Accessing your Registers
When you first log into Coacha, you will start on the Dashboard. Scroll down to find the Coach’s Noticeboard. Just underneath this section, you will see the Attendance Register.
You can also access this area by navigating to: Classes & Registers > Attendance Registers
By default, the Attendance Register displays an overview of this week’s classes. To open and use a register, simply click “Go to Register” on the right-hand side to access more information.
If a class did not take place, or will not take place, and you do not want it to affect your statistics, click “Void” to remove it from the register data.
You can also switch between registers using the tabs at the top of the page: Past Registers, Today, This Week or Search to find registers within a specific date range
If you need to locate a register for a specific date range, use the blue “Search for register” bar. Enter the From and To dates, and select the class if required. Then click the green “Go!” button to display the relevant registers.
Locking your Registers
If the register is being left unattended (for example, if members are signing themselves in), you can lock it.
Click “Lock register” in the top-right corner of the screen.
This allows the register to remain visible while preventing access to other areas of the system. To unlock it, enter your password
Finding your Members
Once you are in the register you will a grid view of all the member within the session, Coacha makes it easy to filter by what makes sense to you!
This can be by First Name, Last Name, and Arrival
Attendance Recording
You can view all staff and members assigned to the class from the Staff Members and Class Members sections.
Coacha provides a complete attendance record for every class, including each member's check-in and check-out times. This gives coaches and administrators an accurate audit trail, while providing parents and members with added reassurance that attendance has been recorded correctly.
Check in
By default, all members are marked as absent in the register until they are marked as present. To update this, simply click the Absent box next to the member’s name. Once marked as present, the member’s arrival time will also be displayed.
If a member has reported an absence or illness, this will be displayed in the register under the member’s details as a red calendar icon. When this is present, the option to mark the member as present will not be available.
Check out
At the end of each session, coaches and administrators can record when members leave by using the Check Out feature. This provides an accurate record of each member's departure time, giving clubs, parents, and members added peace of mind.
Note: Before you can use this feature, Check Out must be enabled in your class settings. For instructions on enabling it, see Member Check In & Check Out
Once a member has been marked as Present, the Mark Time Out button will become available next to their name.
- At the end of the session, locate the member in the attendance register.
- Select Mark Time Out.
- The button will update to display the exact time the member was checked out, confirming that their departure has been recorded successfully.
Payment Status
At a glance, Coacha’s registers allow you to view the payment status of your members. Members who have successfully completed payment will have a solid green payment box under their name, while members who still need to complete payment will have an empty green 'Pay' box.
By clicking the payment box, an admin or coach can choose to waive, record, request, or process payment online for that specific session.
Understanding the optional icons
If the Icon feature has been enabled, it provides a quick snapshot of key information about your members directly within the register. To learn more about this feature and how to enable it, refer to the help guide: Quick View Icons
A quick overview of the icons:
Member Icons will only show when a member meets a specific set of conditions.
Medical Note Added – If a member has a medical note recorded on their profile, a small “+” icon will appear. Clicking this icon will display the medical note.
Photography Waiver – If a member or parent has not agreed to the club’s photography policy (meaning they do not consent to being photographed), a small red camera icon will appear.
Safeguarding Note – If a member has a safeguarding note recorded on their profile, a small “S” icon will appear next to their name.
Failed subscription- If a member’s subscription payment has failed, this will be highlighted on the register wherever the member appears.
Understanding the selectable icons
These icons are also displayed in your class members for each member and provide with a the option for more of a deep dive in to their information.
Member Skills – Displays additional information about any skills that have been applied to the member’s profile. A clipboard icon.
Member Information – Displays further details about the member. An information icon.
Remove Member – Removes the member from the selected register. Please note that this will only affect the current register and will not remove the member from any future registers they may be part of. A red “X” icon.
That covers the key information you need to get started with using your Attendance Register.
Need help?
If you need any help with this process, please contact the support team at support@coacha.co.uk.
Thank you
Coacha Team
Comments
0 comments
Please sign in to leave a comment.