Running your academy on SportConnect.

Contents

1. 1What's in the boxOverview of the console
2. 2Logging inHow you get to your dashboard
3. 3Setting the academy upOne-time profile + sports + packages
4. 4StudentsAdding, searching, linking parents
5. 5BatchesRecurring classes by sport + coach + schedule
6. 6AttendanceMarking present / absent in one tap
7. 7FeesInvoices + payments + outstanding queue
8. 8Parent portalPrivate view-only link via WhatsApp
9. 9SkillsRating students on a sport-specific rubric
10. 10Report cardsQuarterly shareable PDFs
11. 11Trial bookingsPublic form → lead pipeline → conversion
12. 12EventsCamps / tournaments / clinics with paid registration
13. 13WhatsApp broadcastsOne-tap message to every parent in a batch
14. 14Coach modeMobile-first console for your coaching staff
15. 15Daily routineA 5-step workflow that ties it all together

Section 1

What's in the box

SportConnect's academy console replaces six tools with one: the attendance register, the WhatsApp parent group, the fee receipts book, the trial-class signup form, the skills journal, and the coach's timetable.

The eleven sidebar items, in plain English

Roles you can grant

Section 2

Logging in

1. Open sportconnect.in on any browser (laptop or phone works).
2. Tap Sign in → enter the email you gave us during onboarding.
3. We email you a magic link. Open the email → tap the button. No password to remember.
4. You land on your academy's Today page. Add this page to your phone's home screen so it's one tap away.

Inviting staff

1. Go to Settings → Staff.
2. Enter their phone (preferred — they get a WhatsApp invite).
3. Pick their role: Owner, Manager, Front desk, or Coach.
4. They get a one-time link. Once they tap it + sign in, they show up in the staff list.

Section 3

Setting the academy up

Do these once during week one. After that you'll only edit them when something changes (new sport, new coach, new package price).

3.1 Operator profile

1. Settings → Profile. Verify name, city, GST, PAN, contact phone.
2. Pick a URL slug for your public page — e.g. brigade-cricket. This becomes sportconnect.in/academy/brigade-cricket — your shareable academy page.
3. Add a tagline (one line) and an about paragraph. Parents read this before booking a trial.

3.2 Programs (the packages you sell)

1. Go to Programs → New package.
2. Fill in: name (e.g. “Monthly batting”), kind (session pack / daily drop-in / hourly), number of sessions, duration per session in minutes, validity in days, price in ₹.
3. Save. The package now appears as an option when you enrol a student.

3.3 Staff + coaches

1. Settings → Staff.
2. Invite each coach with role Coach. They get a stripped-down mobile console.
3. Invite the front-desk person with role Front desk (handles signups + payments, no grading).

Section 4

Students

Adding a student manually

1. Students → + Add (top-right).
2. Enter name + phone. Email and other fields are optional.
3. Save. You land on their detail page — every screen below is accessible from there.

Adding a student from a trial signup

When someone fills the public trial form, they appear under Leads. Once you've confirmed they're joining, tap the lead → Convert to student. We create a student record + link the conversion automatically.

Lifecycle filter (academy-specific)

On the Students list, the chips below the search box filter by:

The student detail page (every section, top-down)

Section 5

Batches

A batch is one recurring class. Cricket Under-12 on Mon/Wed/Fri 5–6 PM with Coach Vivek = one batch.

Creating a batch

1. Batches → New batch.
2. Fill in: name, sport, level (optional — e.g. U-12 / Foundation), tap the day chips (Mon, Wed, Fri…), pick a start + end time.
3. Assign a coach from the dropdown (any staff member with role Coach or higher).
4. Optionally set a capacity (e.g. 16) and validity window (start date + optional end date).
5. Save → you land on the batch detail page.

Adding students to a batch

1. On the batch detail page, tap + Add student.
2. Search by name or phone. Students already in this batch are hidden.
3. Tap a student → they're added to the roster instantly.

Dropping a student

Tap Drop on their row. Their attendance history is preserved — they just stop appearing in roster + attendance lists going forward.

Archiving a batch

End-of-term or cancelled programs: tap Archive batch at the bottom of the detail page. The batch disappears from the active list but every roster + attendance row stays intact for history.

Section 6

Attendance

This is the single most-used surface. Coaches mark attendance after every session; the system deducts a session from each present student's active pack automatically.

The fast path (from Today)

1. Open Today. The “Today's batches” section lists every batch running today.
2. Tap Mark next to a batch.
3. You see the roster. Each student has four buttons: P (present), A (absent), L (late), E (excused).
4. Tap one. It saves immediately and shows “Sent ✓”. Move to the next student.
5. When you're done, the summary chips at the top show present / absent / unmarked counts.

The bulk path

Most days every student showed up. Tap All present at the top → every student flips to P in one shot. Then individually tap A or L for the few exceptions.

What gets deducted

When you mark Present, we find the student's most-urgent active pack (the one expiring soonest with sessions left) and deduct one session. The student's detail page shows the pack progress in real time.

