How to Create a Coach Attendance Sheet

Introduction

Tracking coach attendance helps you manage payroll, scheduling, and compliance. BallersBook’s Coach Attendance feature lets club administrators create digital attendance sheets for individual coaches, assign them to a season, and automatically notify the coach when they can start filling in their hours. This guide walks you through creating that sheet from scratch.

Prerequisites

• A club admin account with the manage_coach_attendance permission (assigned automatically to Club Admin and Manager roles).
• At least one Coach user already added to your club (the coach must have a verified email address in the system).
• At least one Season active in your club (you can create one via Seasons → New Season).

Step-by-Step Instructions

1. Log into your BallersBook account and make sure your active role is set to Club Admin or Manager in the Role Switcher at the top of the page.

2. From the sidebar menu, click Coach Attendance. This opens the attendance dashboard where all existing sheets are listed.

3. Click the New Attendance Sheet button in the top-right corner of the page.

4. In the creation form, start by selecting a Season from the dropdown. Only seasons that have been created for your club will appear.

5. Next, choose the Coach you want to assign the sheet to. The dropdown lists all users in your club who have the Coach role.

6. Optionally, set a Start Date and End Date for the period the sheet should cover. If left blank, the sheet will be valid from the season’s start date until its end date.

7. Click Create. The system will generate the attendance sheet and automatically send an email notification to the coach. The email includes a direct link to the Coach Attendance page where they can start logging their hours.

8. The new sheet will now appear in the attendance dashboard with a status of “Pending” until the coach begins adding records.

💡 Tip: You can preview or edit the sheet by clicking the sheet’s row in the list. From there you can also manually mark records as approved or change the assigned coach.

Tips & Pitfalls

• The email notification is sent immediately after creation. Make sure the coach’s email is correct in Rosters → Staff before creating the sheet.
• If you need to reassign the sheet to a different coach later, use the Edit option on the sheet’s detail page. The new coach will also receive a notification email.
• Coaches can only start filling attendance after the sheet is created and they have been notified. They do not need any special permissions - the link in the email gives them access.
• A coach cannot be assigned to more than one attendance sheet for the same season. If you need to track multiple periods, create separate sheets for each period (e.g., one per month).
• If the coach hasn’t received the email, check the Communications Log for any delivery errors. You can also manually copy the sheet’s link from the dashboard and share it with the coach.

⚠️ Warning: Deleting an attendance sheet will remove all attendance records inside it. Only delete a sheet if you are sure the records are not needed or have been exported.

Summary

You now know how to create a dedicated attendance sheet for a coach, assign it to a specific season, and automatically notify the coach via email so they can start recording their hours. Once the coach begins filling in records, you can review and approve them from the Coach Attendance dashboard. Next, learn how to export attendance reports for payroll by visiting Reports → Coach Attendance.