Set up your organization
RequiredConfirm your organization’s name, public-facing details, logo, and colors so families always see the right identity on registration and portals.
Recommended setup order
Follow these steps in the organization admin portal before opening registration and sharing your signup link.
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1
Branding & identity
RequiredSettings → Brand, Colors, Email, and public organization details so families see the right name, logo, and colors.
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2
Create a season
RequiredSeason Config → Seasons. Set dates, keep the season enabled when it should appear, and optional Registration Opens / Registration Closes if your organization uses them.
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3
Define age groups & program genders
RecommendedSeason Config → Age Groups and Program Genders. The portal shows these on registration forms and schedule filters—define them before families choose a path.
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4
Add locations
RecommendedSeason Config → Locations. Add real facilities early—they feed registration choices, schedules, and admin filters.
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5
Set pricing
RequiredSeason Config → Prices. Enter fee amounts for each season and program path families will select.
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6
Review registration settings
Before go-liveSettings → Registration. Checkout options, plans, offline payment text, proration, and multi-child discount—then Save Registration Settings. Use Legal for waivers when you customize them.
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7
Review billing settings
Before go-liveSettings → Billing. Confirm Accept Registration Payments, Stripe Connect, and product sync match how your organization collects money online.
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8
Go live
Final stepComplete a test registration, then share your organization’s Register link. Monitor Registrations; use Assignments and Schedule as signups arrive.
Prices set amounts in Season Config; Registration settings shape checkout options; Billing controls card acceptance and Stripe. After launch, payment status for each family stays in Registrations.
Start here
A practical onboarding roadmap for organization admins. The Recommended setup order above is the concise pre-launch sequence; the steps below expand each milestone with guides and shortcuts. Badges show how critical each step is for most organizations.
Create your first season
RequiredA season is the program window you are running. In Season Config → Seasons, you also control when that season appears on the public registration form and whether it is enabled—families only see seasons your organization exposes here.
Define age groups & program genders
RecommendedIn Season Config, use Age Groups and Program Genders so registration and schedule filters match how your organization runs programs (for example 5–7, 8–10, and Male / Female / Co-ed).
Add locations
RecommendedAdd the fields, gyms, or facilities your organization uses. Locations support registration choices, scheduling, and reporting.
Configure prices & review billing
RequiredSet fee amounts under Season Config → Prices. Then review Settings → Registration (checkout options, plans, offline text) and Settings → Billing (Stripe, “Accept Registration Payments”) so what families see at checkout matches your organization’s rules.
Ready to go live
RequiredReady to go live means: season visible/enabled, age groups and genders defined if you use them, locations and prices set, Settings → Registration saved, Settings → Billing ready for how you collect money, and a successful test signup. Then share your organization’s Register link and watch Registrations.
Add players and build teams
RecommendedPlayers usually arrive from registration, but you can add or adjust them manually. Teams and assignments are how you organize rosters before scheduling.
Build your schedule
RecommendedPractices and games depend on locations and, in most workflows, on having players and teams in place. The Schedule tab is where organization admins generate or manage calendar events.
Games, results, and payments
OngoingAs your season runs, update results as needed and use Registrations (and Revenue when available) to verify who registered and paid.
Organization admin portal map
These are the main tabs in your organization admin portal (the same labels you see along the top of admin.html for your organization). Each area is for managing your club or academy—not other organizations.
Dashboard
Snapshot of activity and key numbers for your organization. Use it to orient yourself before diving into a specific tab.
Tab: DashboardCoaches
Invite and manage coaches who need access to coach tools and rosters for your organization’s programs.
Tab: CoachesAdmins
Grant or remove organization admin access for others who should help run this portal.
Tab: AdminsUsers
Search and review people connected to your organization (for example parents or guardians) when you need account-level details.
Tab: UsersAssignments
Organization-level player records, team placement, and roster operations for your seasons and programs.
Tab: AssignmentsSchedule
Build and manage practices and other events on your organization’s calendar, using seasons and locations you configured.
Tab: ScheduleRegistrations
Every signup and payment status for your organization flows here. This is the operational home for “who registered?” and “who paid?”
Tab: RegistrationsReporting
Insights and custom reports built from your organization’s data (tab label: Reporting; workspace title may say Insights & Reporting).