If the student has no active pack, we still record the attendance but show a small “no pack deducted” warning. Useful for trial / walk-in attendance.

Marking attendance for a different date

Each batch's attendance page has ← Prev / Next → arrows at the top. Use them for make-up classes or fixing yesterday.

Flipping a present → absent

Just tap A instead. The session goes back into the student's pack automatically.

Section 7

Fees

v1 is a manual ledger — you create invoices, record payments in whatever method (UPI / cash / bank / card). Online “Pay now” via Razorpay arrives in v2.

Creating an invoice

1. Open the student's detail page → scroll to Billing.
2. Tap + Create invoice.
3. Enter: label (e.g. “Monthly tuition · Jan 2026”), amount in ₹, due date. Period start/end are optional but useful for monthly invoices.
4. Save. The invoice shows up in the Billing list.

Recording a payment

1. On the invoice card, tap Record payment.
2. Amount auto-fills with the outstanding balance — adjust if it's partial.
3. Pick a method: UPI / Cash / Bank / Card / Online / Other.
4. Reference (UPI txn id, cheque no, receipt no) — optional but recommended for reconciliation.
5. Save. The invoice flips to Paid when the balance hits zero.

Outstanding queue

At the top of the Billing section: a coloured banner showing total outstanding + invoice count + overdue count. Yellow when due, red when overdue.

Refunds + waivers

• Refund: Record a payment with a negative amount (e.g. -500). The balance reflects it.
• Waive: Tap Waive on the invoice. Status flips to Waived; it stays in the ledger but doesn't count toward outstanding.

Section 8

Parent portal

Every parent gets a private URL that shows just their kid's attendance, sessions left, batches, progress, and report cards. No login, no signup — they tap a WhatsApp link, see their kid, done.

Linking a parent

1. On the student's detail page → Parent contacts → Link a parent.
2. Enter parent name, relation chip (Mother / Father / Guardian / Other), phone, optional email.
3. Save. A private URL is generated.
4. Tap Send via WhatsApp. WhatsApp opens with the message pre-filled — just hit Send.

What the parent sees

Mobile-first page with: kid's name + avatar, active packs with progress bars (e.g. “8 sessions left”), upcoming batches with “Next: Tomorrow” computed live, last 14 days of attendance, current skill grades, published report cards, and any outstanding fees with status pills.

If a link is compromised

• Rotate → generates a new URL. The old one stops working immediately.
• Revoke → the link stops working permanently. Useful when a parent moves on.

Section 9

Skills

Each sport has a built-in rubric (Cricket: batting · bowling · fielding · fitness · game awareness; Football: passing · shooting · dribbling · positioning · …). Coaches rate students on a 1–10 scale, and history is preserved so parents see progression term over term.

Grading a student

1. Open the student's detail page → Skills → Grade this student.
2. Pick the sport. The active-batch sport is the default.
3. For each skill, enter a number 1–10. Skip skills you didn't assess today.
4. Add an inline note (optional — e.g. “Worked on follow-through today, much improved”).
5. Tap Save grades. Old grades stay visible in history; today's grades become the “current” ones.

What the parent sees

The Progress section on their portal shows each skill with a coloured bar (green ≥75%, amber 50–74%, red below 50%) plus the numeric grade. Updates instantly when you save.

Adding sports we don't cover yet

We seeded eight sports: cricket, football, badminton, tennis, pickleball, basketball, volleyball, table tennis. If you coach something else, ping us — we'll add the rubric within a day.

Section 10

Report cards

A quarterly (or whenever-you-want) snapshot of a student's grades + attendance + your written note. Published cards get a public URL you WhatsApp to the parent — they see a clean, share-friendly view.

Generating a card

1. Student detail page → Report cards → + New report card.
2. Pick the sport.
3. Pick the period: Last month, Last 3 months, or Custom.
4. Edit the term label if needed (auto-fills, e.g. “Mar–May 2026”).
5. Write the coach's note (the part parents read first). 2–3 sentences is plenty.
6. Toggle Publish immediately on, then Publish. The card gets a public URL.

Sharing

• Send via WhatsApp → WhatsApp opens with a message saying “Aarav's cricket report card for Mar–May 2026 is ready” + the link.
• Copy link → paste anywhere.
• Open → preview what the parent will see.

What the card includes (auto-generated)

• Student name + sport + term
• Overall progress percentage (average across all graded skills)
• Your written note as a pulled quote
• Every skill with a progress bar + numeric grade
• Attendance stats: show-up rate, total sessions, present count, absent + late count
• Batch names the student was in
• Coach signature + publish date

Fixing a published card

Tap Unpublish → the public link stops working + the card flips back to draft. Edit grades or the note, then publish again.

Section 11

Trial bookings

Your trial funnel — from a stranger filling a form to a paid student — in three screens.

