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 option 2.

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

 

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 do not, you can add them by clicking on your [Look Up Individual] quick link button, or navigating to Action > Lookup Individual and then selecting [New] and filling in their information.  (Coaches must have an email address in the system in order to access the Coach Login feature or receive any emailed rosters or reports.)

 

 

To assign a coach to a team navigate 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 select the team to assign a coach to and click the [Edit] button. 

 

On the Edit Team screen click on the [Select Coach] button.

If the coach you would like to assign is already in the Coaches and Instructors list, simply highlight their name and click the [OK] 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 the coach you would like to assign is not already in the Coaches and Instructors list, click the [+Add] button.

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 Employees/Users] button or patrons/members with the [Add from Patrons/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 [Select Instructor] button on the “Class setup screen” Screen.

 

The next step is to choose an instructor from the existing list or add a new instructor. You will also see any notes you have for your coaches off to the right.

 

 

 

 

 

SM:DMA:M:July22