Prepare the day's training and train on the floor

Prepare training brings all the sessions for a date together on a single page. You set a common objective for the day and, for each session, the blocks to be worked on, with their minutes and instructions. The staff who coach each team can then view that plan in the staff app.

During training, the On the floor view brings together on one screen the sessions taking place together: you view their plan, take attendance, play music and note down notes and records without changing page. From there you can also open Messages to write to families and come back with everything as it was.

Before you start

• The training workspace is available in every club. If you cannot see it, Clybo’ has turned it off temporarily or for your club; meanwhile, the calendar works as explained in Organise the training calendar, and anything you had already prepared or noted is kept.
• Preparation is done in the club dashboard and is available to managers with dashboard access. In the staff app, the plan is read-only.
• If the team has a weekly program, each session already brings the blocks for its time slot and you only adjust the days that are out of the ordinary. See Plan a team’s training week.
• You need a connection. The objective of the day is saved automatically; each session’s plan is saved when you select Save.
• If the club is in read-only mode, you can view the preparation and the On the floor view and play music, but you cannot save changes or confirm attendance.
• The On the floor music only appears if the club also has Music Studio enabled.
• Notes and records are internal: they can be seen by club staff with dashboard access and, in the staff app, by those who coach the group and have the notes permission. Families never see them. Do not write medical data: the athlete’s profile is the place for that.
• To dictate notes you need an up-to-date browser and permission to use the microphone. If the device cannot run dictation, Dictate does not appear and you can keep typing.

Step by step

1. Open a day’s preparation

Open Calendar and select the day you want to prepare: in Month, the day number or the empty space in the cell; in Week, the day header; in Agenda, the date. On mobile, select Prepare next to the selected day. If you select a session card, the preparation opens with that session highlighted.

Within the page, change the date with Previous day, Next day and Today, or with the date picker. Today is the club’s date, not your device’s. To go back, select the Calendar breadcrumb: you return to the month, view and season you were in.

2. Write the objective of the day

In Objective of the day, write what you want to achieve on that date. It is shared by every session of the day and is saved automatically. If you later move a session to another date, the objective does not move with it.

3. Review the day’s sessions

Each session has its own card, identified by group and time, with the number of athletes. This keeps them distinct even if two groups train at the same time or one group trains twice on the same day. Each group keeps its own schedule.

• Day without sessions: you will see “No training sessions on this day”. You can still write the objective; to add blocks, select Add session, which opens the same form as Calendar → Add → Add session with the date already chosen.
• Session moved to another date: a notice tells you. Select Go to that day to prepare it there.
• From the program: the label shows the weekly program version and the date it applies from. If you change something and save, only that session gets its own plan; the rest keep following the program. View program opens the team’s Program tab.
• This session’s own plan: the session was prepared by hand. On sessions from today onwards, Back to the program deletes that own plan, after you confirm, and the session follows the program again; attendance and notes do not change.
• Timetable changes: the cog on the card (Manage training) opens that session’s management screen so you can move it, change its time or cancel it. It only appears on sessions from today onwards: a past session can no longer be moved or cancelled, although you can still adjust its plan.

4. Add and order the blocks

Select Add block, below the list of blocks, to add a block to the session. The new block opens ready for typing; fill in its fields:

• Block: the name, up to 120 characters.
• Minutes: its duration.
• Instructions: what will be done, up to 8000 characters.

Blocks are shown collapsed in a row with their times, their name, the first line of their instructions and their minutes, so a session with many blocks can be read at a glance. Select the row to open the block and edit it; opening another closes the previous one. Expand all opens every block at once and Collapse all closes them. A block without a name stays open until you write one.

Inside an open block, the arrows move it up or down and Remove deletes it. You can also change the order by dragging a block by its handle (the dotted icon to the left of its times) with the mouse or your finger, even when collapsed; with the handle selected, the up and down arrow keys move it one position. When you drop it, the times are recalculated. A session can have up to 50 blocks. Each block’s times are calculated from the start of that session; if you change the session time, they are recalculated.

The card summary shows the minutes planned out of the session total and the minutes available. Below it, a bar shows how much room each block takes within the session; the striped part is free time and anything past the end appears in amber. If the blocks end after the session ends, you will see “Over by” followed by the extra minutes: the blocks are saved anyway and the session timetable does not change.

