# Take the roll on your phone (coaches) > Open your session on My sessions, tick who is here, add someone who turned up, and finish the roll. Message everyone, set cover or cancel from the same page. Who this is for: Anyone with “Take your own classes” or “Book and take rolls for anyone” or “Run classes” (by default: Administrator, Head Coach, Casual Staff, Coach). Last checked in release 2026.10.23, on 23 October 2026. Source: https://sportsclubos.net/help/classes/take-the-roll/ The roll is a page made for a phone. You open your session, press a circle for each person who is here, and finish the roll when the session is over. From the same page you can add someone who turned up, message everyone booked, say someone else is taking the session, or cancel it. ## Before you start - You need the Coach role, or to be able to take rolls for anyone (Casual Staff and the Head Coach can by default). - Your sign-in is tied to your coach record by your email address. The office puts your email address on your coach record and sends you an invitation to sign in. If **My sessions** says **Your login is not tied to a coach yet**, ask the office to check the email address on your coach record. ## Find your session 1. Open Me > Staff portal > My sessions. 2. At the top are your sessions **today**, **this week** and **places booked**. Under **Needs your attention** are sessions whose roll was not taken, then today and each day of the week. ![My sessions on a phone for a lead coach of Baseline Tennis: counts of sessions today and this week and places booked, then Needs your attention, listing sessions marked Roll not taken with how many were booked.](https://sportsclubos.net/help/img/classes-my-sessions-780.webp) *Press a session to open its roll. Shown in release 2026.10.29 · Classes · as a Coach.* A lead coach sees every session their coaches are taking, with each coach's name. Each session shows the time and length, the place, how many are booked, and a flag where one applies: **On now**, **Full**, **2 waiting**, **You are covering for Tom**, **Roll not taken**, or **Below minimum: 3 booked, needs 4**. 3. Press the session. Its roll opens. > **Note:** The office opens the same roll from the session on the timetable, with **Open the roll**. ## Take the roll The top of the roll has the class, the time, the place and the coach, then three counts: **booked**, **here** and **waiting**. Press a count to show only those people. 1. Press the circle beside each person who is here. It turns to a green tick. Press it again to undo. 2. Read the tags under a name. They tell you what needs your attention: - **medical note**: press it to read the note and the emergency contact, with a button to ring them. - **not paid**: a fee that was to be paid at the club has not been paid, or an invoice for it is unpaid. If they pay at the club, press it to mark it paid. If it is on an invoice, it says **This one is on an invoice: the office follows it up.** - **first time**, **trial**, **make-up**, **added today**, **2 left on pass**, **not confirmed**: for your information. - A child's age is after their name. 3. When the session is over, press **Finish the roll**. Everyone not ticked is marked as did not come, and the message says, for example, **2 marked as did not come**. The foot of the page then says **Roll taken**. ![The roll for Thursday night drills on a phone: Thursday 15 October 7pm to 8:15pm, Tennis courts 4 and 5, Coach: Marcus Bell, with counts 4 booked, 2 here, 0 waiting. A note says the session has finished and the roll was not taken. Adrian Turner and Kate O'Connell have green ticks; Nikolai Turner and Olivia Fitzgerald have empty circles. Below are Add someone who turned up, and Finish the roll at the foot.](https://sportsclubos.net/help/img/classes-roll-780.webp) *One press on the circle marks someone here. Press it again to undo. Shown in release 2026.10.29 · The roll · as a Coach.* Ticks are saved as you press them, in the order you press them, so you can take a roll as fast as you can press. If a session finished with nobody ticked, the roll says **This session has finished and the roll was not taken. Tick who came, then press Finish the roll.** Nobody is marked absent by the clock: a roll stays open until it is taken. ## Someone turned up who is not booked 1. Press **Add someone who turned up**. 2. Type two letters or more of their name. Members of that name are listed, each with how they would pay, for example **On their account**. 3. Press **Add** beside the person. If there is more than one way they could pay, press the one to use. They are put on the roll with **added today**. To add someone who is not a member, ask the office. > **Note:** The message after you add someone is written as if to the person, for example "Emma added: $25 on your account". The fee is theirs, not yours: it goes on their account, or is paid as the line under their name says. ## People waiting Below the people booked are the people waiting, in order. When there is a place free, or a place has been offered to someone, **Let in** puts that person in the session straight away. ## Message everyone booked 1. Press **Message everyone**. 2. Type the message, for example "We are on court 3 today, not court 1.", and press **Send**. Everyone booked gets it by email from the club, unless they have switched off **Competitions and coaching** emails in their email preferences. You never see their email addresses. ## Someone else is taking this session 1. Press **Someone else is taking this**. 2. Press the coach who is taking it, from your business's coaches. Their name goes on the timetable, the class page and the foyer TV, as "Priya (for Tom)". To go back to the usual coach, press their name, which says **The usual coach: back to normal**. ## Cancel the session 1. Press **Cancel this session**. It says how many people are booked and waiting. 2. Under **Why**, choose **Wet courts**, **Coach away**, **Not enough people** or **Something else**. The note that goes to them is filled in for the reason; change it if you like. 3. The box says what will happen, for example how many people will be told and how many make-up credits will be given. 4. Press **Cancel the session and tell them**, or **Keep it**. On a day of rain, **My sessions** has **Rain: cancel outdoor sessions** while you have outdoor sessions still to come today. It lists each one, all ticked, and cancels them together. A session below its minimum shows **Run it or cancel it?** on **My sessions**, with **Run it anyway** and **Cancel it**. Nothing is cancelled automatically. > **Note:** Casual Staff who open a roll are shown **Cancel this session**, but cancelling is for a session's coach and whoever runs classes, so it is refused for Casual Staff. They can ask the office or the coach. ## Move a child up a stage On the roll of a junior group, **Ready to move up** shows beside each child at the group's stage. 1. Press **Ready to move up**. 2. Type a note for the parent, for example "Rallying consistently and ready for the bigger court." 3. The groups at the next stage this term are listed with their places. The parent chooses the new group; nothing moves until they do. 4. Press **Move up and tell the parent**. > **Note:** Casual Staff are shown **Ready to move up** on the roll, but moving a child up a stage is for the coach and whoever runs classes, so it is refused for Casual Staff. ## What a coach sees A coach sees their own sessions only (a lead coach, their whole business's), and of the people on them a name, an age for a child, any medical note and emergency contact, and the tags above. A coach does not see addresses, email addresses, phone numbers, membership types, dates of birth or invoices. > **Not built yet:** asking another coach to cover a session. Set cover yourself with **Someone else is taking this**, or ask the office.