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Must know
  • One record, shared across clubs. Status, levels, the staff note and your club’s athlete ID belong to your club only, so the same athlete can have different values at another club.
  • Overview, Programs, Attendance and Activity always show. Other tabs depend on your club’s features and your permissions.
  • Overview opens with the athlete’s Family section and Contacts, then the staff Note, Medical information, Waivers and Latest registrations.
  • Medical information is shared. Standard medical information and emergency contacts are shared across clubs. Answers to your club’s custom medical questions stay with your club.
The athlete is the heart of your roster: one person whose registrations, attendance and evaluations all attach to one record. Open a full profile from the Athlete Directory by clicking a name. Adding people. An athlete joins a guardian who is already in your club, so add or invite the guardian first, then add the athlete with Add Athlete on Athletes > Directory. Account credit belongs to the guardian: see How do I add or remove account credit for a guardian? Shared and per-club information. One athlete can train at more than one club, so the record has two parts:
  • Shared everywhere: name, date of birth, gender, photo, Family connections and standard medical information travel with the person. Families follow the athlete from club to club.
  • Your club only: status (Active, Inactive, Trial or Graduated; new roster members start Active), levels, the staff note and a club-specific athlete ID. Another club sees its own values. Directory search also finds an athlete by that ID.
Who can change what. Any staff member can view a profile, but only staff with Edit Athletes can change your club’s fields (status, levels, note). A guardian can correct the shared name, gender and birth date, but not your club’s fields. Family membership is managed from the Family page, not on the athlete. The profile header. It shows the athlete’s photo (you can upload one), status badge, level badges, date of birth with age, gender and Family links (Family not set up if there are none). Edit Profile opens the edit form, and staff with Edit Athletes also see Merge duplicate. The Athlete Directory lists the same families in its Family column. Overview.
  • Family: the people connected to the athlete, with Open family and a switcher when the athlete is in more than one family.
  • Contacts: individual contact details. Family membership and access are managed separately.
  • Note, then Medical information (with when it was last updated).
  • Memberships (when that feature is on), Waivers, Latest registrations and registration files.
Waivers. Each waiver shows Signed or Expired and the signed version number. Staff with Edit Settings can click Expire signature on a signature that has not expired (the signed document is kept). Print or download a signed waiver. In Overview > Waivers, click View on the waiver. The viewer has View PDF, Print and Download buttons. For every place signed waivers show up, see How do I view, print or download a signed waiver?. Which tabs you see.
  • Attendance has a Scheduled attendance section (Add Attendance marks a future class ahead, for example a known absence) and an Attendance history section, which includes “Not taken” classes. Staff with Manage Attendance can edit class marks; event marks need Edit Events.
  • Levels is where you grant, complete, revoke and reactivate your club’s levels.
  • Achievements lets you award or revoke achievements by hand.
  • Activity lists every recorded change to the athlete, newest first, with who made it and from which portal. Medical changes name the fields that changed, never their contents.
Deleting. Deleting an athlete removes the shared record for every club. See What happens when I delete an athlete?. Coach portal. Coaches have their own athlete profile there. See What’s on an athlete’s profile in the coach portal?. Related: What is a family, and how does it connect guardians and athletes? · How do I see who changed an athlete’s details? · How do I record or correct attendance from an athlete’s profile? · How are an athlete’s medical info and emergency contacts collected?