Manage a team's roster, timetable and coaches

Each team belongs to a season and brings together activities, a roster, coaches and timetables. Timetables feed the calendar; a suggested fee helps with future enrolments but does not replace a confirmed fee assignment.

Before you start

Create the season and check that athletes and coaches are active. Decide the actual capacity, weekly timetable and who should be listed as head coach.

Step by step

1. Open or edit the team

Under Teams, select the season and open the relevant profile. Check its name, category, status, colour and capacity. You can use one of the suggested colours or choose a custom colour with +. Archived teams keep their history but limit new operations.

2. Manage the roster

The Roster tab brings the team list together. Open More actions → Add athlete, search by first and last name, and check available places before confirming. Athlete and coach selectors accept full names, surnames before first names, and text without accents; fernandez finds Fernández. Sort the table by its headings — or from the sort menu on mobile — to review names, age, birth year and sports licences. Photos appear only when current internal authorisation exists.

Move an athlete to another team

Open the athlete’s profile, select Teams and select Change team beside the current team. Choose the Destination team and decide what to do with the Fee:

• Move fee to… (the default if the destination team has a suggested fee): closes the current team’s fee and creates one for the new team, keeping the payers, payment method (including bank collection), collection day and discount. This month is charged at the current fee; the new one starts next month, with no duplicate charges.
• Close the current team’s fee: appears if the destination team has no suggested fee. The current fee stops being collected from next month.
• Change team only: moves the athlete without changing their fee.

If one of the payers is no longer the athlete’s guardian, the new fee is created as cash with the main guardian, and Clybo’ tells you to review the payers under Payments. If the athlete has no guardian who can pay, the change is blocked until you link one or choose Change team only.

Do not use Remove from team and Add to team → Team and fee to change teams: this always creates the new fee as cash and removes the athlete from the bank collection file. The video guide does not yet show Change team or each coach’s schedule.

3. Assign the coaching team

Under Coaching team, select Link coach, find active staff, specify their role and add the coaches you need. Set a head coach so it is clear who coordinates the activity.

Each coach’s schedule

When you link a person, choose their Schedule:

• Whole schedule: covers all the team’s slots, including any you add later and extra sessions. This is the default option.
• Only some slots: tick the slots they teach and, if they only cover part of one, adjust the start and end time within the slot. For example, the team trains on Monday from 17:00 to 19:00 and the ballet coach only from 17:00 to 18:00. Each slot shows a bar with their part, which you can drag by its ends or set with the times beside it (always 24-hour), what other people cover and, hatched, what is left with no coach; Whole slot covers it completely again.

Each row under Coaching team shows their schedule and weekly hours, for example Mon 17:00–18:00 · 1 h/wk. To change it, select Edit schedule (clock icon) in the row; you can also do this from Staff → person’s profile → Teams, where you will also see their Hours/week across all their teams.

To see the week at a glance, select Week next to the title; List goes back to the rows, and your choice is remembered in that browser. Under Coaching team, each slot shows one column per person and, hatched, the stretches with No coach, next to the hours the team has covered. Select a person to open their schedule with that slot highlighted, or a stretch with no coach to choose under Who covers it? who takes it: their schedule opens with that stretch already ticked, and you only need to select Save. On the person’s profile, Week shows each team’s full schedule: filled for what they cover and dashed for what they don’t, how many hours they cover of each team (for example 6 h of 8 h of the team) and Overlap when they have two teams at once. Select a block to edit it, or a slot they don’t cover to add it to their schedule.

To fine-tune, zoom the week with a trackpad pinch, ⌘ or Ctrl + scroll wheel, or the − and + buttons. With a mouse, drag the top or bottom edge of a block to change its start or end, or the whole block to move it within its slot: it snaps to quarter hours (5 minutes when zoomed in), never leaves the team slot, saves when you let go, and the notice offers Undo. If the person had Whole schedule, they switch to Only some slots, with the other slots kept whole. On touch screens, tap the block to open their schedule.

That schedule determines their scheduled hours in Time records, their clock-in reminders and the sessions they see in Home and Calendar in the staff app. It does not limit their access to the team: they can still view the roster and take attendance in any session. Extra sessions count for people with Whole schedule and for whoever you tick in Who runs it? when you create them; with Only some slots and none ticked, the person stays linked but has no scheduled hours.

For a one-off substitution, or for someone to run a single session, do not change this schedule: use Session staff in the Calendar, as explained in Organise the training calendar.

4. Set timetables and location

Add each weekly slot with a day, start and end time, and location. Check for duplicates or reversed times. These timetables create the recurring sessions you see in Calendar.

