How to Set Up Coach Attendance Sheets, Track Payments, and Send Notification Emails

Intro

Managing coach attendance and ensuring timely payments is a critical part of running a smooth sports club. BallersBook gives you everything you need to create attendance sheets for your coaching staff, track player or coach payment status, and send automated email notifications - all from one platform. This guide walks you through each step, from setting up an attendance sheet to triggering communication links.

Prerequisites

• An active Club Admin account (with manage_sessions and manage_finance permissions).
• A Season already created in your club (attendance sheets are linked to a season).
• At least one Coach user assigned to your club (user role coach).
• (Optional) A Message Template configured for email notifications - see the Communications section in Settings.

Step-by-step

1. Create a Coach Attendance Sheet

1. From the dashboard, go to Attendance → Coach Attendance.
2. Click New Attendance Sheet.
3. In the Season dropdown, select the season this sheet will cover.
4. Choose the Group (if your club uses groups) or leave it blank for all-coach sheets.
5. Under Assigned Coaches, search and select the coaches you want to track.
6. Set the Start Date and End Date for the attendance period.
7. Click Save to create the sheet. You’ll see it listed in the coach attendance table.

💡 Tip: You can create one sheet per month or per season - BallersBook doesn’t limit how many you make.

2. Record Attendance for a Coach

1. On the Coach Attendance page, locate the sheet you just created and click View Details.
2. The attendance record appears as a grid with coaches as rows and dates as columns.
3. For each date, click the cell and select Present, Absent, or Excused.
4. Use the Mark All button to quickly fill in the same status for a whole row or column.
5. Click Save Changes before leaving the page.

3. Track Payment Status (Player Invoices)

While coach attendance sheets don’t directly link to finance, you can use BallersBook’s invoicing module to track payments for players or other services. Here’s how to check payment status:

1. Go to Finance → Invoices.
2. Use the filters to view invoices by Season, Player, or Status (Paid, Unpaid, Overdue).
3. Click an invoice number to see payment details - amount due, due date, and any partial payments.
4. If you need to record a payment, click Record Payment and enter the amount, method, and date.

⚠️ Warning: The system does not automatically link coach attendance to coach payments yet. You will need to handle coach expense tracking separately via Finance → Expenses.

4. Trigger Automated Email Notification Links

BallersBook lets you send automated emails to coaches (e.g., a reminder to fill attendance or a payment notification) using Message Templates and Communications Log.

1. Go to Settings → Communications → Message Templates.
2. Click New Template and give it a name (e.g., “Coach Attendance Reminder”).
3. Write the subject line and body. Insert dynamic fields like {{coach_name}}, {{club_name}}, or {{attendance_link}} using the Insert Field dropdown.
4. Save the template.
5. To send the email, navigate to Communications → Send New.
6. Choose Recipient Group: select Coaches or a specific Group.
7. Under Template, pick the template you just created.
8. Set Trigger to Now or schedule for later.
9. Click Send. The system will automatically send personalized emails with links to the coach attendance sheet or payment portal, based on the fields you inserted.

💡 Tip: For recurring reminders (e.g., weekly attendance completion), use the Schedule option instead of sending manually each time.

Tips & Pitfalls

• Double-check assigned coaches: If a coach isn’t appearing in the attendance sheet, go back to the Club → Users page and confirm they have the coach role and are assigned to the selected season.
• Payment tracking for coaches: Since the attendance and finance modules aren’t directly linked yet, consider exporting attendance data and using it to calculate payments in a separate expense entry.
• Email deliverability: BallersBook uses your club’s configured SMTP settings (set under Settings → Email). If coaches aren’t receiving emails, ask your admin to verify the SMTP credentials.
• Large clubs: If you have many coaches, use groups to keep attendance sheets manageable. One sheet per group works best.

Summary

You now know how to create and manage coach attendance sheets, track player invoice payment status, and send automated email notifications using BallersBook’s communications tools. With these steps, you can streamline your club’s administrative workload and keep everyone accountable. Next, explore Finance → Expenses to record coach payments based on attendance data, or set up additional message templates for parents and players.