Sport CRM help

Short how-tos with pictures: getting started, everyday work and what parents see.

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Getting started

• Create a club

  How to sign up and set up your club in Sport CRM. It is free and takes two minutes.

  For: owner

• Teams and the schedule

  Create a team or group, assign its coaches, set the regular sessions and locations, and the schedule fills itself in.

  For: owner, manager

• Add players

  Create a player's profile by hand, add the parents' contacts and your own fields, and pick a status: active, trial or archived.

  For: manager, owner, coach

• Import players from Excel

  Move your whole player list from a spreadsheet or another app in one go, with groups, parents' contacts and debts.

  For: manager, owner

• Price plans and subscriptions

  Set up the club's price plans (monthly, a session pack or a single session), sell a subscription to a player with a discount, freeze it or cancel it.

  For: owner, manager

• Invite coaches and staff

  Give a coach, manager or administrator their own sign-in to the club with an invitation link, and see what each role can do.

  For: owner

• Invite parents

  Send parents a personal link to the family portal, so they can follow their child's schedule, attendance, payments and announcements.

  For: manager, coach, owner

• Schedule and sessions

  How a coach finds their sessions, adds a one-off session, moves or cancels one, gets a stand-in and calls players up for a game.

  For: coach, manager

• Take attendance (even offline)

  How a coach marks who came to a session with one tap, from a phone or a computer, even without a connection.

  For: coach, manager

• QR check-in

  Mark children present at the door by scanning their QR code, from a coach's phone, the front desk's computer or the app.

  For: coach, manager, parents

For parents

• For parents: signing in

  How parents join the club's family portal from an invitation and follow their child's schedule, attendance, payments and announcements.

  For: parents

• For parents: what the portal shows

  What parents see in the club's family portal (schedule, attendance, balance, announcements) and how to get notifications and fix their details.

  For: parents

Money

• Record a payment

  Put a family's payment (cash, card or bank transfer) on the player's balance in half a minute, from a computer or a phone.

  For: manager, coach, owner

• Debts and debtors

  How a player's debt is worked out, where to see everyone who owes the club, whose payment is overdue, and how parents hear about it.

  For: manager, owner

• Freezing and session packs

  Pause a subscription while a player is ill or away, and see how session packs work: what uses up a session and how many are left.

  For: manager, owner

• Discounts and family payments

  A discount on one subscription, an automatic sibling discount, and one payment split between the children of a family.

  For: owner, manager

• Online card payments

  How a club connects Stripe so parents can pay a debt by card, Google Pay or Apple Pay in the portal, what it costs, and what parents see.

  For: owner, parents

Everyday work

• Announcements

  Write to the parents of a team or the whole club about schedule changes, meetings or events, and see who has read it.

  For: coach, manager, owner

• Telegram reminders

  How a club turns on Telegram reminders for parents about sessions, debts and medical certificates, and how parents connect them in a minute.

  For: owner, parents

• Push notifications in the app

  Which notifications reach your phone from the Sport CRM app, how to turn them on, and what to do when they don't arrive.

  For: parents, coach, manager, owner

• Trial session requests

  How parents book a trial themselves through a form on the club's website, and how to take each lead through a call, a trial and a decision so nobody slips through.

  For: manager, owner, coach

• Tasks

  Set tasks for yourself and colleagues (call the parents, sort out the kit, book the pitch) with a due date and a reminder, so nothing is forgotten.

  For: manager, coach, owner

Modules

• Reports and trends

  The club's reports (attendance sheet, a year of trends, coaches, locations, payments, pay, leads), who sees which, and how to export one to Excel.

  For: manager, owner, coach

• Churn risk

  How Sport CRM spots players who may be about to quit (absences in a row, a debt, falling attendance) and gives a manager a task every morning to call the family.

  For: manager, owner

• Coach pay

  Give a coach a rate per session and a percentage of payments, see what they earned in a month, record a payout, and decide what coaches can see of it.

  For: owner, coach

• Athlete development

  Height and weight, physical tests for a whole team, personal results and records, coach ratings, belts and gradings with a certificate, and what parents see of it.

  For: coach, manager, owner

• Tournaments

  Run your own tournament (groups, schedule, table, playoff) or take part in someone else's: a team application with players and numbers, game scores, and games in the schedule.

  For: manager, coach, owner

• Inventory and shop

  Keep track of what the club has and sells: purchases, sales paid now or on a player's balance, kit lent out with a deposit, a reminder to reorder, and a shop in the family portal.

  For: manager, owner, coach, parents

• Individual sessions and workouts

  One-to-one sessions with clients booking a coach's free hours, plans and fees for individual sessions, and a workout log with exercises, sets and ready programs.

  For: owner, coach, manager, parents

Settings

• Custom fields

  Add your own fields to the cards of players, contacts, teams, payments, locations and staff (text, a number, a date, yes/no or a choice) and decide which ones parents see.

  For: owner

• Roles and permissions

  What the owner, support, managers and coaches can do, how to change a staff member's role or block their access, and the switches under Club settings → Access.

  For: owner, manager

• Language and date format

  Choose your own interface language and date format, find the club's language, and switch the theme, in the browser and in the app.

  For: owner, manager, coach, parents

• Plans and limits

  What the Start, Club and Academy plans give (limits on players, teams and staff, modules, the fee on online payments), how to change plan and what happens when a subscription ends.

  For: owner

• Data export and GDPR

  Download all the club's data as Excel, get a copy of your own data, anonymise a player when parents ask for erasure, and how Sport CRM protects personal data.

  For: owner, manager, parents

• Two-factor sign-in and password

  Turn on two-factor sign-in with a code from an app on your phone, turn it off, and change or reset your password.

  For: owner, manager, coach, parents

• Deleting your account

  Delete your Sport CRM account for good, what stays in the clubs afterwards, and what an owner who runs a club alone does first.

  For: owner, manager, coach, parents