5. Save the plan

A session’s plan is not saved on its own. As soon as you change something, the card’s status switches to Unsaved and the Unsaved changes bar appears at the bottom, staying in view as you scroll:

• Select Save to send that session’s changes. The status goes through Saving… and ends at Saved. While there are changes, Save also appears at the top of the card, next to the status, so you do not have to scroll down to the bar.
• Select Discard to go back to the last saved version.

If you try to leave the page with unsaved changes, for example from the menu, the Calendar breadcrumb, On the floor, by changing day or with the browser’s Back and Forward buttons, Leave without saving? appears with the sessions affected. Choose Save and leave, Keep editing or Leave without saving. If you reload or close the tab, the browser shows its own warning.

Besides Unsaved, Saving… and Saved, the status can show:

• Not saved: the change has not reached the server, for example because there is no connection. Select Try again or select Save again.
• Conflict: someone else saved before you. Select View the saved version to compare, then choose Reload to keep the saved version or Keep my draft to replace it with yours.

Past sessions can be edited so the plan reflects what was actually done; the card shows “Edited by” with the name and date. If the session is cancelled, its plan is kept for reference only.

6. Use training templates

Select Load template on a session to open Training templates. Each template shows its number of blocks and its minutes. Select Apply to create a copy in that session: anything you change afterwards does not modify the template.

If the club’s sport is Gymnastics, the window shows a selector at the top with Club templates and Preset templates. The presets are 15 reference rhythmic gymnastics templates: three for each duration of 1, 2, 3, 4 and 5 hours, from beginner to high performance, for individual and group. Under Duration, the one closest to the session’s length is selected; select another one or All to see the rest. Each template shows its level, the point in the season, the number of blocks and the minutes. Select View to review it before applying it: it shows each block with its times in that session, its minutes and the full instructions, and from there you go back to the list with Back or apply it with Apply. They cannot be edited or archived: Apply copies their blocks with the instructions in your account’s language, and afterwards you can adjust them and save them with Create template as a club template. If the club does not have any templates of its own yet, the window opens on the presets.

If you had unsaved changes in the session, they are saved before the template is applied. In a session that follows the weekly program, Add to the end of the plan adds the template to the program blocks. If the session already has blocks, choose under When applying between Add to the end of the plan and Replace the plan’s blocks. Replacing asks for confirmation in Replace the blocks?, which shows the group, the date and how many blocks will be replaced; confirm with Replace.

To create a template, select Create template on a prepared session, enter the name in Save as template and confirm. The blocks, their minutes and instructions are saved; the date and people are not copied. Templates belong to the club.

In the list, the pencil opens Edit template, and archiving a template asks for confirmation in Archive the template? with the Archive button. In both cases, plans already created from that template do not change.

7. Resolve plans without a session

A plan loses its session when the team’s regular timetable changes or the extra session it belonged to is removed. Before you confirm those changes, Clybo’ shows the Training plans affected notice, and the plan is never deleted automatically.

If the time slot you remove had blocks in the weekly program, the notice also says so: those blocks leave the program, and past sessions with saved data keep a copy as their own plan.

Those plans appear in the Without a session section of that day’s preparation. Under Move to, choose another session that day without a plan and select Move, or select Delete plan and confirm. Deletion cannot be undone. Both actions are recorded in the club’s activity log.

Train on the floor

8. Open the On the floor view

Open Calendar and select Train now. On mobile, the button appears next to Prepare when today is the selected day. From the preparation of any date, select On the floor.

Train now suggests today’s sessions, by club time, that are in progress or start within the next hour. If there are none, it suggests those that have not yet finished; if all have finished, or you open another date, it suggests all the sessions of the day. Cancelled sessions are never opened on the floor.

To change the selection, select the button showing the number of sessions (for example, 2 sessions). Under Sessions in this view, each option is identified by group and time, including when a group trains twice on the same day. Tick the ones you want to share on this screen and select Apply.

The breadcrumbs take you back to Calendar, in the same month and view, or to the day’s Preparation. The page address stores the date, the sessions and the filter: if you reload, you stay at the same point.

9. View the day’s plan

Expand Day plan to see the common objective and each session’s blocks with their times, calculated from the start of that session. The plan is view-only here: to change it, select Edit in preparation, which opens the preparation with that session highlighted.

