How to Log Coach Attendance and Report Working Hours

Intro

Accurate attendance tracking is essential for clubs to manage coach payroll, plan sessions, and maintain compliance. BallersBook provides a dedicated My Attendance page where coaches can log their own working hours, record session details, and submit them for approval and payment. This guide walks you through the complete process, from entering your first log to checking your payment status.

Prerequisites

• A coach account (role with access to My Attendance)
• An active Season assigned to your club
• A valid date and time for the session you are logging
• (Optional) A location name or venue for the session

Step-by-step

1. Log in to BallersBook and click My Attendance in the navigation menu.

2. Select the season from the dropdown list that appears at the top of the page. Only seasons you are assigned to will be shown.

3. Click Add Record (or New Entry) to open the attendance form.

4. Fill in the required fields:

• Date - Pick the date of the session using the date picker.
• Start Time - Enter the time you began working.
• End Time - Enter the time you finished.
• Location - Optionally, type the venue or field name (e.g., “North Park Field 3”).
• Notes - Add any relevant details (e.g., “Rain delay of 20 minutes,” “Modified drill plan”).

5. Click Save to submit your attendance record. A confirmation message will appear, and the record will be added to the list for that season.

6. To avoid duplicate logs, check the attendance list before adding a new record. If a record already exists for the same date and time, you will see a warning. You can edit the existing record instead by clicking the Edit icon next to it.

7. Track payment status - After your attendance is approved by a club admin, it will appear in the Finance section under your club’s invoices or payment records. You can view the status (Pending, Paid) from the Finance dashboard. If you have any questions, contact your club admin.

Tips & Pitfalls

• Always double‑check the season selector before logging. Selecting the wrong season will place your record in an unintended budget or payroll cycle.
• Use the Notes field to record any unexpected events that might affect pay (e.g., extended hours, equipment issues). This helps admins process your hours accurately.
• If you need to log a session that spans multiple days (e.g., a weekend tournament), create separate records for each day. The system does not support overnight logs.
• Payment status is not updated automatically from the attendance record. You must wait for an admin to review and mark it as paid in Finance.

• 💡 Tip: To quickly see all your logs for a month, use the date filter in the attendance list. This helps spot duplicates before you add a new entry.

Summary

Coaches can self‑report working hours and session details directly from the My Attendance page. By selecting the correct season, filling in date, time, location, and notes, and checking for existing logs, you ensure accurate records and smooth payment processing. After submission, track your payment status in the Finance section. Next, you may want to explore how to view your overall attendance summary or export logs for tax purposes.