How to Use the Member/Parent Portal

*Please note - Even though the finances in this section are displayed in GBP(£), the user guide applies to the EU & USA also.*

We’ve put this guide together to talk you through using Coacha’s Member/Parent Portal.

Firstly, your club owner will need to either set you up with a log in; request that you create your own via email; or you’ll have created your own password during signing up. If you haven’t set up a password yet, get in touch with your club owner who will be able to help.

Once you know your login details, it’s time to get started.

1. Logging in

To log into Coacha’s Member/Parent Portal, head to https://my.coacha.app/ and enter your login details into the appropriate fields.

Once logged in, you’ll be directed to the Dashboard. You can access all of the Portal’s features from here or from the ever-present, pop-out navigation bar to the left-hand side.

 

2. My Profile

Clicking ‘My Profile’ or ‘Member Profiles’ in the main navigation or quick links will take you to your personal details.

 

3. What happens if I encounter a problem?

Any issues you come across, whether it be software/information related should be directed to the club owner either by your usual mode of contact or clicking the ‘Contact the Club’ button on the Dashboard.

Even if you think the problem is with Coacha, refer to the club owner who should then contact us.

4. How can I edit my personal information?

Once in your profile, you can navigate to the appropriate fields, change your information & click ‘save’ once complete.

All Next of Kin (NOK) information (including email address and telephone number) must be placed in the NOK section, rather than the member fields.

If the member is too young to have contact details, these member fields can be left blank. The system automatically recognises when a member is a child and prevents the club from directly contacting them, by redirecting the message to the NOK.

Medical Notes

To update medical information, head to the ‘Notes’ tab.

 

To view your payment history, head to the ‘Payments’ section.

 

To update GDPR/club consent, head to ‘Data & Documents’.

Please note, in order for you/your child’s information to be stored in accordance with GDPR within the club, the first 2 GDPR tick boxes must be ticked – your information can’t be held in the club otherwise.

Click ‘Save’ at the top right-hand side of the screen when done.

5. How can I edit my card details?

As Coacha doesn’t store card/bank information, you can’t change your card details in the Member Portal. This is to make sure your sensitive information is kept nice & safe.

If you have a new card/your card has been stolen etc., you’ll need to contact the club owner who will need to cancel your current subscription plan and send you a payment request which you need to complete with your new card details. Then things will be back to normal as you know it!

6. How can cancel my payments?

If, for whatever reason, you need to cancel your payment to the club, you’ll need to contact the club owner. Bear in mind there may be a notice period in place which will more than likely been included in the waiver documents you initially accepted when joining the club. The club will be able to cancel your subscription at their earliest convenience.

7. How to I manage my payments
   

Can't put your hand on your payment request email? Want to make sure your monthly subscription is coming out? Head to ‘My Payments’ in the navigation bar.

Here you will see a list of your previous and outstanding transactions. You’ll see the ‘status’ of the transaction (compare against the colour key below) and you'll be able to click 'Pay' and set up the payment.

 

 

7. Can I export my transaction history?

If you need to export your transaction information for whatever reason, you can click ‘Export Your Transactions’ in the top right-hand side of the screen.

You’ll need to save the file to your computer when faced with the following screen:

Locate your file in the saved location on your computer and you should be faced with something like this:

8. How can I print a receipt?

To print a receipt, head to ‘My Payments’ in the main navigation.

Find the payment you need the receipt for and click ‘receipt’ on the far right-hand side.

You’ll then see the receipt details, you can click ‘print’ in the top right-hand corner to print it for the member.

 

9. How to download my (child's) data under GDPR?

Head to the Dashboard in the main navigation.

Click ‘Export my Data’ from the quick links. It’ll ask you to save the file in your computer, pick a location and click ‘save’:

Then locate the Excel file in your computer and you’ll be able to see the information stored within Coacha about you/your child.

10. How do I view my club's schedule?

Head to ‘Calendar & Classes’ in the main navigation

Here you will be able to view a timetable of the classes on this week. You can use the arrows on the top left underneath ‘Agenda View’ to navigate through the weeks OR switch between month/week view on the right.

11. How do I book onto a class?

Not all classes may be bookable – some may be recurring classes that the club owner has set up. To book onto a class, refer to the ‘Book onto a class’ section.

 

Select the class name from the drop down – you’ll only be able to select the bookable classes:

Select the date and time, if the field is greyed out and says ‘full’ – this class is full and cannot be booked.

Select the appropriate member from the third drop down and click ‘Book’.

 12. How do I view the classes I’ve booked onto?

As soon as it’s booked, the class will show in the below ‘Your Classes’ section.

Please note: The classes will only show for the week/month that the calendar is displaying.

You can switch modes/months/weeks to view the classes you’re booked onto during that period.

 13. How do I cancel a class I’ve booked onto?

To cancel a class, simply find it in ‘Your Classes’ and click ‘Cancel’.

You’ll be ask to confirm whether you’d like to cancel, click ‘Cancel class’.

A notification will display at the top of the screen telling you the cancellation has succeeded.