When you change a slot, the coaches assigned to it keep it. If the change removes a slot or leaves out the part someone covers, before saving you will see Coach schedules change with each person affected: Loses the slot or Their part is adjusted. Select Continue to save or Back to review the timetable.

If your club has the training workspace enabled and the new timetable leaves an already prepared plan without a session, before saving you will see Training plans affected with how many plans change. No plan is deleted: when that day is left with a single team session without a plan, you can tick Move it to the … session for that time; otherwise the plan is kept as “Without a session” in that day’s preparation. Select Save schedule to confirm or Back to review the timetable. If the new timetable removes sessions with substitutions or other staff changes, the warning shows how many will stop applying; if no plans are affected, only that line appears, under the title Staff changes affected. It does not stop you saving. We explain it in Prepare the day’s training and train on the floor.

With the training workspace, the Program tab stores the typical week of blocks for each time slot in the timetable, as explained in Plan a team’s training week. If you remove a time slot that had blocks in the program from the timetable, a notice tells you before you save.

5. Download photos only when authorised

The club administrator can download an individual photo from the profile or a ZIP of active, authorised roster photos. Treat the file as private information, limit access and delete the local copy when it is no longer needed.

6. Review the fee and results

Choose a suggested fee if it will make enrolments easier. In the profile, you can also view team results and their history when the sport and events use them.

7. Create a one-off charge for the roster

As a club administrator, select Create payment in the header of an active team. This opens the same Payments form with Team and its roster already selected. Enter a description — for example, a hotel — the Price per athlete (EUR), period and scheduled date.

Untick people who are not taking part and check each person’s main guardian and method. The amount is per person: €60 for 12 athletes creates 12 charges totalling €720. Two siblings with the same guardian still have one charge per athlete. The total is not split and the payer split for recurring fees is not applied automatically.

Select Review payments, check the summary and confirm with Schedule N payments. You go to Payments with the batch filtered so you can follow its statuses. Manual charges are recorded when received, card charges are run from the scheduled date, and bank collection charges are later included under Generate bank collection file. If a guardian or method is missing, resolve it or exclude that person before continuing. Maximum: 200 athletes per batch.

See Create a charge for a whole team for method requirements, review and retries without duplicates.

8. Follow up on absences

Under Teams → team profile → Attendance, first review athletes with 2 consecutive unexcused absences at the end of the period or 3 during the selected period. The view starts at Last 4 weeks; you can extend it to Last 8 weeks. It is available in the dashboard to people with access to the club’s teams, in every country and without additional activation.

Each row shows the percentage, attended sessions out of those recorded, the last eight sessions and the reason for the notice. Select the name to open the athlete’s profile; select the rest of the row or the arrow to view their calendar; View sessions expands the date, actual time and status. If there were several slots on one day, they are all kept. View full roster also includes people with no notices or no records yet.

Present and Late count as attendance. Excused counts as a recorded session not attended but does not trigger absence notices. A present, late, excused or No record session breaks a streak. With no records, the app shows No records, never 0% attendance.

Only sessions that have started since the athlete’s current membership in the team are counted. Cancelled sessions, closure days and the original date of a moved session are excluded, even if historical marks remain. Explicit calendar exceptions can enable a session during a closure. Records for sessions whose timetable was deleted are kept if the session was not cancelled.

Gaps are calculated from the current timetable: if it was edited during the period, an unrecorded session may break an earlier streak. A notice is therefore a prompt to review the history, not an automatic conclusion about attendance. Marks saved offline appear after they sync.

This view is read-only. To correct a status, use the relevant session in the staff app; see Take attendance, even offline. On mobile, the calendar appears below the summary. If loading fails, select Try again. The video guide shows the earlier operations; this section explains the new attendance follow-up.

If something goes wrong

• You cannot add someone: check that they are active and not already on the team.
• You cannot move an athlete to another team: the destination team cannot be archived, and the athlete must still belong to the source team. Moving the fee requires at least one linked guardian.
• A coach does not appear: they must be active staff with a compatible access role.
• You cannot save a coach’s schedule: the chosen part must fall within the slot; the notice shows between which times.
• Sessions do not appear on the calendar: check the season, timetables and team status.
• The team is full: validate capacity before increasing the places limit or accepting new enrolments.
• A photo is missing from the ZIP: only active athletes with a current photo and internal authorisation are included.

Next step

See Organise the training calendar to manage exceptions. To move several people or apply the default fee, use Apply bulk actions to athletes and guardians.