Want to make note of a new medical condition or update a telephone number? Easy. Instead of sending your member off to re-complete an abundance of paper records, wouldn’t it be much quicker just to update their Coacha profile? We thought so too.
To edit a member profile, you’ll need to head to People > Your Members and find the relevant profile. Click ‘View Profile’ to open the full profile of the member you need to update and then you can start editing the relevant fields.
Work your way through the tabs to add the appropriate information.
Uploading a Photo
To add a picture to a member profile, click the blue button next to the image icon and select a file from your computer.
Changing Personal, NOK and Contact Details
This information can be changed in the first tab named ‘Important Info’.
Adding Medical Information
This information can be added in the ‘Notes’ tab.
You can head to the ‘Classes & Attendance’ tab to see individual attendance statistics for this specific member.
Viewing Payment History
You can view a member’s payment history by heading to the ‘Payments’ tab.
Assigning a Member Group/Class
If your club caters for more than one discipline level (e.g. 1st and 2nd teams in football, or belt grades in Karate) you should assign your members to different groups to make them manageable.
Head to the ‘Classes & Attendance’ Tab and tick the box of the Member Group you’d like to assign them to, or click ‘Add New’ to add a new group.
Adding Documents/GDPR consent
If a member has earned a certificate or requires a doctor’s note, you can upload it as a PDF file or Microsoft Word document to their member profile. Do this by heading to ‘Data & Documents’.
Simply click ‘Upload a document’, pick a file, upload it and click ‘Save Member’.
GDPR consent also displays here. You can tick/untick as appropriate – although the first 2 options must be selected for the member’s data to be stored in your club.
*Please note – these preferences can also be updated by the member themselves in the Member Portal, or initially on the member signup form.
If there is a shining star among you, or maybe if one of your members needs a little encouragement, you can easily let the other coaches in your club know by adding a note to the member’s profile. This can be seen by any coach that logs in to your club’s Coacha account. Go to the Coach’s Notes tab and type the required note in the text box, clicking ‘add note’ when done.
Be aware that coach’s notes are subject to instant data download under GDPR in the Member Portal unless ticked as a Safeguarding Note.
If your note is regarding safeguarding and you do not want it to be subject to instant data download, tick the box that asks ‘Is this a safeguarding note?’ – This will prevent downloading by members/parents.
How to Set a Reminder Alert
You can also set specific, personalised reminders in the ‘Notifications & Alerts’ tab.