Tab: ReportingSeason Config
Sub-tabs include Seasons, Locations, Age Groups, Program Genders, Schedules, Prices, and more—everything that defines program structure and amounts per season before checkout.
Tab: Season ConfigSettings
Organization-wide Branding & Settings: Brand, Colors, Email, Registration (checkout options, proration, discounts—save with Save Registration Settings), Legal, Automation, and Billing (Stripe, payment acceptance).
Tab: SettingsUsage
How your organization is using CoachMate against plan limits (participants, features, and similar).
Tab: UsageRevenue
Revenue-oriented analytics when enabled for your organization; complements the per-registration detail in Registrations.
Tab: RevenueSend organization-scoped email campaigns when this feature is enabled for your account.
Tab: EmailCRM
Track contacts and families for your organization (leads, follow-ups, registration-related context) when reporting features include CRM.
Tab: CRMOrganization admin task guides
Each guide explains what a feature is, why it matters, when to do it in setup, how to do it in the organization admin portal, and what happens next. Open a topic to read the full flow.
Set up your organization
What this is
Your organization profile is the identity families see when they register, sign in, or receive email from you: name, tagline, logo, colors, and related settings.
Why it matters
Trust and clarity go up when branding matches the organization families expect. Fixing this after go-live means re-educating parents; doing it early avoids confusion.
When to do it
Before you share public registration links widely—usually alongside or just before season configuration.
How to do it
- In the organization admin portal, open the Settings tab.
- Update organization name, slogan, and any public contact or policy fields your organization uses.
- Upload logo and adjust brand colors so portals and emails match your organization.
- Save each section as you go; refresh a public or parent-facing page to verify.
What happens next: Move to Season Config to define the season, Age Groups, Program Genders, locations, and prices—then review Settings → Registration and Billing before you go live.
Create your first season
What this is
A season is the program block you are running (for example “Spring 2026” or “Fall Academy”). It is the anchor most other organization admin tools use.
Why it matters
Registration, roster filters, and schedules all ask “which season?” Without a proper season, families may not see the right options—or any options at all.
When to do it
Early in setup, before you expect online registration. Season dates and visibility also control when a season appears on public forms.
How to do it
- Open Season Config in the organization admin portal.
- Under Seasons, create a season with accurate dates and a clear name.
- Use Registration Opens / Registration Closes (if shown) to control when this season appears on the public registration form—or leave empty if your organization relies on season dates only.
- Keep the season enabled when it should be visible; disabled seasons are hidden from registration and schedules (per the on-screen hint in the portal).
- Next, define Age Groups and Program Genders in their own sub-tabs so offerings match your programs (see Set up age groups and program genders).
What happens next: Configure Age Groups and Program Genders, then Locations and Prices. Before going live, review Settings → Registration and Billing.
Set up age groups and program genders
What this is
Age groups are the age ranges your organization offers (for example “5–7 Years”). Program genders are the gender labels or divisions you expose (for example Male, Female, Co-ed). In the organization admin portal, both are configured under Season Config in the Age Groups and Program Genders sub-tabs. The UI states they appear in registration forms and schedule filters.
Why it matters
Families use these choices to pick the correct program. Coaches and organization admins use the same labels when filtering registrations, assignments, and schedule tools. Inconsistent or missing values create wrong signups and messy reports.
When to do it
After the season exists and before you invite families to register—so every registration path and price row can reference the same structure.
How to do it
- Open Season Config → Age Groups. Add each range with a clear name and min/max ages as your organization uses them.
- Open Season Config → Program Genders. Add each category (Male, Female, Co-ed, etc.) with a stable key and display order if offered.
- Align naming with how you describe programs publicly so parents are not surprised at checkout.
What happens next: Add Locations, attach Prices to the right program paths, then review Settings → Registration and Billing before opening registration.
Add locations
What this is
Locations are the real-world places your organization uses: fields, courts, gyms, rinks, or facilities. They are stored in Season Config so the rest of the portal can reference them.
Why it matters
Registration choices, schedule generation, and filters for registrations and assignments all rely on consistent location data. “Mystery” or missing locations make reports and calendars harder to trust.
When to do it
After the season exists, and before you open registration or build schedules—so every downstream step has a place to point to.
How to do it
- Open Season Config → Locations.
