New season, new you, right? At least that’s what you tell yourself until you sit down to begin your new season admin. This year, you’re already on the right path because you’re with Coacha. You’re an expert at adding members and breezing through registers, you do these tasks daily; but what do you do now that some members are leaving, some are staying, new members are arriving, and classes are totally changing?
Worry not! As always, we’ve got your back. We’re showing you the easiest and least time-consuming way to give your club admin a complete overhaul in time for the new season.br>
With a lot of you basing your teams on school years, many of your athletes will be moving to another member group next season. You don’t need to go into each individual profile and change their member group/class, this is time-consuming for the smallest of clubs, never mind those of you with 500+ athletes. The easiest way to carry out this task is as follows:
Step 1: Delete the members that you know aren’t returning. If you don’t know this yet, leave them in as normal, you can delete them later if needed.
Step 2: Send out your signup form for new members to complete (Club Settings), then confirm them into your club one they have submitted the form.
Speaking to our users regularly, we’ve gathered that the best way to get the forms submitted timely is to put out a deadline with a consequence. You could post on Facebook:
Step 3: Once you’re confident that all new members have been accepted into Coacha (don’t worry if there are any stragglers – you can add these later), it’s time to export your whole member list (People > Your Members > Import/Export).
Step 4: Once you’ve downloaded and opened the list, navigate to the ‘Member Group’ column (far right). Here you can simply paste the relevant group for each member.
If there are already member groups in the columns, simply remove them if they’re changing with the new season.
If the member is in more than one group, there are 4 columns that allow for this – simply add the second member group into the field to the right.
Pasting is a good idea as it makes sure the member group is spelt the same each time. When re-uploading the spreadsheet, if there is a new member group, Coacha will recognise this and create it. Likewise, a misspelt member group would be classed as a new member group.
Step 5: You can also edit any information you need to, such as NOK information/address etc. It is important NOT to add or remove any columns.
Step 6: Save the spreadsheet to your desktop and re-upload it via the mass-uploader. Re-uploading the spreadsheet when you have a club full of members will not create duplicate athletes – Coacha recognises the existing profiles and simply updates them.
Step 7: Spot check a few member profiles to make sure the information saved properly/members were assigned to member groups properly/no duplicate member groups were created due to spelling mistakes.
Step 8: If you’re changing your classes/registers next season, here is where you delete them and create new ones.
Step 9: If you are keeping the classes but the current member groups within them have changed, this is where you remove the current members from the classes to start fresh. Head to Classes & Registers > Classes & Events > Edit a class > Click ‘add members’ and then ‘remove all’ from the ‘attending’ area.
Step 10: Once you’ve removed the members, you can use the search bar at the top of the screen to select an entire member group to add to the class, of course you can still add individuals too.
And you’re done! We know that club admin at this time of the year can be daunting, but just think of how you breezed through last season with Coacha – you’re only 10 steps away from being able to do that again!