Coacha allows you to add additional committee members, coaches, or assistant coaches to your account and provide them with their own individual login at no extra cost.
This allows them to access important information such as relevant medical details, emergency contact information, and any coach notes that have been added to member profiles when needed.
Add a new staff member
To add a new coach or staff member:
Go to People from the navigation menu.
Select 'Your Staff' > Click the green 'Add new staff button'.
Enter the staff member’s name, email address, contact details and upload a profile picture.
Ensure you tick 'Allow Login' and set a memorable temporary password.
Assign the appropriate permissions and access level.
Click Add.
Share the login details with your staff to allow them access to their account. They will be able to reset this once they log in.
The staff member will then appear in your staff list and will be able to access Coacha according to the permissions assigned.
Key areas
Understanding the staff roles and permissions
Above the member’s name, you can assign a role to the staff member. Choose the role that best fits their responsibilities within your club.
Coacha Premium and Custom plans have 3 system roles, included and here is a breakdown of each user role:
Admin – Full access to all features within Coacha. This role is ideal for Co-Directors, committee members, or management-level coaches.
Coach (Full Access) – Access to all Members, Classes, and Registers.
Coach (Limited Access) – Access only to the Members, Classes, and Registers they have been assigned to.
More information on System staff roles can be found here: Staff Roles
Coacha Custom allows you to create and manage your own staff roles, giving you the flexibility to tailor access and permissions to suit the specific needs of your club. More information can be found here: Managing Custom Roles
Data and Documents
Open the Data & Documents tab in the member profile. Here you can upload documents such as qualifications, first aid certificates, and DBS checks so they are available if needed.
To upload a document:
Click the green Upload a document button.
Locate the file on your computer.
Select the file and click Open to upload it.
Once uploaded, you can view the document by switching to the Uploaded tab.
To allow the staff member to access Coacha, you must tick the first two data consent boxes. The system will not allow the staff member to log in unless these boxes are selected.
After logging in, the staff member will also be able to update their GDPR preferences in this section. However, the first two consent boxes must be accepted before they can access Coacha, as their data is required for them to participate in your organisation’s activities.
Important: Do not forget to press 'Add Staff' to save your details
Importing Staff Details
You can also import staff details directly from an existing member profile. This is useful if someone is both a member and a staff member, or if you are adding multiple people to the system at once.
To import staff details from a member profile:
Go to the Add Staff page.
Click Import from Member Profile.
Search for the member profile you want to import.
Select the profile to automatically copy their details into the new staff profile.
This will quickly transfer the member’s existing information into the staff account, saving time and avoiding the need to re-enter their details.
Need Help?
If you need help adding or managing coaches or staff members, please contact the support team at support@coacha.co.uk.
Thank you!
Coacha Team
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