Organization Budgets
How to set up budgets, per-person allowances, and budgets that reset each month.
Organization Budgets
Budgets control how much your organization spends on mental performance services, and who can spend it.
Budget structure
Budgets are a tree, so they can match how your organization is actually arranged:
Company Budget ($50,000)
├── Athletes ($30,000)
│ ├── Varsity ($20,000)
│ └── JV ($10,000)
└── Coaches ($20,000)
Spending against a lower budget also counts against every budget above it. A session booked from Varsity uses Varsity's money, Athletes' money and the Company budget at the same time — so a parent budget is a genuine ceiling, not a label.
Setting one up
- Go to Budgets in the sidebar
- Create your top-level budget
- Add budgets underneath it to build your structure
- Set an amount and a period for each
Periods — when a budget refreshes
| Period | What it means |
|---|---|
| Monthly | Refreshes on the 1st of each calendar month |
| Quarterly | Three-month blocks, counted from the start date you choose |
| Annual | Twelve-month blocks from the start date — so a July-to-July financial year works |
| Custom date range | Covers exactly the dates you pick and does not repeat |
| Lifetime | Never refreshes. Spending counts against it forever |
Which month a session counts in depends on your organization's timezone, set under Settings → Organization profile. A session booked at 6pm on 31 March counts in March for an organization set to Mountain Time. If your organization is not on the East Coast, set this before you use a monthly budget.
Unused budget does not carry over. A $1,000 monthly budget that only spends $600 starts the next month at $1,000, not $1,600.
Per-person allowances
- Open a budget
- Click Assign Members
- Choose people from your organization
- Optionally set a per-person cap
A per-person cap follows the same period as the budget it belongs to. Give someone $500 a month and they get a fresh $500 each month.
How the limits are enforced
When a member books using the organization's budget, we check, in order:
- Their own per-person allowance
- The budget they are assigned to
- Every budget above it in the tree
If any of those would be exceeded, the booking is refused and they are shown what is left. Two people booking the last of a budget at the same moment cannot both succeed.
Retiring a budget
Retiring a budget stops anything new being booked against it, and keeps its past spending counted against the budgets above it. Sessions that already happened were still paid for, so the money does not come back.
Keeping an eye on spending
The Organization Dashboard shows total spend, how much of each budget is used, a breakdown by provider type, and per-person spending.