Complete and maintain an athlete's profile

An individual profile is the reference for understanding a person’s relationship with the club. Keeping it up to date helps prevent errors when creating teams, sending communications, requesting consents or generating charges.

Before you start

Check that you are in the correct club and that there is no other profile for the same person. Changes to a main guardian, team or payment method can affect pending operations; always read the impact summary.

Step by step

1. Review personal details

Open Athletes and find the profile by first name, surname or both. You can enter eli zab to find Eli Zab, or fernandez to find Aitana Fernández. Search ignores capitalisation, accents and extra spaces; it also accepts surnames before first names and parts of words. It applies to all results before each page is loaded and keeps the status and tag filters. The dashboard’s global search accepts the same name search. Open the profile. Check identity, age and year of birth, contact details and status. Correct only confirmed information, and archive the profile when the person leaves the club without deleting their history.

2. Maintain guardians and relationships

Add or link guardians, set the relationship and choose the main contact. Before changing it, check which payments or authorisations may depend on the person currently selected.

3. Organise teams and activity

Review the current teams and add the athlete where appropriate. Also check results and activity to maintain a full context without creating separate records.

4. Review the private photo

The photo appears only if a family member has added it with authorisation for internal use. An administrator can download it from the profile; use that copy only for the authorised purpose. To prepare a full roster, the team can create a ZIP of active, authorised photos.

5. Review consents and documents

In the consents section, you can review pending requests, send reminders or cancel them when they are no longer relevant. Obsolete documents for the guardian or athlete can be deleted with confirmation; deletion is permanent and does not replace the versioned legal archive.

6. Review fees, payers and payment method

Under the Payments tab, check assigned fees, discounts and collection day. Select a fee’s edit icon to review how it is split between one or two guardians and its payment method. The change applies to the next period not yet generated and does not alter existing charges.

7. View notes and records

In clubs with the training workspace enabled, the Notes and records tab brings together the staff’s internal notes about the athlete. Families never see them; they are not for medical data, which belongs in the health section.

• Notes: their personal notes and the group notes from their teams’ sessions while they were on those teams. Under New note, write a note for them (up to 8000 characters) and select Save note.
• Records: information grouped by Record type, such as “Leotard” or “Check”, with its date. Enter the type (the ones the club already uses are suggested), the Date, which defaults to today’s date in the club, and the text, then select Save record. Filter by type and select See this type across the club to compare it with other athletes.

The pencil and the bin appear on what you can change: what you wrote yourself and, if you are a head coach, also what the rest of the staff wrote. Notes and records can also be created from the On the floor view, as explained in Prepare the day’s training and train on the floor. If the profile is deleted, its personal notes and records are deleted too; group notes are kept.

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

• The profile is duplicated: stop new operations and check which profile has the correct history.
• A team does not appear: check the season, status and places available on the team.
• A consent is still pending: check that the invitation reached the authorised guardian.
• You cannot change the method: there may be a pending request or no valid method for the family.
• You cannot download a photo: only an authorised administrator can do so, and current internal consent must exist.
• A document cannot be deleted: check its type, source and your permissions; legal documents follow their own version history.
• You cannot see the Notes and records tab: your club does not have the training workspace enabled.
• A day shows Not recorded: nobody took the register for that session; attendance is corrected in the session itself.

Check attendance

The Attendance card, between Quick tags and Recent activity in Personal details, shows the athlete’s attendance month by month across every club team they have been in. You do not need to open each team.

• Change month with the arrows. You can go back to the first month with a register or a team; you cannot go past the current month.
• The large percentage is for the month shown; on the right you see the active season (or the last 12 months if there is no active season). It counts Present and Late over sessions with a register taken; Absent and Excused count as not attended.
• Each day takes the colour of its status. A dashed border with ? is a past session that is Not recorded (today, Pending); grey with a dot is a planned session. An unmarked day is not an absence.
• If that month has sessions from more than one team, filter by team with the selector above the calendar.
• Select a day with a session to see the team, time, status and who took the register. If you are a club administrator and the training workspace is enabled, Open session takes you to its preparation.

Unmarked sessions only appear while the athlete was in the team; registers already taken are always shown. The card is read-only: attendance is corrected in the session itself, as explained in Prepare the day’s training and train on the floor. For a whole team, see the team attendance described in Manage a team’s roster, timetable and coaches.

Club quick tags

The Quick tags card, above Attendance in the personal details section, lets you classify the athlete with the club’s internal tags. Families cannot see the catalogue or its assignments.

See Manage athletes’ quick tags to create or edit the catalogue, add and remove tags, apply bulk changes and filter manager or staff lists.

Next step

To organise activities, see Manage a team’s roster, timetable and coaches. To split upcoming charges, continue with Split a fee between two payers.