Assigning Coaches and Instructors to Activities

In this document we will walk you through a step-by-step process on how to assign coaches and instructors to activities. If at any time you find yourself in need of additional support, please contact our Technical Consultants at support@peakinfo.com or 801-572-3570 x2.

Prerequisites: Make sure you have the rights to define activities and maintain tables.

Recommended Documents:

Table: Adding and Managing Coaches

 

This Document will go over:

ü How to add coaches and assistant coaches to a team

ü How to add an instructor to a Time-slot activity

ü Logging into Coaches login

 

Coaches and assistant coaches can be added to all types of activities in SportsMan. 

 

Adding Coaches/Assistant Coaches to a Team

 

Coaches may already exist in the patron/member lists in Sportsman. If they are not, you can add them by clicking on the [Look Up] button and then filling in their information.  (Coaches must have an email address in the system in order to get access to the Coach Login feature or receive any emailed rosters or reports.)

 

 

 

To assign them to a team go to Define> Activities for Registration

 

Click on the activity or team you wish to assign the coach to and click [Edit] button.

 

Then click on the [Add/Edit Teams] button

 

The next step is to choose the team to assign a coach to and click the [Edit] button. 

 

On the next screen click on the [Add a New Coach] button or if you see the coach you would like to assign in the list, highlight their name and click the [Edit Coach] button. Note that you can also remove a coach assignment on this screen.   Filters are also available if you have many coaches in your system.

 

 

If you need to add a new coach, you can fill in the information on the ‘Add/Edit Coaches and Instructors’ screen or pull existing facility staff by clicking the [Add from Users] button or patrons/members with the [Add from Members] button. Once you have selected your coach or added their information, you will need to check the type of coach or instructor. (E.g., If the coach does activities and swimming you would want to select ‘Programs and Swimming’ so they can see all of the classes they are linked to.)

 

 

Adding instructors to a Time-Slot activity

 

Similar to adding to a team (above) you need to edit the definition of the activity by starting at Define> Activities for Registration.

 

Click on the activity or team you wish to assign the instructor to and click [Edit] button.

 

On the next screen click on the [Add/Edit Time Slots] button.

 

There are 2 options from here: 

1.    To assign an instructor to a single activity, select that activity in the calendar view (or the List View tab) and then click on the [Edit] button.

 

 

To add an instructor or assistant instructor to a specific class you can click on the [Instructor] button on the “Add/Edit Time Slot” Screen. The next step is to choose an instructor from the existing list or add a new instructor.

 

2.    To assign an instructor to many activities at one time select the Global Changes button.

 

This screen allows you to assign an instructor to all classes under the currently selected program using the drop-down list of existing coaches in the system. 

 

 

SM:DMA:M:April20