10. Take attendance

The Attendance bar summarises how many gymnasts there are, how many have come, how many have not and how many are still not recorded. It counts people, not places: a gymnast who is in two sessions counts once. Expand it to see a list for each session.

1. Gymnasts with no mark appear as Not recorded: they count as neither present nor absent.
2. Mark each gymnast as Present, Late, Absent or Excused. Mark pending as present marks everyone still unmarked in that list in one go.
3. Select Confirm attendance. Nothing is saved until then; with Discard changes you undo what you marked.

Each session has its own list, but a gymnast who trains in both the Children and Junior groups is marked only once: the mark is copied to her other session while she is still not recorded. If, for example, she left early, correct it in that list. When you confirm a list, those copies are saved too. This is the same attendance that staff take from the staff app: if someone else changed a mark in the meantime, Clybo’ does not overwrite it, it warns you and the row shows Changed by someone else. Review the list and confirm again if you want to keep your mark.

Attendance is recorded during or after the session.

11. Filter by group or gymnast

With several sessions in the view, select a group’s card to see only its plan and list, or All groups for the combined view. Under Gymnasts, select a name to keep only that gymnast’s sessions and row; All removes the filter.

The filter only changes what you view. Music that is playing does not stop and the queue is not emptied: the tracks of other gymnasts are shown dimmed.

12. Play the music

The Music panel appears in clubs with Music Studio enabled. It suggests a queue of the season’s exported tracks that feature any gymnast from the sessions in the view, ordered by session and by name.

• Select play on a track or use the player controls: Previous track, back 10 seconds, play or pause, forward 10 seconds, and Next track. The progress bar shows the elapsed time and the duration; drag it to jump to another point.
• When a track finishes, no other starts on its own. If you tick Automatically select the next track, the next one in the queue is made ready; if not, the same track stays selected, ready to start again. The tick box is remembered in this browser.
• Use the arrows to move a track up or down and the × to remove it from the queue. The queue order is not saved.
• Select Add music and choose From exported music or From the club folder, which shows the songs from the Songs tab in Music. Files cannot be uploaded or deleted from here: that is done in Music.

When you open the view, Clybo’ prepares the first tracks in the queue on the device (up to 15 or about 150 MB). In the meantime, the panel footer shows how many are ready (“Preparing 3 of 6”); when the notice disappears, they play without relying on the venue’s Wi-Fi. When you leave the view or switch club, the music stops and the prepared copy is deleted.

While music is playing, the screen stays on if the browser allows it; if not, a notice reminds you to turn off the device’s auto-lock. On iPhone and iPad, locking the screen pauses the music: when you return you will see a notice and just need to select play.

13. Take notes

The Notepad is next to the music. Select Note and choose who it is for under Note for:

• Common to the day: for the whole training day.
• All sessions on the floor: a single note for all the sessions in the view; it appears when there is more than one.
• A group, identified by its name and time: only for that session.
• A gymnast: it is saved to her profile, along with the session in which you took it.

The filter suggests the recipient: if you filter a gymnast, Note for switches to her; if you filter a group, to that session. A note that already has text does not change recipient when you change the filter; if you want to send it to someone else, change it in Note for. Each recipient keeps its own draft.

Write the note (up to 8000 characters) and select Save note. A group or common note is saved only once even if it affects several sessions, and it is not deleted if a gymnast leaves the club.

Under Saved today you can see the day’s notes and records that match what you are viewing, with their recipient, author and time. The filter also applies here and, as always, does not stop the music.

14. Note down a record

A record is a piece of information about a gymnast that is grouped by type, such as “Check”, “Leotard” or “Hoop”. Select Record, choose the gymnast (the filtered one is already selected), enter the Record type (up to 60 characters; the ones the club already uses are suggested) and the text, and select Save record.

Types are grouped regardless of capital letters or accents: “Leotard” and “leotard” are the same. Each record keeps its date and does not replace earlier ones, so you can follow the progress. The Record type has nothing to do with the tags on the athlete’s profile.

Select View records in the notepad, or the type of any record, to see every record of that type in the club. The types appear as tabs with their number of records. You can filter by season and group, and search by the athlete’s name or the text of the record. Each record links to its athlete’s profile.

