View your teams and sessions in the staff app

The staff app adapts its information to the active club and the teams linked to your profile. The management dashboard handles general settings; the mobile app focuses on day-to-day work.

Before you start

Check that you have selected the right club and that an administrator has linked you to the teams you need. Keep the app up to date and check the connection notice before making changes.

Access and controls depend on your permissions in that club: the defaults for your role and any settings an administrator has changed for you. Access to the dashboard does not replace permissions in the staff app. When the app receives notice that a permission has been withdrawn, it hides the relevant access or action, even if you opened the screen earlier.

Step by step

1. Check Home

The home screen shows upcoming sessions, shortcuts and alerts. Check the date, team and time before opening an activity, especially if you work with several groups.

Home and Calendar only show the sessions in your schedule for each team. If management has assigned you only some slots, you will not see the others; if you cover part of a session, you will see Your part: 18:00 – 19:00 instead of the full time. You can still open any session of your teams: the session details show the team’s time and, below it, your part.

When management changes who leads a specific session, you will see it on the card:

• You’re covering for and the name: you are covering that session in place of someone else. If you are not on that team, you only have access to that session, for up to 7 days afterwards: you can open it, take attendance and write session notes, but you cannot see the rest of the team.
• This session only: you have been added to that session, for example an extra session.
• is covering for you after the name, with the session struck through: someone else is leading it in your place. You no longer have this session if nobody is covering for you. You can still open it.

You receive a notification on your phone when you are added to or removed from a future session.

2. Use Calendar

Select Calendar in the bottom bar. On a tablet, it is in the sidebar. My calendar opens in Month view, with today’s date selected. The Previous month and Next month arrows change the month; select Today to return to the current date.

• Month: dots below each date indicate activity. Select a day to see its sessions and events, along with the number of activities. The selected day appears in burgundy; dimmed dates from other months cannot be selected.
• Agenda: shows activities for the whole month, grouped by date and ordered by time. Only days with activity appear. You can return to Month without losing the day you selected.

Example of the monthly calendar with fictional data.

Cards let you open a session or competition. Cancelled, moved or extra sessions show their status: a session marked Moved on its original date does not mean you should train that day. Check the destination shown; the session on the new date indicates where it came from. If a cancellation has a reason, it appears on the card.

If there is no activity on the selected day or in the month, the screen tells you and you can check another date. The calendar includes teams you are assigned to in the active club, according to your schedule in each one; one-off changes made by an administrator appear here. This view is available to staff with app access, with no country restriction or additional editing permission.

3. Open a session

Select a training session to see the team, timetable and available actions. You can take attendance for teams you are assigned to. Actions to move or cancel a session and Session staff only appear if you have permission to change the calendar; viewing it does not grant that permission. With Session staff you replace, remove or add a person for that session only, just as from the club panel: Organise the training calendar. If you only have access to that session, the team roster, its music and its records do not appear. When moving or cancelling, tick Notify families if you want to send them a notice: a message is suggested that you can edit. If you do not tick it, families receive no notice.

If your club has the training workspace enabled and management has prepared the session, you will see the Training plan card, with the note “Read only · prepared from the club panel”. It shows the Objective of the day and the blocks with their times, minutes and instructions. If the blocks end after the session ends, a notice tells you; if the session is cancelled, the plan is kept for reference. Only staff who coach that team can see it, and it cannot be edited from the app. If the session has no prepared plan, the card does not appear. Management prepares it as explained in Prepare the day’s training and use templates.

With the same workspace enabled and the View athlete notes permission, the session also shows Group and day notes, even if there are none yet: the notes that staff wrote for that group and the common notes for that training day, with their author. Group notes are only visible to those who coach that group; common day notes, to those who have a session that day. If you only have access to one session because you are covering for someone, you see that session’s group notes and the common notes for its day, and you can edit your own while your access lasts; you do not see notes from the team’s other sessions. You can edit or delete the ones you wrote; the others are read-only, except for the head coach role. To write one, tap Add note, choose This group or Common to the day, type the text and tap Save note. With the + button you choose an athlete from the group: that note is personal and is saved on her profile. They can also be written from the club dashboard, in the On the floor view.