- Add each facility with a clear name and address (and time zone if your organization uses it).
- Associate locations with the seasons or programs where they apply.
- Sanity-check that registration and schedule tools list the locations you expect.
What happens next: Configure Season Config → Prices, then Registration settings and Billing so checkout matches each program path.
Configure registration pricing
What this is
Season Config → Prices is where organization admins set fee amounts per season and program path (what each offering costs before checkout options are applied).
Why it matters
Line-item totals at checkout start here. Wrong rows or seasons mean families pay the wrong amount or cannot complete signup—always verify against a test registration.
When to do it
After Age Groups, Program Genders, and Locations reflect how you run programs, and before you share a public Register link.
Prices vs registration vs billing. Season Config → Prices sets dollar amounts. Settings → Registration controls checkout behavior (jerseys, plans, offline text, proration, sibling discounts). Settings → Billing controls whether card payments run and how Stripe is connected. See Registration settings and Billing settings.
How to do it
- Open Season Config → Prices.
- Select the correct season and program path (aligned with the age group, gender, and location structure you configured).
- Enter fees; double-check labels and amounts families will see.
- Click Save Registration Settings is not on this screen—after prices, open Settings → Registration and Billing to finish checkout behavior.
- Run a private test registration to confirm the full total (including any jerseys, plans, or discounts your organization enabled).
What happens next: Configure Settings → Registration and Settings → Billing, then follow Open registration before you announce signups.
Registration settings (checkout & discounts)
What this is
Under Settings → Registration, organization admins control what parents see and how fees behave at checkout—separate from the raw price rows in Season Config → Prices. Changes apply organization-wide; click Save Registration Settings when done.
Why it matters
These toggles change the signup experience: optional jersey lines, installment plans, offline payment instructions, prorated fees, and sibling discounts. Misaligned settings confuse families or conflict with how your organization collects money.
When to do it
After base Prices exist and before registration goes live—revisit when you change how you sell programs mid-season.
How to do it
- Open Settings in the organization admin portal, then the Registration sub-tab.
- Under Checkout Options, set Jersey Purchase, Monthly Payment Plans (and Monthly Billing Day when plans are on), Offline Payments (Venmo, Zelle, Cash App, Parent Instructions), and Optional Donations to match your real process.
- Review Prorated Pricing if your organization reduces fees by remaining practices; note the on-screen rules (schedule-based; jerseys and donations not prorated; coupon timing).
- Configure Multi-Child Discount if siblings should pay less on eligible product types.
- Use Legal (same Settings tab) for waivers and policy text shown during registration when your organization customizes them.
- Click Save Registration Settings and run a test signup to read the flow as a parent would.
What happens next: Confirm Billing matches how you accept cards, then complete the go-live checklist.
Billing settings (Stripe & payment acceptance)
What this is
Settings → Billing is where organization admins connect Stripe, turn online collections on or off, sync products, and (when available) manage Coupon Codes. It does not replace Season Config → Prices—it enables and governs how card payments reach your organization.
Why it matters
If Accept Registration Payments is off or Stripe is not connected, families paying by card cannot finish checkout. Billing choices should match whether you are in testing, pausing collections, or fully open.
When to do it
Before the first paid registration you intend to collect online, and whenever you resume or pause card payments.
How to do it
- Open Settings → Billing.
- Complete Stripe Connect (Connect Stripe Account) if your organization accepts cards.
- Set Accept Registration Payments appropriately: on for live collection, off when you need to block checkout (the UI describes using this for testing or halting collections).
- Run Stripe Product Sync when the portal prompts your organization to align Stripe products with practice tiers and jersey settings.
- Review Fee Settings: the portal states most values are analytics assumptions for reporting; read each toggle’s hint—some affect recurring/subscription fee handling as labeled.
- Use Coupon Codes when that section is visible for your organization.
What happens next: With Prices and Registration settings saved, walk through Open registration and confirm payment status in Registrations.
Open registration
What this is
“Opening registration” means families can complete your organization’s public signup flow end-to-end: they see the right season and program choices, legal steps are ready, and checkout matches how you collect payment (card and/or offline, per your settings).
Why it matters
This is when confusion surfaces: hidden seasons, missing price rows, unsaved registration toggles, or paused Stripe collections all show up as parent support tickets. A short admin checklist prevents most of that.
