Run your coaching team, not a spreadsheet.
Staff and Timesheets puts your coaches, their hours and their timesheets next to your classes. Hours come straight from the timetable, so nobody types them in twice.
Coaches don’t work 9-to-5 shifts.
Their hours move with the timetable, the weather and the time of year. Staff and Timesheets follows your classes, so you can check a week of hours in minutes. No more chasing coaches or adding up spreadsheets.
- Text every coach to send in their hours
- Chase the ones who forgot
- Check their hours against the timetable
- Work out which cancelled classes get paid
- Add up meetings and planning in a spreadsheet
- Type it all into payroll
Every week, for every coach.
Classes fill the timesheet. Coaches add the extra work. You check it and close the week.
- Class hours come straight from the timetable
- Cancelled classes counted by your pay settings
- One-click reminders for anyone who hasn’t submitted
- The week exported to CSV for payroll
Check a week of hours in minutes
The hours are already there when you open the week. You review them instead of piecing them together.
Pay follows what actually ran
It knows which classes ran and which were cancelled, and counts each one by your club’s pay settings.
Not another app to sync
It’s part of the classes, bookings and attendance you already run in Outcoach. This isn’t generic shift software.
Everything you need to manage your coaching team.
From the first class of the week to the payroll export, every step sits next to your timetable.
Timesheets that fill themselves.
Every class a coach teaches goes onto their timesheet automatically. Coaches only add the extra work, like planning, meetings or preparation, and then submit the week.
- 1Classes added for youStraight from the timetable. Nothing typed twice.
- 2Completed classes countClasses cancelled before they start don’t, and the timesheet says why.
- 3You choose which statuses are paidSet it once for your club and every timesheet follows it.
- 4Nothing missedRemind coaches to mark attendance so every class is counted.
Extra hours, your way.
Create your own categories, such as Meeting, Planning, Preparation or Tournament travel, and choose which ones are paid. Unpaid hours are still recorded, so you see the full picture.
- 1Your own categoriesName them the way your club talks about the work.
- 2Paid or unpaidOne switch per category.
- 3Unpaid hours still recordedSee where time goes, even when you don’t pay for it.
- 4See how often each is usedEntries per category, at a glance.
Your whole team on one screen.
See who has submitted, who hasn’t, extra hours, and classes still waiting for attendance. Then sort it out from the same screen.
- 1Send a reminder in one clickEveryone who hasn’t submitted gets a notification in the app.
- 2Submit for a coachFill in a timesheet on their behalf when you need to.
- 3Correct an entryFix a mistake before it reaches payroll.
- 4Close the weekLock the totals once payroll is done.
See where extra hours go. Then send them to payroll.
Weekly trends show where extra hours go, with paid hours shown against unpaid. When the week is done, export it to CSV for payroll in one click.
- 1Extra hours by categoryWeek by week, across the last 12 weeks.
- 2Paid against unpaidKnow what you pay for and what you don’t.
- 3CSV export in one clickThe week, ready for your payroll system.
Two minutes a week for your coaches.
Coaches open My Timesheet, check their classes are there, add any extra work and submit. They only ever see their own hours.
Quick for coaches, so they actually do it.
- Log extra hours fastPick the day and the type of work, type a start time and tap 30m, 1h or 2h. Add a note if needed.
- Copy last weekRegular hours go in with one click.
- A clear status on every classEach class shows whether it counts, and why not when it doesn’t.
- Their own estimated payAn estimate for the week before tax, split into classes and extra hours.
- Support includedWe help your coaches with timesheets by email and in the app.
Certificates in seconds.
Upload a certificate, such as a Working With Children Check. AI reads it and fills in the name, number and issue and expiry dates for you.
Everything about each coach, in one place.
Every coach has a profile with their details, pay rates, certifications, customer feedback and pay history. No more digging through folders and inboxes.
Coach details
Contact details and role for every coach, all in your staff directory.
Pay rates
Weekday, weekend and public holiday rates on each coach’s profile.
Certifications and expiry dates
Every certificate with its number and expiry date, so you can see what’s due.
AI fills in the details
Upload a certificate and the name, number and dates are filled in for you.
Ratings and feedback
See what your customers say about each coach.
Full pay history
A record of every pay period on the coach’s profile.
Estimated pay for coaches
Coaches see their weekly pay estimate before tax, split into classes and extra hours.
Private by default
Coaches only ever see their own hours and pay.
A fraction of the cost of stand-alone staff software.
From $50 a month for up to 10 coaches. That’s about an hour or two of your time each month. And because it’s built into the classes, bookings and attendance you already run in Outcoach, there’s nothing to sync and no second system to pay for.
From $50 a month
For up to 10 coaches. Prices in AUD, ex GST.
Already included
Staff and Timesheets is one of the add-ons included in Outcoach Premium.
A special discounted price
Already on Outcoach? Ask us about your price.
Questions about staff and timesheets
Can’t see yours? Ask our team and a real person will reply.
What is Staff and Timesheets in Outcoach?
Staff and Timesheets is timesheet and staff management software for coaching businesses, available as an Outcoach add-on. It puts your coaches, their hours, pay rates and certifications next to your classes. Class hours come straight from the timetable, coaches add any extra work and submit the week, and you check it, close it and export it for payroll.
How are coach hours worked out?
Every class a coach teaches is added to their timesheet from the timetable. Completed classes count. Classes cancelled before they start don’t, and the timesheet shows why. You choose which class statuses are paid in your club’s settings.
What if a class is rained out halfway through?
Mark it Late weather cancelled. That status is for classes that had already started when the weather turned, so the coach can be paid for their time on court. A class called off before it started is Weather cancelled. You choose which statuses are paid.
Can coaches log hours that aren’t classes?
Yes. Coaches add extra work like meetings, planning, preparation or tournament travel. You create the categories and choose which ones are paid. Unpaid hours are still recorded.
Can coaches see each other’s hours or pay?
No. Coaches only see their own timesheet, including an estimate of their pay for the week before tax.
What if a coach forgets to submit?
Send a reminder in one click from the team overview. You can also submit or correct a timesheet on a coach’s behalf.
How do I get the hours into payroll?
Export the week to CSV in one click and load it into your payroll system.
Can I track Working With Children Checks and other certifications?
Yes. Each coach’s profile holds their certifications with numbers and expiry dates. Upload a certificate and AI reads it and fills in the name, number, and issue and expiry dates for you.
How much does Staff and Timesheets cost?
From $50 a month for up to 10 coaches. It’s included in the Outcoach Premium plan, and existing Outcoach customers get a special discounted price. Talk to us about pricing.
How is this different from stand-alone rostering apps?
Rostering apps are built for shift work and sit outside your class system. Staff and Timesheets is built into the classes, bookings and attendance you already run in Outcoach, so it knows which classes ran and which were cancelled. There’s nothing to sync and no second system to pay for.
Spend less time on hours and more time on coaching.
See how a week of hours comes together from your own timetable. Book a demo and we’ll walk you through it.