Help

Getting started

Five minutes to your first report. Each section below is a step. Skip ahead if you already know what you’re looking for.

1. 1

   Sign up + name your academy

   Visit /register and pick an email + password + organization name. The organisation name shows on every PDF and parent email — pick the public-facing name (“Alex Tennis Academy”, not “Alex T LLC”). You can change it later under Settings → Organization.

2. 2

   Add an athlete

   Dashboard → Athletes → “Add athlete”. Required: first/last name + sport. Optional: parent email/phone (needed later to send the report), date of birth, recruiting fields. An athlete without a parent email still works — you just can’t email them a report until you add one.

3. 3

   Log a session

   Either go to Sessions → “Quick session” (logs as completed immediately) or Schedule → “New scheduled session” (sits as ‘scheduled’ until you mark complete). Pick athletes, set duration, rate skills 1–5, add a one-line effort score, leave coach notes. Under 60 seconds is the target. Group sessions: pick up to 12 athletes; each gets their own ratings + attendance.

4. 4

   Generate the report

   Dashboard → Reports → “New report”. Pick the athlete + date range. Hit “Generate”. The AI reads every session in the range and writes a parent-friendly narrative — usually 8–12 seconds. Review, edit any sentence that sounds off, save. Report stays in ‘review’ status until you send.

5. 5

   Send to the parent

   Open the report and click “Send to parent”. We generate a branded PDF, attach it to the email, and mint a parent share link (90-day expiry, revocable from the same screen). Parent receives the report, can open the share link without an account. You can resend any time — the same share link is reused while it’s still valid.

FAQ

Which sports are supported?

Tennis, lacrosse, soccer, volleyball, baseball. Each ships with sensible default skills you can rename, archive, reorder, or add to under Settings → Skills.

Can I customise the skills I rate?

Yes. Settings → Skills lets you add new skills (max 20 active per sport), rename existing ones (history is preserved), archive what you don't use (past ratings stay readable in old reports), and reorder.

What does the AI cost?

Each plan includes a 30-day AI usage ceiling: Trial/Foundation $5, Engine $25, Operator $100. We warn at 80% and stop generation at 100% until the rolling window catches up. Typical AI cost per report is under $0.01.

What happens to old skills if I delete them?

You can't delete a skill that has historical ratings — the API blocks it. Archive instead. Archived skills still show on past reports (dimmed, with '(archived)' suffix) so context is preserved.

How do parents access the report?

They receive an email with the PDF attached and a share link (/r/<token>). The link works without a Coach OS account, expires after 90 days, and you can revoke it anytime from the report screen.

Can I export my data?

Yes. Settings → Data export downloads everything (athletes, sessions, ratings, reports, skills, squads) as a single JSON file. Admin role only.

What if I need to cancel?

Open Settings → Billing → 'Manage subscription' (opens Stripe Customer Portal). Cancel takes effect at the end of the current billing period. Your data stays exportable until then.