When to do it
Only after program structure, locations, prices, Settings → Registration, and Settings → Billing match your intent—then announce your Register link.
How to do it
- Season visibility: In Season Config → Seasons, confirm the season is enabled, dates make sense, and optional Registration Opens / Registration Closes include today if you use them (the portal notes registration hides after the close date).
- Offerings: Confirm Age Groups and Program Genders match what you advertise, so families pick the right path.
- Prices: Under Season Config → Prices, verify a row exists for each path families will select.
- Registration settings: Under Settings → Registration, confirm Checkout Options, Prorated Pricing, and Multi-Child Discount; click Save Registration Settings. Review Settings → Legal if your organization customizes waivers.
- Billing: Under Settings → Billing, confirm Accept Registration Payments and Stripe Connect match whether you are live or testing.
- Test: Complete a signup via your organization’s public Register link; in Registrations, confirm the row and payment status you expect.
What happens next: Rosters and calendars usually follow—use Assignments as players arrive, then Schedule. Proration, when enabled, depends on a generated practice schedule; build the calendar early if you rely on it.
Add players manually
What this is
Manual entry lets organization admins add or correct player records without waiting for an online registration—useful for walk-ins, transfers, or fixes.
Why it matters
Real operations rarely match a perfect online-only flow. Manual tools keep your organization’s roster data accurate.
When to do it
Alongside or after registration opens—whenever you need a player in the system before assigning teams or scheduling.
How to do it
- Open Assignments (and Users when linking existing logins).
- Use your organization’s add or invite flow to create the player record with season and program context.
- Complete required profile fields so coaches and filters work correctly.
What happens next: Assign players to teams (see the next guide), then include them in schedule generation.
Assign players to teams
What this is
Team assignment is how your organization groups players for coaching, communication, and scheduling.
Why it matters
Schedules and coach views often assume players live on teams. Unassigned players can be invisible to the wrong workflow.
When to do it
After players exist for a season—whether from registration or manual entry—and before you finalize calendars.
How to do it
- Open Assignments and select the correct season and filters.
- Locate the player, choose the appropriate team (create teams first if needed).
- Save changes; repeat for bulk updates as your organization prefers.
What happens next: Build or adjust the Schedule so events reference the right teams and locations.
Build and manage schedules
What this is
The Schedule tab runs automatic schedule generation in the background and gives admins a manual Run Now control for immediate updates.
Why it matters
Families and coaches plan around this calendar. Automation reduces manual work, but schedule quality still depends on correct season/location/config setup.
When to do it
Keep automation on continuously. Use Run Now right after config changes, late updates, or when you need immediate calendar refresh.
How to do it
- Open Schedule in the organization admin portal.
- Confirm Season Config → Schedules is accurate (days, times, locations, age/gender targeting).
- Pick the target season and use Preview Run to review proposed event counts.
- Use Run Now when immediate generation is needed; otherwise automation will continue filling future events.
- Review upcoming events and adjust conflicts as needed.
What happens next: RSVP reconciliation keeps participants synced as registrations change; continue monitoring Registrations for new signups and status changes.
Check payments and registration status
What this is
Payment and status for each signup lives in Registrations—card, offline, plans, and refunds all roll up there. Settings → Billing is where you turn card collection on, connect Stripe, and sync products; it does not replace this tab for per-family answers.
Why it matters
Accurate status prevents double charging, missed offline follow-ups, and roster mistakes. If checkout misbehaves, verify Billing settings and Registration settings before chasing individual rows.
When to do it
Whenever you need to answer “Did this family finish checkout?”—during registration windows and throughout the season.
How to do it
- Open Registrations and filter by season, location, age group, gender, or status as needed.
- Read payment method and status columns; use your organization’s process for Stripe refunds when shown.
- For offline flows, cross-check instructions you set under Settings → Registration → Offline Payments.
- Use Revenue (when enabled) for roll-up totals; Fee Settings under Billing affects reporting assumptions as labeled in the portal.
What happens next: Follow your organization’s policy for refunds or offline payments; keep rosters in Assignments aligned with who is active.
Update branding, colors, and logo
What this is
Visual branding controls how your organization looks inside CoachMate portals: logo, accent colors, and related presentation settings in the Settings tab.
