A Simple Guide to Setting up Coacha

If you are currently managing your club using paper, spreadsheets, or multiple systems, or if you are dissatisfied with your current software, moving to a new platform can feel overwhelming.

Many providers operate in very different ways, which can make the process of switching seem complex before you have even started.

If this sounds familiar, you are in the right place.

While moving your club administration into Coacha does require some initial setup, most clubs quickly find that the time invested is worthwhile. Once everything is in place, managing your club becomes significantly more efficient.

This guide will walk you through the key steps to help you get started with confidence.
 

Step 1 – People

Adding your members and coaches

Adding Members

Once your free trial is active, your first task is to add your members into Coacha. There are several ways to do this:

• Mass upload – Ideal if you already have your data stored in a spreadsheet
• Manual entry – Add members individually
• Signup form (recommended) – The most efficient and accurate method

Using the signup form ensures that all member information is up to date and GDPR compliant. Simply share your unique signup form link via your website, email, or social media.

Members will complete the form with key details such as:

• Personal information
• Emergency contact details
• Medical information
• GDPR consent

Once submitted, these will appear as pending members in your account. You can then review and approve them.

If you organise members into groups (for example, teams or squads), you can assign them to member groups to make communication and register management easier.

Adding Coaches

After your members are set up, the next step is to add your coaches.

As an Administrator, you control what each coach can access. Coacha provides three standard access levels:

• Administrator
  Full system access, including members, classes, payments, and communications. The account owner retains ultimate control.
• Coach Full
  Access to all Members, Classes, and Registers. No access to financial data, broadcasts, or club-wide statistics.
• Coach Limited
  Access only to the Members, Classes, and Registers they are assigned to.

Coacha custom clubs also have the additional feature of being able to create custom roles to suit the specific needs of the club. More information can be found here: Creating and Managing Custom Staff Roles

Step 2 – Classes & Registers

Setting up your timetable

Adding Classes

Once your members are in the system, you can begin setting up your classes to match your club timetable.

You can also choose to make classes bookable, allowing members to reserve their place in advance. Below are some guides you may find useful: 

• Your guide to adding a new class.

• How to Make a Class Bookable

Adding Registers

Registers are automatically created based on your classes and assigned members.

This means there is no manual setup required. Simply access your registers and begin recording attendance. How to Find a Register

Step 3 – Payments

Setting up your payment system

Choose your payment provider

Coacha integrates with two payment providers listed below along with their transaction fees:

• Stripe (for taking card payments) : 2.5% + 20p per transaction (no VAT applicable as Stripe are based in Ireland)
• GoCardless (for taking direct debits): 2.2% + 24p  per transaction (includes VAT as GoCardless are based in the UK)

Please note: there are no extra transaction fees and the above figures are the total fees that you will pay per transaction

Once you have chosen your provider, link it to your Coacha account to begin collecting payments.

Create subscription plans

Set up your payment plans based on your club structure. Whether you have one plan or multiple options, this is where you define pricing and schedules. How to Set Up a Payment Plan / Subscription

Assign members to plans

Assign each member to the appropriate plan and choose how to collect payment:

• Take payment immediately
• Send a payment request via email

You can track all payment activity within the Money Dashboard.

If a payment request is not completed within 7 days, Coacha will notify you.

Failed payments are automatically chased using Coacha’s built-in system.

 

One-off payments

You can also take one-off payments for items such as: How to Take a One-Off Payments / Requests

• Joining fees
• Kit or uniforms
• Events

Step 4 – Member Portal

Giving members access

The Member Portal allows your members to:

• View and update their details
• Download their data
• Manage their information securely

This supports GDPR compliance and gives members more control over their data.

Members will need login details to access the portal. You can enable this in several ways:

• Set passwords manually for members How to Individually Assign Members/Parents a login for the Member Portal
• Ask members to create their own passwords Mass assign Member Portal logins
• Allow password creation via the signup form

You can also provide your members with this useful guide to find their way around.  

Step 5 – Final steps

Once your setup is complete, you can begin to enjoy the benefits of a fully digital system.

Although the initial setup may feel like a significant task, most clubs quickly find that the time invested pays off. Member data becomes more accurate and secure, coach access is easier to manage, registers are automated, and payments are handled efficiently with minimal manual input.

From here, you can also explore additional features such as sending broadcasts, posting updates on the noticeboard, and reviewing your club’s performance through built-in statistics.

Support is available throughout your journey, including assistance with your initial setup if needed.
 

Need help?

If you need any help with this process, please contact the support team at [e-mail].

Thank you
Coacha Team