👥Coach registration
Register coaches and support staff for the meet by selecting from your club roster or adding new coaches.
Register coaches and support staff for the meet by selecting from your existing club roster or adding new coaches.
Registration Overview
The coach registration process allows you to:
Import coaches from your existing club roster
Validate that coaches meet meet requirements
Modify coach details specifically for this meet
Handle meet-specific custom fields and settings
Ensure all coaches are properly prepared for registration submission
Accessing Coach Registration
Navigate to the Registration Dashboard from the Find a Meet page of your club dashboard
Use the sidebar to navigate to the Coaches page
Click Add from club in the coach section header
This opens the coach import interface
Importing from Club Roster
Prerequisites
You must have already imported coaches to your club roster
See: Importing Coaches for setup instructions
Import Process
Club coach table - View all coaches from your club roster that aren't already registered
Validation status - Each coach shows a validation icon:
✅ Green checkmark - Coach data is valid and ready
❌ Red icon - Coach has validation errors that need fixing
Individual Coach Management
Selecting Coaches:
Click the checkbox next to each coach you want to register
Use "Select All" in the table header to select all visible coaches at once
Only selected coaches will be validated and can be registered
Editing Individual Coaches:
Click on any coach's name or data field to edit their information
Changes are applied only to this meet registration
Available Fields:
First Name - Coach's given name
Last Name - Coach's surname
Club - The club the coach represents
Level - Coaching level or certification
Email - Contact email (optional)
Phone - Contact phone number (optional)
Validation Indicators:
Green checkmark ✅ next to name = coach is ready to add to your registration cart
Red error icon ❌ next to name = coach has errors that must be fixed
Hover over icons to see validation status details
Multi-Edit Functionality
Bulk Editing Multiple Coaches
Accessing Multi-Edit:
Select multiple coaches using the checkboxes
Click Multi-Edit button in the top-right of the table
This opens the bulk editing interface
Multi-Edit Options:
Level - Apply the same level to all selected coaches
Club Name - Apply the same club name to all selected coaches
Custom Fields - Apply the same values to custom fields for all selected coaches
How It Works:
Leave fields empty if you don't want to change them
Only non-empty fields will be applied to selected coaches
Great for quickly applying the same level or settings to multiple coaches
Search and Filter Options
Finding Specific Coaches
Search Bar:
Search by coach name (first or last name)
Search by email address
Filter Options:
Level Filter - Show only coaches with specific levels
Club Filter - Show only coaches with specific club names
Custom Fields Management
Meet-Specific Requirements
Custom Fields Display:
Additional columns in the coach table
May be required or optional depending on meet settings
Examples: certifications, emergency contacts, special requirements
Editing Custom Fields:
Click in custom field cells to edit values
Required fields must be completed before registration
Available in both individual edit and multi-edit modes
Multi-Edit for Custom Fields:
Select multiple coaches
Use Multi-Edit to apply the same custom field values to all selected coaches
Especially useful for consistent data like certifications or contact information
Validation and Error Resolution
Common Validation Issues
Missing Required Fields:
Custom fields marked as required are empty
Solution: Fill in all required custom field information
Invalid Data:
Incorrect format in email or phone fields
Solution: Correct the data format or selection
Error Resolution Process
Identify errors - Look for red error icons (❌) next to coach names
Hover for details - Hover over error icons to see specific error messages
Fix individually - Click on fields to edit individual coach data
Use multi-edit - Apply fixes to multiple coaches at once when applicable
Re-validate - All coaches should show green checkmarks (✅) before proceeding
Registration Submission
Importing Coaches to Registration Form
Import coaches to the registration form. Once imported, additional constraints may be applied such as validating coach information against meet requirements. Although they may have been imported initially, additional validation screening will prevent adding coaches to the cart if they show a red error icon (❌) next to their name.
Additional Validation Screening
Similar to the import phase, a red error icon (❌) may still appear next to coach names if they fail current validation logic, such as:
Meet-specific requirements not being met
Missing required information for the specific meet
Submission Process
Before Adding to Cart:
Ensure there are no red error icons (❌) next to coach names
Double-check all coach information for accuracy
Verify all meet-specific requirements are satisfied
Adding to Cart and Payment:
Only coaches with green checkmarks (✅) can be added to your registration cart
Proceed to My Cart to review and complete payment
Registration is submitted to meet organizer for approval
After Registration
Status Tracking:
Submitted - Sent to organizer for review
Pending - Awaiting organizer acceptance
Accepted - Approved for the meet (payment processed if applicable)
Waitlisted - On waitlist pending acceptance
Rejected - Not accepted (can reapply or modify)
Modifications:
You can only modify coach information if they are:
Not yet submitted for registration
Have been rejected by the organizer
If coaches are pending acceptance, waitlisted, or accepted, you will no longer be able to modify their information through the registration form.
Last updated