The Coacha Member Portal is the dedicated client-facing side of the Coacha management system. While the main system is for your admins and coaches, the Portal is designed to hand control back to your members (and their parents). It provides a secure, GDPR-compliant environment where members can manage their personal data, view schedules, and handle payments without needing to contact your club secretary.
For many clubs, the administrative burden of keeping medical records and contact details up to date is overwhelming. The Member Portal solves this by making the member responsible for their own profile. It is mobile-optimised, meaning parents can log in from the pitch side or the car park to check training times or pay outstanding subs instantly.
We configure the Member Portal to act as the primary communication hub for your club. By embedding it seamlessly into your club’s workflow, we ensure that your members feel empowered and informed, while your staff are freed from the endless cycle of answering basic questions via text and email.
Features
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Profile Management: Members can edit their own contact details, medical conditions, and next-of-kin information.
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Family View: Parents can switch between multiple children’s profiles from a single login to manage the whole family’s schedule.
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Payment History: A clear view of past payments and upcoming subscription dates, with the ability to download receipts.
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Event Booking: Members can view the club calendar and book onto specific classes, matches, or social events.
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GDPR Tools: A “Download My Data” button allows members to access their held data instantly, ensuring your club stays compliant.
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Broadcast Archive: A record of recent emails and SMS messages sent by the club, so members never miss an announcement.
Benefits
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Data Accuracy: Because members update their own info, you have fewer errors in critical data like medical notes or emergency contacts.
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Reduced Admin: drastically reduces the volume of emails asking “When is training?” or “Did I pay for October?“.
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Faster Payments: Giving members a clear place to view and pay debts improves cash flow and reduces the need for awkward chasing.
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Safeguarding: ensures that sensitive medical data is updated privately by the parent, rather than on paper forms handed around the club.
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Professionalism: innovative digital tools give your club a modern, professional image that appeals to new members.
How we integrate
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Portal Configuration: We adjust the privacy settings to ensure members only see what they need to see (e.g.,hiding sensitive club documents).
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Onboarding Emails: We design and send the “Welcome to the Portal” email sequence that guides new members on how to log in and set their password.
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Website Links: We create prominent “Member Login” buttons on your agency-built website to ensure the portal is easy to find.
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Custom Fields: We set up mandatory fields (e.g., “Photo Consent” or “Allergies”) that members must complete before they can book sessions.
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User Guides: We provide simple PDF guides or video walkthroughs for your members to help them get started.
Technical Details
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Security: Encrypted login using industry-standard protocols.
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Mobile Responsive: Fully functional on iOS and Android browsers without needing a separate app download.
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Real-Time Sync: Updates made in the portal appear instantly in the main Coacha admin dashboard.
Use Cases
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Youth Football Clubs: Parents logging in to mark their child’s availability for the weekend match.
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Gymnastics Academies: Parents updating medical notes after a child recovers from an injury.
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Adult Running Clubs: Members logging in to pay their annual affiliation fees.
FAQs
Do members need to download an app? No, the portal is web-based, so it works on any phone, tablet, or computer browser. However, there is an optional Coacha app for members if they prefer.
Can members see other members’ details? No. The portal is strictly private. A member can only see their own profile and the profiles of their linked children.
What happens if they forget their password? There is a secure “Forgot Password” flow that allows them to reset it via email without needing admin intervention.
Can we make fields mandatory? Yes. We can set the system so that members cannot book a session until they have filled out critical fields like “Emergency Contact”.