Directory and student profiles

The Directory is your contact list and customer records in one. Every student, parent and coach has a profile holding their details, classes, makeup credits, payments, progress, notes and documents, so you can answer most questions about a family in under 30 seconds, from your phone.

Find your way around the Directory#

Open Directory from the left menu. There are three tabs:

• Contacts: every person in your business.
• Groups: your own lists of people, for messaging and enrolling in bulk.
• Families: parents linked to their children.

Along the top you’ll find Filters, a search bar, Create Groups and Add Contacts. In Contacts, the list is on the left and the selected person’s profile is on the right.

Who’s in your Directory#

• Students (members): the people in your classes.
• Coaches: the people running them.
• Parents and guardians: the adults managing a student’s account.
• Parent-coaches: people with both roles.
• Admins: staff who run the system.

What each person can see depends on their role. Admins see everything, coaches see their own classes and students, and parents see only their own children. See Roles and access.

Add people#

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Click Add Contacts and pick one of three ways.

Moving from another system? The Outcoach team handles migrations for you. Send us your list and we’ll do the import. See Setting up your club.

Add someone manually#

1. Click Add Contacts, then Add Manually.
2. Enter their first and last name, email, phone (optional) and role, plus any fields that role needs.
3. Click Create Contact.

Import a CSV#

1. Export your list from your old system as a .csv file with columns like First Name, Last Name, Email, Phone and Role.
2. Click Add Contacts, then Bulk Import, and upload the file.
3. Match each column to an Outcoach field.
4. Check the preview (for example “Will import 150 people”) and confirm.

Send an invite link#

1. Click Add Contacts, then Send Invites.
2. Click Copy Invite Link.
3. Share it by email, on your website or on social media.

People fill in their own details and set a password. Depending on your settings they’re approved automatically or wait for you to approve them. Data is usually more accurate because people enter their own details.

Read a profile#

Click anyone in Contacts to open their profile. It has eight tabs.

Details#

Name, date of birth, gender, phone, email, address and level. Each profile can also hold emergency contacts, medical notes and your custom fields. Click a field to edit it if you have permission.

Makeup#

The student’s makeup credit balance and a full history of credits earned and used. Admins can adjust it with Reset Balance. See Makeup credits.

Events#

The student’s classes, under Upcoming, Past and All, with a filter by program. Use it to answer “What is my child enrolled in?”, check when they last attended, or spot someone who has stopped coming. Click + Add Event to enrol them in another class without leaving the profile.

Evaluations#

Three sections, each with + Add:

• Competition: tournament and match results and placings.
• Tests: fitness, technical and grading results over time.
• Reflection and feedback: coach observations and progress notes.

Parents can see these and are notified when new results are added. When a parent asks “Is she ready for Advanced?”, the answer is here. See Evaluations.

Payments#

The account credit balance and every invoice under Due, Paid and All. You can see what’s owed, how long it’s been outstanding and how the family usually pays. For a parent, the balance covers all their children. See Payments.

Notes#

• Coaching notes are private. Only coaches and admins can see them, never the student or parents. Use them for learning needs, injuries, how a parent likes to be contacted, or anything that helps the next coach.
• Bio is a public profile, for example a coach’s qualifications.

Actions#

Tasks linked to this person, grouped as To do, In progress and Completed. Click + Add Action to add one. Use it for homework and drills, or internal follow-ups like “Assess for Advanced” or “Follow up on payment”. See Actions.

Documents#

Personal documents for this person, such as medical forms, waivers, consent and photo release forms, certificates and progress reports. Click + Upload Document to add one. Admins can always upload. Coaches, students and parents can upload if they have permission, for example a parent uploading a medical certificate for an absence. Every file is date-stamped.

Privacy and access#

• Each person controls their own visibility. Phone number, email and photo can each be shown or hidden from other members. A student can appear by name without sharing contact details.
• Role-based access. Coaches see their own classes and students. Parents see only their own children.
• Private notes stay with coaches and admins.
• Admins can turn on more privacy and visibility settings, and control exactly what each staff member can see. See Permissions.

Custom profile fields#

Rename the built-in custom fields to match your sport or business. A tennis club might use “Racquet hand” and “Years playing”, a music school “Instrument” and “Grade level”. Custom fields can be searched and filtered.

Levels#

Levels are your skill tiers, named your way: “Beginner, Intermediate, Advanced”, “White Belt to Black Belt”, or your swim squad names.

• Assign a level to any student at any time. Outcoach keeps a full history of level changes.
• Set a level on a class to invite every student at that level.
• Makeup bookings use levels so students only book sessions at their standard.

Groups#

Groups are your own lists of people. Use them to message a cohort, enrol a squad in a class, or organise people for an event. People can be in as many groups as you like.

There are two kinds:

• Admin groups for bulk actions, like inviting a squad to a new class or sending an announcement.
• Chat groups for an ongoing conversation. See Messaging groups.

Create a group#

1. Click Create Groups.
2. Tick people one by one, or click Filters, choose a contact type, level or event type, click Apply Filters and Select all.
3. Name the group, for example “Red Hotshots Advanced Cohort”, and confirm.

Open a group from the Groups tab to see how many people are in it, split by role (parents, coaches, members, admins). From there you can message everyone, edit members or rename it. Deleting a group doesn’t delete the people in it.

Tip: Refresh your groups each term. Remove students who’ve left and add new cohorts.

Families#

Families link parents to their children.

• One bill per family. All children’s invoices roll up to one account, so a parent pays once and credits apply across the family.
• One login. Parents see all their children from one account.
• Messages reach both parents.

Open the Families tab and click a family to see its parents and children. Click + Add Child to add another child.

When a second child joins, add them to the existing family. For example, Sarah already has James enrolled. Add Emma to Sarah’s family and Sarah sees both children and gets one invoice for both.

Tip: When a parent enrols one child, ask if any siblings might join and link them now.

Search and filter#

• Search by name, email or phone. For example, “0426” finds everyone whose number starts with 0426, and “gmail.com” finds everyone with a Gmail address.
• Filter by role, level, event type, class, status (active, inactive, on hold) or your custom fields. Useful filters include all inactive students to win back, or all members in one program.
• AI search lets you describe who you’re after, by typing or speaking. For example: “everyone in Red Hotshots aged 8 who’s had a restring in the last year”. Beta

Act on many people at once#

Tick people in the list (or Select all) to message them, enrol them in a class, export the list or run reports.

Keep your Directory tidy#

• Update phone numbers and addresses as soon as they change. Accurate data means accurate invoices.
• Archive people who’ve left, then remove them.
• Log evaluations and test results as they happen, not at the end of term. Parents notice progress when they see it often.
• Ask families to upload medical forms, waivers and permission slips so they’re on file when you need them.

Troubleshooting#