Add an athlete and link their family

Manual entry is useful for occasional additions that do not come through a form or CSV file. The athlete’s profile and the guardian’s profile are related but separate records: one guardian can be linked to several children.

Before you start

Gather only the details you need and check whether the athlete or guardian already exists. Use an identity document only when essential to avoid duplicates and protect personal information.

Step by step

1. Create the athlete’s profile

Under Athletes, select Add athlete. Enter their first name, surname, date of birth and any other requested details. If Clybo’ shows a possible match, review it before continuing.

2. Add or select the guardian

Search by first name, surname, full name or email address to find an existing family. You can also find them by the name of one of their athletes. You do not need to enter accents or match capitalisation: fernandez finds Fernández, and you can enter the first and last names in either order. Under Guardians, the list search accepts a full name and email address while keeping the selected statuses. Reuse the correct profile when it appears; choose Invite a new guardian by email only if there is no valid match.

3. Set the relationship and main contact

Specify the relationship to the athlete and check who will be the main contact. The main guardian is used for decisions and messages that need a clearly identified responsible person.

4. Send the invitation

If you chose to invite a new guardian, check their email address, first name, surname and relationship before selecting Add athlete. The invitation is prepared when you save. The family will receive a link to set up access. Do not share that link with anyone else.

5. Check the complete profile

Open the athlete’s details and check the guardians tab. Confirm that the relationship, contact details and invitation status are correct before assigning a team or fee.

Edit a guardian’s details

Open Guardians, select the person’s profile, select the ⋯ menu and choose Edit. Only First name, Surname and Email are required; the identity document is optional because the club may not know it.

Under Document type, choose DNI, NIE, Passport or No document, and enter the Document number if you have it. The number is stored encrypted, and the profile shows the type under Identification. If you choose No document and select Save changes, the saved type and number are deleted. You cannot save a number already used by another guardian at the club: check whether it belongs to the same person before creating a new profile.

Search by phone number

In the manager’s general search, the Athletes and Guardians lists, and person selectors, you can enter at least four consecutive digits from a phone number. For example, 63912 finds +24639123123. You do not need to enter the full number; spaces, hyphens and brackets are ignored, and you can use + or 00 for the international prefix.

A guardian’s phone number or their additional contact’s number can find the guardian and their linked athletes. An athlete’s own phone number can find their profile. Results respect your permissions, active club and filters; a shared number may show several profiles.

The feature is enabled for each club after its data has been prepared, for users with access to the manager. If “Phone search is not available yet. Try searching by name” appears, search by name or document instead. In the general search, this message replaces No results while phone numbers cannot be searched; matches from other fields remain visible. With fewer than four digits, you will be prompted to enter a longer sequence. An old phone number in an ambiguous or incomplete format needs review; its original value is not changed automatically. Outside Spain, use numbers with an international prefix to avoid ambiguity. The prefix selector in the guardian and athlete phone fields includes every country in the world; search by name, code or prefix, or paste the full number with +. This search is not available in the families’ app or the coaches’ app.

If something goes wrong

Athletes do not load

If the list fails to load, a message appears with Try again. Check your connection and select the button to reload. A loading failure does not mean the club has no athletes: do not create new profiles to recover ones that already exist.

If an update fails, profiles already loaded remain visible and a message says they may be out of date. If Load more fails, keep what you can already see and select Try again to load the next page. The button is disabled while the request is in progress. If the problem continues, contact support and give an approximate time and say whether it also happens on another connection.

Other problems

• An unexpected match appears: compare the document and contact details; do not merge records based only on a similar name.
• The email address is already registered: link the existing profile instead of creating a duplicate.
• The invitation does not arrive: confirm the address and check junk mail before resending it.
• The wrong guardian is listed as the main contact: change the main guardian and review the impact shown.

Next step

Continue with Complete an athlete’s profile or, for bulk additions, Import athletes from a CSV file.