Why it matters
Consistent branding signals legitimacy to families and aligns emails and pages with your organization’s brand.
When to do it
Anytime, but ideally before large registration pushes. Major rebrands may warrant a communication to families.
How to do it
- Open Settings → Brand / Colors sections.
- Upload an updated logo (high-resolution PNG works well).
- Adjust palette values; save.
- Refresh a public page to confirm contrast and readability.
What happens next: Pair branding updates with accurate organization text (name, slogan) in the same tab.
Organization admin FAQ
Straight answers for organization admins working in the organization admin portal.
Why can’t families register yet?
Most often the season is disabled or outside its window, optional Registration Opens / Closes exclude today, pricing is missing for that program path, Settings → Registration was not saved, or Settings → Billing blocks card checkout when families expect to pay online. Check Season Config (season, age groups, genders, locations, prices), then Settings, then run a test signup. New rows appear under Registrations.
Do I need a season before opening registration?
Yes, for typical organization setups. Families choose a program tied to a season; pricing and many filters also key off it. Create the season first, then locations and pricing, then open registration.
Where do I change pricing?
Organization admins edit pricing under Season Config → Prices (for the correct season and program). After changes, run a quick test registration so checkout matches what families should pay.
How are locations used?
Locations represent your real facilities. They attach to programs in Season Config, appear in registration and filtering, and feed into Schedule when you build practices or games. Adding them early keeps data consistent.
How do I check who paid?
Use the Registrations tab in the organization admin portal. Each signup shows payment or status for your organization. If your plan includes it, Revenue adds roll-up analytics.
Can I add a player manually?
Yes. Organization admins use Assignments (and sometimes Users when linking an existing login) to add players without waiting for online registration.
How do teams and schedules relate?
Teams group players for your organization. The Schedule tab builds calendar events—often by season and location—that coaches and families rely on. Rosters should be in good shape before you finalize schedules to avoid last-minute reshuffling.
Where do I update branding and public information?
Use the Settings tab in the organization admin portal for logo, colors, organization name, slogan, and related public-facing options.
How do I edit a season after creating it?
Return to Season Config, open the season, adjust fields, and save. If registrations already depend on a change, proceed carefully or contact CoachMate support for the safest approach.
Where do I set age groups for my program?
In the organization admin portal, open Season Config → Age Groups. The portal explains they appear on registration forms and schedule filters—set them before you expect families to choose a program path.
How should I organize boys, girls, or co-ed offerings?
Use Season Config → Program Genders to define the labels your organization uses (for example Male, Female, Co-ed). Add a row per division you sell; use clear display names and keys. Match what you communicate publicly so parents pick the right option at signup.
Do I need to finish age groups and genders before opening registration?
If your programs use them, yes—before you share a Register link. Families and filters rely on the same values; fixing labels after signups creates confusing rosters and reports. If a program truly has no split, your organization might use a single broad age group or one gender label—still set that deliberately.
What registration settings should I review before going live?
Open Settings → Registration: Checkout Options (jersey, monthly plans and billing day, offline payment details, donations), Prorated Pricing, and Multi-Child Discount. Click Save Registration Settings. Review Settings → Legal if you customize waivers. Then confirm Settings → Billing matches how you collect money.
Where do I control billing and card payments?
Settings → Billing: Accept Registration Payments, Stripe Connect, Stripe Product Sync, and (when shown) Coupon Codes. Per-family payment status is tracked under Registrations.
What should I verify before sharing a registration link?
Season enabled and dated correctly; Age Groups / Program Genders match your offerings; Locations and Prices complete for each path; Save Registration Settings clicked; Billing ready for your test vs live mode; legal text acceptable. Then complete one full test registration and find it in Registrations.
How do pricing and billing settings differ?
Season Config → Prices sets how much each program path costs. Settings → Registration shapes checkout (add-ons, plans, offline instructions, proration, sibling discounts). Settings → Billing enables Stripe, toggles accepting card payments, and syncs products—without changing the price rows themselves.
Can I send a one-time registration link to one family?
Yes. In Registrations, use Create offline link to generate a one-time offline registration link for a parent (described in the portal as offline registration). Public signups still use your organization’s main Register page.
Still need help?
CoachMate support can help organization admins with setup, billing, and troubleshooting inside the organization admin portal.