Guide
Outcoach basics
What Outcoach does, who sees what, how to get set up, and the essentials on permissions, multiple locations, pricing and support.
Outcoach is one platform for running a coaching business: tennis clubs, swim schools, dance studios, music schools, martial arts academies, gymnastics centres, tutoring and any business that runs classes or lessons. It covers scheduling, invoicing, enrolments, student progress, parent communication and reporting, so you spend less time on admin and more time coaching.
What makes Outcoach different#
- Built for mobile. Every job can be done from the court, pitch or pool.
- Built for how clubs and schools run. Term invoicing per class, saving cards automatically, makeup credit rules and trial bookings all work out of the box, without the workarounds a general booking or gym platform needs.
- Built around student progress. Parents use the same app to see their child’s goals, feedback, homework, photos and videos, which keeps families engaged and students enrolled.
- AI throughout, including voice commands, insights and workflows.
- Real support, with migration, training and help by phone, email and text.
Outcoach is designed for individual coaching and classes. It isn’t built for team sports clubs or gyms.
Roles and what each person sees#
Everyone uses the same app, and each person only sees what matters to them.
| Role | Can do | Sees |
|---|---|---|
| Admins and owners | Run the whole business: scheduling, billing, reporting and settings | Everything |
| Coaches and staff | Run classes, mark attendance, track progress and message families | Their own classes and students |
| Parents and students | Check schedules, track progress, pay invoices and message coaches | Their own (or their child’s) schedule, goals, messages and invoices |
Get the app#
Outcoach runs on iPhone, Android and the web. Admins, coaches, parents and students all use the same app, with their own information and automatic reminders.
Find your way around#
The left menu takes you to each part of Outcoach:
| Menu item | What it’s for | Guide |
|---|---|---|
| Home | Your overview | |
| Directory | Students, parents, coaches, groups and families | Directory |
| Events | Your classes and timetable | Events and scheduling |
| Messages | Conversations and groups | Messaging |
| Payments | Invoices and payments | Payments |
| Goals | Goals and goal templates | Goals and progress |
| Memories | Photos and videos | Memories |
| Actions | Homework and tasks | Actions |
| Documents | Your club’s shared files | Documents |
| Admin Centre | Settings, permissions and analytics | AI and reports |
Set up your club#
Most clubs are up and running within a day, with their first timetable and billing set up in a few hours. The Outcoach team handles migration, training and setup with you.
- Create your club profile.
- Set up your event types, the programs you run and their prices. See Event types.
- Add your venues.
- Create your first classes. See Create an event.
- Invite your coaches.
- Add your students, by inviting them or sharing your booking page. See Add people.
Moving from another system#
Our team migrates your data for you. Once you’re happy with Outcoach (usually after a demo or short free trial), we import your information and send you an implementation plan. Most businesses start with a pilot at one small venue or with a few coaches, so you’re confident before rolling out everywhere. See Getting started for the full onboarding process and training options.
Permissions#
Club owners control what each staff member can access. In Admin Centre, turn individual permissions on or off for each person, for example whether a coach can see invoices, create events or view a student’s payment history. Use this to let coaches run their own classes without seeing the business’s finances.
Multiple locations or brands#
One Outcoach account can belong to several clubs, if you run more than one location, different brands, or a franchise. Each club has its own students, schedule, invoicing and settings. Switch clubs in the app with one tap, and your name and email carry across.
Plans and pricing#
- Every feature is included for every paying customer. There are no feature tiers.
- New features are included in your subscription.
- Pricing is per student per month, in your local currency. Starter is $0.70 billed yearly or $0.99 monthly, Standard is $1.00 or $1.50, and Performance is $2.00 or $2.99. Parents, coaches and admins are free.
- Discounts are available for large businesses, not-for-profits, high-performance programs, and coaches running innovative programs that build parent engagement or use unique coaching methods. Contact us to see if you qualify.
See Pricing for current plans.
Support#
Help is available by phone, email and text. We usually reply within a few hours, and urgent issues get help straight away. Email support@outcoach.io.
Security and data#
- Data is stored securely with role-based access, so people only see what they should.
- Card payments are processed by Stripe (PCI-compliant) or HitPay.
- Invoices sync securely with Xero if you use it.
- Outcoach is based in Australia and used by coaching businesses around the world.
Related guides
Still stuck? Ask a real person.
Email us your question, with a screenshot if you have one. We usually reply within a few hours.