# Running the coaching program

> For the head coach: set up classes, coaches and passes, run the timetable and terms, follow bookings and waitlists, and read the class reports.

Who this is for: Anyone with “Run classes” or “Book and take rolls for anyone” (by default: Administrator, Head Coach, Casual Staff).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/getting-started/head-coach/

As head coach you run the club's classes and coaching: what is on the timetable, who coaches it, what it costs, the terms juniors enrol for, and who is booked. Members book and enrol themselves; coaches take their own rolls. The Head Coach role does all of this by default, and also has the club office's work: members, bookings, invoices and renewals. See [Your first day in the office](https://sportsclubos.net/help/getting-started/office/index.md) for that part.

## Where things are

Classes is a fold in the **Club** section of the menu:

| In the menu | What it is for |
|---|---|
| Club > Classes > Timetable | The week's sessions, by place or by day, with the alerts that need you. **Terms** and **Messages** are buttons here |
| Club > Classes > List | The same sessions as a table |
| Club > Classes > Providers | **Passes, providers and coaches**: the classes themselves, the passes members can buy, the providers who run classes and their coaches |
| Reports > Class reports | Places filled, who came, no-shows, late cancels and who missed out, by class, coach and provider |
| Admin > Settings, **Classes** tab | How classes work at your club: the waitlist, late cancels, make-up credits, terms and visitors |

## 1. Set up the classes

On Club > Classes > Providers, add the providers who run classes (the club itself, or an outside coaching business), their coaches with their email addresses, the passes members can buy, and each class with its times, place, coach and price. A new club can load a starting timetable with invented coaches to see every page working, and clear it again in Settings. See [Set up classes and coaching](https://sportsclubos.net/help/setup/classes/index.md) and [Providers, coaches and who collects the fees](https://sportsclubos.net/help/classes/providers-and-coaches/index.md).

## 2. Run the timetable

Club > Classes > Timetable shows the week's sessions with how many places are booked. Press a session to see who is booked, book someone, cancel it, or set a cover coach. Alerts on the timetable tell you what needs you, such as a court that could not be held for a session. See [The office timetable and its alerts](https://sportsclubos.net/help/classes/office-timetable/index.md).

## 3. Run terms

For classes members enrol in for a whole term, such as junior squads, press **Terms** on the timetable. Add a term, copy groups to the next term, open re-enrolment, and raise the term's invoices. Raising invoices also needs the permission to raise invoices, which the Head Coach role has by default. See [Terms and enrolment](https://sportsclubos.net/help/classes/terms-and-enrolment/index.md).

## 4. Places, waitlists and passes

When a session is full, members join its waitlist and are offered a place when one comes free. Members may pay per session, with a pass, or on their account. See [Waitlists and offered places](https://sportsclubos.net/help/classes/waitlists/index.md) and [Passes, credits and make-ups](https://sportsclubos.net/help/classes/passes-and-credits/index.md).

## 5. What people are told

Sports Club OS emails members about their bookings, offered places and reminders, and tells everyone booked when a session is cancelled. Press **Messages** on the timetable to see every message sent about classes, to whom and when. Coaches can cancel their own outdoor sessions for rain, and everyone booked is told.

## Reports and settings

Reports > Class reports shows places filled, who came, no-shows and late cancels. See [Class reports](https://sportsclubos.net/help/classes/class-reports/index.md). The **Classes** tab of Admin > Settings sets the waitlist, late cancels, make-up credits, terms and visitors. See [Classes settings](https://sportsclubos.net/help/classes/settings/index.md).

## What coaches do

Each coach signs in with the email address on their coach record and sees their own sessions under Me > Staff portal > My sessions, and takes the roll on a phone. See [Taking your classes](https://sportsclubos.net/help/getting-started/coach/index.md).

## Who to ask

- The club's administrator, for logins and roles.
- **Help and feedback**, the button at the top right, for how to do something in Sports Club OS.

> **Not built yet:** card payment for classes, texts to members, uploading a class photograph (a choice of photographs is offered), private lessons, and cover requests between coaches.