15. Dictate instead of typing

Dictate is next to the character counter of the note and of the record. Choose the language in the selector beside it and select Dictate: the music pauses. Speak, then select Stop. The text is added to the end of the draft so that you can review and save it yourself; use the X to discard the recording.

• The text goes to the recipient that was chosen when you selected Dictate, even if you later change Note for or leave for Messages.
• Each dictation lasts 2 minutes at most.
• You can dictate in Spanish, English, French, Italian, German, Dutch and Polish.
• The first time, the device downloads the voice model (about 18 MB). It does not download it again afterwards.
• The voice is transcribed on your device: the audio is not sent to any server or saved. Only the text is saved, when you select save.
• Check names and technical terms before saving: dictation can confuse them.

16. Edit or delete a note or a record

The pencil and the bin only appear on what you can change: what you wrote yourself and, if your role is head coach, also what the rest of the staff wrote. A manager without a staff profile can only change their own. There is no time limit, and edited is shown when someone changes it. When a head coach edits or deletes something written by someone else, it is recorded in the club’s activity log, without the text.

17. Write to families

Select Send message and choose the channel:

• One-to-one conversation: with a guardian of a gymnast. Choose the gymnast (the filtered one is already selected) and select Open conversation. In Messages you choose which of her guardians to write to; the primary guardian appears first.
• Announcement: to the families of one or more groups, ticked according to what you are viewing. Select Open announcement: the composer shows how many families will receive it. It reaches each gymnast’s primary guardian and nobody receives it twice.
• Communication group: creates a conversation group with the ticked teams. Select Open group and review the members before creating it.

Nothing is sent until you confirm it in Messages, which checks your permissions when sending. Select Back to On the floor to return with the same date, sessions, filter and note drafts.

If something goes wrong

• You cannot find Prepare training: you do not have dashboard access, or the training workspace is turned off temporarily or for your club.
• The status shows Unsaved: select Save in the Unsaved changes bar. Until then, the changes only exist on this screen.
• The status shows Not saved: check your connection and select Try again. Wait until you see Saved before closing the page.
• Save and leave does not leave the page: one of the sessions could not be saved. Check its status (a block without a name, a connection error or a conflict) and try again.
• Conflict appears: compare using View the saved version before choosing Reload or Keep my draft.
• You cannot add more blocks: a session can have up to 50 blocks.
• The blocks run past the end: shorten the minutes or remove blocks; the session timetable does not change on its own.
• No changes are saved: check whether the club is in read-only mode.
• A plan appears under Without a session: move it to another session that day or delete it.
• A session brings blocks nobody prepared that day: they come from the team’s weekly program. Change them in the session (it only affects that day) or in the Program tab.
• Back to the program does not appear: the session is on a past day, it is an extra session or the program has no blocks for that time slot.
• Train now does not appear: it is only available with the training workspace enabled; on mobile, select today’s date.
• On the floor does not show a session: check that it is not cancelled and add it from the sessions button.
• You cannot see the Music panel: the club does not have Music Studio enabled.
• The queue is empty: no exported music from the season includes those gymnasts. Add music with Add music.
• A track does not play: the message on the row gives the reason. “This file no longer exists in Music” or “You no longer have access to this music” mean it was deleted or access changed; “No connection” or an expired link means you need to restore your connection and select play again.
• The browser blocked playback: select play again.
• Attendance is not confirmed: if someone else changed a mark, review the flagged row; if the club is in read-only mode, it cannot be saved.
• Save note is disabled: write some text; if “This recipient is no longer in the view” appears, choose another one under Note for or add their session again.
• You cannot see the pencil on a note or a record: only its author and head coaches can change it.
• The text does not fit: notes and records allow up to 8000 characters, and the record type up to 60.
• Dictate does not appear: the browser cannot run dictation, the microphone has been denied or the voice model could not be downloaded. Allow the microphone in the browser and reload the page.
• Dictation does not understand anything: bring the device closer, reduce the noise and check the chosen language.

Next step

To move, cancel or add sessions, see Organise the training calendar. Each athlete’s notes and records can be viewed on their profile, as explained in Complete the athlete’s profile. Staff view the plan from the session, as explained in View your teams and sessions in the staff app. To prepare the queue’s music, see Manage club music, songs and storage.