Instead of typing, you can select Dictate below the text, speak and select Stop: the text is added to the draft so that you can review it before saving. Next to Dictate you choose the language: Spanish, English, French, Italian, German, Dutch or Polish. Each dictation lasts 2 minutes at most and, if you close the editor while recording, the recording is discarded. The first time, the phone downloads the voice model (about 18 MB). The voice is transcribed on the phone itself: the audio is not sent to any server or saved. If the phone cannot run dictation or the microphone has been denied, Dictate does not appear.

Below the notes are the Group records, with the same permission. Choose a type, such as “Leotard”, and you will see each current athlete in the group with her latest record of that type, its date and how many she has, or No record. Use + Type to type a new type. Select the + next to an athlete to add a record of that type: type or dictate the text and select Save record. It is saved with today’s date. Select her name to open her profile.

4. View teams and the roster

Under Teams, open a group and review its roster. Private photos appear only for athletes in teams you are assigned to and with current internal authorisation; otherwise, you will see their initials. Select a person to view information enabled for your role.

Phone, email, and the call, WhatsApp and copy-number actions require View guardian contact. Record cash payments lets you open basic profile details from a charge, but does not grant access to that contact or to health, attendance, tags or notes outside your teams. If payment permission is withdrawn, that route no longer allows you to view the details; the usual profile remains available if the person belongs to a team assigned to you.

If the club denies access to a team when the roster is refreshed, the app also hides the data it had stored and its actions. A network interruption is not the same as a denial: data already loaded may still be used offline.

Coach notes requires, in addition to being assigned to the team, the View athlete notes permission. It is on by default for field roles and off for Administration and Volunteer; the club can change it for each person. Without that permission, the profile does not show the notes section.

Notes allow up to 8000 characters and are shown in full. Edit and Delete appear on your own notes; if your role is head coach, they also appear on those of other staff, and that change is recorded in the club’s activity log. With the same permission, the profile shows Records: information by type, such as “Leotard” or “Check”. To create one, select Add record, type the kind or choose one already used in the club, type or dictate the text and select Save record. It is saved with today’s date and can also be viewed from the club dashboard.

Access to Coach notes and Quick tags is checked separately. If the club denies either permission, the app hides the saved data in that section and closes its form or editor, even if it was open. Other profile sections may remain available if their permissions are unchanged. Offline, the app needs to receive the club’s response to learn that access has been withdrawn; a temporary network interruption preserves notes and any loaded draft.

Review team consent forms

Under Teams → your team, switch between Roster and Consents. The tab count shows athletes with at least one alert, counting each person once. Search and Tags filter both views.

• Awaiting signature: unresolved club requests and new versions of previously accepted documents. Each row shows which documents are missing and whether they are required or optional.
• Rejected: the guardian’s latest negative response. Rejecting an optional document does not by itself make it await signature or block attendance.
• Withdrawn: authorisations withdrawn by the guardian, where applicable.
• No alerts: a collapsible group with the other athletes. It distinguishes between up-to-date consents and people who have not been asked to provide any documents; it does not mean that the club’s entire document library has been signed.

The same person may appear in several groups—for example, if they have kept a rejection and received a new request. The overall counter counts them only once. A later acceptance updates the status; earlier responses remain in the club’s record.

Select a row to open the details in View only mode. You can choose between several documents, read text or a PDF, check its version and response date and, where relevant, switch between the latest response and the pending version. The PDF viewer lets you change page and zoom; Open PDF opens it separately. Staff cannot sign, reject or send requests from this screen: the guardian provides responses and the club manages requests.