Your public booking link

At Leads, the banner at the top shows your URL — something like sportconnect.in/trial/<your-operator-id>. Share this URL:

• On your Instagram bio
• On your Google Business page
• In your WhatsApp status
• On your academy's website

What a parent sees on the public form

Your academy name + city + sports you offer, then a form: student name, age, parent name, phone, sport, optional preferred batch, preferred date, optional notes. One button: Request trial.

What happens on submit

Every staff member of your academy gets a phone push: “New trial · Aarav Sharma · Cricket · via web”. The lead appears in your Leads tab as “New”.

Working the pipeline

1. Open the lead → tap WhatsApp · mark contacted. WhatsApp opens with a friendly pre-filled message. Send → status flips to “Contacted” automatically.
2. When they attend the trial, change status to Trial done.
3. If they enrol: tap Convert to student. We create a customer record + redirect you to their detail page. Enrol them in a package right there.
4. If they don't: tap Lost → enter a reason (Price / Location / Signed elsewhere). Helps you improve over time.

The conversion KPI

The Leads page header shows “X% trial → student conversion” across all leads that reached a decision. Industry benchmark is 30–40% for established academies; 15–25% for new ones.

Section 12

Events

One-off paid events distinct from your regular batches: summer camps, holiday clinics, friendly tournaments. Each gets a public URL for registrations.

Creating an event

1. Events → + New event.
2. Name (e.g. “Summer Cricket Camp 2026”), kind (Camp / Tournament / Clinic / Special), sport.
3. Venue (optional), start datetime, end datetime — in IST. Multi-day camps span dates; same-day clinics use start/end on one date.
4. Price in ₹. Capacity in players (optional). Registration deadline (optional).
5. Toggle Open registration immediately ON → Save. The event gets a public URL.

Sharing the public URL

On the event detail page → Public registration link section. Tap Share via WhatsApp to broadcast it to existing parents, or Copy link for Instagram / Google.

When someone registers

Every staff member gets a push: “Event signup · Summer Cricket Camp · Aarav Sharma”. The registration appears under the event detail page as Unpaid.

Marking paid at the desk

1. Open the event detail → tap Mark paid on the registration row.
2. Amount auto-fills with the event price — adjust if needed.
3. Method, reference, Save.

Closing registration

Hit the cap or deadline? Tap Close registration at the top. The public URL still loads but shows “Registration closed” — existing registrations stay intact.

Section 13

WhatsApp broadcasts

Send one message to every parent in a batch. WhatsApp doesn't have a true broadcast API for unverified accounts, so the flow is: draft once → tap one Send button per recipient → mark logged.

The cancellation flow (most common case)

1. Open the batch detail page → tap Broadcast to parents.
2. Default kind is Cancellation. Edit the reason (e.g. “rain”, “venue maintenance”).
3. The final message renders in the preview box. Tap Copy message if you want to paste manually.
4. Below the preview, every recipient gets a row with their phone + a green Send button. Tap each one — WhatsApp opens with the parent + message pre-filled. Hit Send. Come back to the sheet — the button now reads “Sent ✓”.
5. When done, tap Done · log broadcast at the bottom. It records the broadcast in the audit log for your managers to see.

Other broadcast kinds

• Schedule change → “Saturday session moved from 5 PM to 6 PM”.
• General → free-form. Bring water bottles, kit deadlines, parent meeting reminders.

If a student has no parent linked

We fall back to the student's own phone. The row notes “No parent linked” so you can link one later for cleaner deliveries.

Section 14

Coach mode

A staff member with role Coach sees a focused console — only the surfaces a coach actually needs on the field. No prices, no fees, no member lists, no settings.

What a coach sees

What a coach can do

• Mark attendance on their batches
• Grade students on skills
• Draft report cards (managers publish)
• Broadcast cancellations / schedule changes to their batch
• Look up a student's pack progress and history

What a coach cannot do

• Create / edit / archive batches
• Add / remove students from rosters
• See or record fee payments
• See trial leads or events
• Edit the operator profile or invite staff

Section 15

Your daily routine

Five things, in order. Most days they take 10 minutes total.

1. Morning · check Today. Look at the renewal queue (top of the page). Anyone with ≤2 sessions left or expiring this week? Tap their nudge button → WhatsApp them about renewing.
2. Before each batch · open the batch. Confirm the roster. If a coach is unavailable, broadcast a cancellation now (Section 13).
3. After each batch · mark attendance. Coaches do this themselves on their phones. P / A / L / E. Done in under 60 seconds for a 16-student batch.
4. End of day · clear the Leads inbox. Every new trial from your public form should be contacted within 24h. Cold leads die.
5. Weekly · review the Academy report. Reports → Academy tab. Watch the show-up rate trend and the drop-off candidate list. Call the at-risk students before they churn.

Monthly

• Issue monthly invoices (Section 7).
• Publish report cards for active students (Section 10).
• Check Reports → Revenue tab against your bank reconciliation.

Quarterly

• Update skill grades on every active student (Section 9).
• Publish quarterly report cards.
• Run a trial-conversion review — what's your hit rate?
• Check the “Lost” reasons in Leads. Anything you can fix structurally (price, location, schedule)?