creates new revenue for your facility.

Strength and conditioning software

If you are comparing tools, ask what "active" means in writing. If the answer is "anyone still in the database," the off-season bill will track memory, not the floor.

Ask what happens the day you archive someone. On L4, they stop counting that day.

Ask whether they count again later. On L4, they count again if they train or get a program assignment.

After you know who is billable, use the how-to-choose checklist and the costs guide before you sign: How to choose youth training gym software and What gym software really costs.

The rest of the money picture sits on separate pages: Who pays for gym software?, Is booking included, or an add-on?, Does the platform take a booking cut?, and What can a parent see without paying?. The index is Questions to ask any gym software. For the wider software picture, see the gym revenue and software guide.