The detail view separates the current status, the Previous response and the Document content. If the guardian signed an earlier version, New version awaiting signature appears and both versions are identified. View response version opens the historical content, labelled Document from previous response, while making clear that the current request is still pending. View pending version returns to the document that needs a response.

When you Take attendance, pending, rejected or withdrawn photo authorisations also appear as a selectable alert below the athlete’s name. It remains visible even if you collapse the summary above. See how to review these alerts when taking attendance.

Only active documents linked through a response or request to athletes currently belonging to your teams in the active club are shown. Medical and image-use indicators are retained. Available in all countries, with no additional activation required.

Offline, the alert shows the date of the latest available check. If no data is stored, the app says it cannot be viewed; this does not mean there are no alerts. A PDF that was not previously loaded may require a connection. If an update fails, select Retry; if you lose access to a team, its consent information is no longer shown.

View attendance for the last two months

Under Teams → roster → athlete’s name, the profile shows Attendance just below the basic details. It includes the current month up to today and the previous month, with confirmed records for teams you are assigned to and the athlete currently belongs to.

At a glance, you can see the percentage and number of sessions marked Present, Absent, Excused and Late. Calendars use both colours and symbols: ✓ for present, × for absent, – for excused and ◷ for late. If there were several sessions on one day, all are retained; the same date may show several symbols.

Select View sessions under a month to expand the date, team, time and status for each record. The time reflects one-off schedule changes shown in the calendar. The percentage is Present plus Late, divided by all recorded sessions: excused absences count as not attended. Days with no record and future days do not count as absences. If there are no records, this is stated explicitly instead of showing 0%.

This summary does not change attendance. To correct it, open the relevant session and select Take attendance. Marks saved offline appear in the summary once synced; a history that has not been viewed before needs a connection to load. If the view fails, select Retry.

Available in all countries, with no additional activation required. Payment permission alone lets you open basic profile details from a charge, but phone and email require View guardian contact, and attendance history remains limited to your teams.

Internal roster tags

The Tags filter helps you find athletes under Roster and Consents. From an athlete’s profile, Quick tags lets you assign existing club tags only to athletes in your active teams. The manager defines the tag list and families cannot see it.

See Manage athletes’ quick tags for assignment steps, the Any and All filters, permissions and how to recover from save errors.

5. Review events

Events and competitions open from Home or Calendar. Check the venue, team selection and visible sports details; general editing remains in the club dashboard.

The Results section, with controls to record, share or withdraw a publication, only appears if you have Record results and the sport supports results. Without that permission, you can still view basic details and the event’s team selection. If the club withdraws your permission, the section is hidden when the update arrives; viewing an event earlier does not preserve editing access.

If something does not work

• A team is missing: ask an administrator to check your assignment and staff status.
• A session is missing: confirm the date, active club and the team’s configured timetable.
• You cannot edit: some views are read-only or require an administrator permission.
• A session appears struck through: someone else is leading it in your place, or you have been removed from it. If you think this is a mistake, speak to management.
• You can no longer open a session you covered: access to a session of a team that is not yours ends 7 days after the session, or sooner if the change is undone or the session is cancelled.
• The training plan does not appear: the session has no prepared plan, you do not coach that team or the club does not have the training workspace enabled. The plan cannot be edited from the app.
• An action or guardian contact has disappeared: ask an administrator to review your specific permissions in the active club.
• The app no longer lets you view a roster: ask an administrator to check your team assignment. Stored data does not preserve access that the club has denied.
• The information looks old: check your connection and reopen the screen to sync it.
• The calendar does not load: select Retry in the error message. A month you have not viewed before may need a connection to load.
• A photo is missing: it may not exist or may not be authorised; do not ask for it through an informal channel.
• Dictate does not appear: the phone cannot run dictation, the microphone has been denied or the voice model could not be downloaded. Allow the microphone for the app in the browser settings and open it again.

Next step

To record attendance, use Take attendance, even offline. If you have communication permission, see Send an announcement from the staff app.