Coach's Guide

Whether you coach for someone else's club or run your own, this guide walks you through your day-to-day on Prodemy: setting your availability, running sessions, reviewing student videos, and getting paid.

For the details of how money moves, see Payments & Billing. For messages and broadcasts, see Messaging & Notifications.

The coach dashboard#

When you log in, you land on your coach dashboard. From top to bottom, you'll see:

• A header reading Coach Dashboard, with a Verified badge if you've been verified.
• Club tabs, if you coach at two or more clubs. Tap a tab to switch clubs. If you coach at only one club, you won't see tabs.
• Four summary cards showing your sessions today, video reviews waiting for you, your active students, and your earnings this month.
• Today's schedule, a time-ordered list of today's private sessions, with the time, the length, the student's name, the price, and whether the session is confirmed.
• Pending video reviews, listing each video still waiting for your feedback, with the player's name, the video title, when it was submitted, and a Review button.
• Your student roster, listing every active student with their name, current streak, most recent drill, and when you last interacted.

Joining a club#

There are two ways to end up on a club's coach roster:

• By email invite, when you don't have an account yet. A club owner can invite you by email. The message contains a sign-up link that fills in your email and sets your role to Coach. Once you finish signing up, you're automatically added to that club as an active coach — there's no separate approval step, and you don't need to verify your email separately, because clicking the invite link counts as verification. Invite links expire after 14 days, so if yours has lapsed, ask the owner to send a new one.
• By invitation to your existing account. If you already have a coach account, a club owner can invite you to their club. You'll get a notification with Accept and Decline buttons; choose Accept to join the roster.

You can belong to more than one club, and each one appears as a tab on your dashboard.

Checking whether you've already accepted#

If you're not sure whether an invitation went through, your dashboard has the answer: once you've accepted, the club appears as one of your club tabs. If there's no tab, the invitation is still waiting for you.

Invitations arrive as a notification with Accept and Decline buttons, so look through your notifications for one you haven't acted on yet. If you can't find it and the club still isn't showing, ask the club owner to send it again. They can see whether the invitation is still pending on their Coaches tab — and remember that email invites lapse after 14 days.

Setting your availability#

Before parents can book you for private sessions, you need to tell Prodemy when you're available.

Weekly template#

Go to Settings, then Availability, then Weekly template. Set the days and time ranges you're usually available each week. For example:

• Monday–Friday: 4pm–8pm.
• Saturday: 9am–2pm.
• Sunday: unavailable.

Then click Save template.

Date overrides#

Need to block out a specific date (a vacation or a sick day), or add a one-off slot (say, around a weekend tournament)? Open Date overrides, pick the date, and either block the whole day or add a specific time range.

Overrides always take priority over your weekly template.

Slot duration#

You choose how long your sessions are: 30 minutes, 45 minutes, 1 hour, or 1.5 hours. The default is 1 hour. This setting decides how the booking grid is divided into slots.

You'll find it under Settings, then Availability, then Session duration.

How parents see your availability#

Parents see a grid with a date scroller covering the next 7–14 days, and the time slots for each date. Green means available, blue means they've selected it, and a strikethrough means the slot is already taken.

Prodemy works out your availability in real time by combining your weekly template, your date overrides, and your existing bookings, so you never have to manage bookings slot by slot.

Running sessions#

Accepting a booking#

When a parent books a session with you, you get a notification with the student's name, the date, the time, and the location. The session is confirmed automatically, so there's nothing for you to approve.

If the session is today, it also appears in Today's Schedule, and it shows up in your synced calendar if you've set one up.

Cancelling a session#

There isn't a cancel button for coaches on the web dashboard yet, so if you need to cancel a private session, contact us with the student's name and the session time. When a coach cancels, the family always gets the whole session back, no matter how close to the session it is: a card payment is refunded in full, and a session booked with a package credit gets its credit back.

Coach cancellations are tracked. If you cancel repeatedly and close to session time, your club owner is alerted. There's no hard limit on how often you can cancel, but the pattern gets flagged.

Showing up#

Your sessions appear on your calendar. Prodemy doesn't check you in, and attendance for private sessions is informal. Group classes are different: attendance there is formal, as described in the next section.

Payment flow#

• If you coach for someone else's club, the parent pays into the club's Stripe account at the time of booking. The club then pays you on whatever schedule it uses (usually monthly). Prodemy doesn't track your individual payout from the club.
• If you own the club you coach at, the parent pays into your club's Stripe account at the time of booking. Prodemy takes the platform commission agreed with your club, and the rest settles to your club's Stripe account on Stripe's standard schedule (usually 2 business days).

Finding your classes#

Your Classes page lists every class you're assigned to. If you coach at more than one club, or your club runs a lot of classes, use the filter bar above the cards to narrow things down: Club, Location, Day, and Level. There's also a "Search classes…" box and a sort dropdown (Name, Day & time, Most/Fewest enrolled, Fee).

If a class you expect to see isn't there, clear your filters first — when the filters hide everything, the page says "No classes match your filters." If it's still missing, you may not have been assigned to it yet. The club owner is the one who assigns coaches to classes.

Marking class attendance#

If you're assigned to a class as its coach, you're responsible for marking attendance at every session.

Opening the attendance screen#

Open My Classes from the sidebar, pick the class, and go to the Attendance tab. You can also tap the class session in Today's Schedule.

Marking students#

Every enrolled student appears in a list. For each one, choose:

• Present — the student showed up.
• Absent — the student didn't show up.
• Late — the student arrived after the session started.
• Excused — the student didn't come but had a reason (illness, travel, and so on). Their streak isn't penalised.
• Unmarked — the default. A student you leave unmarked is treated neutrally until you mark them or the 24-hour edit window closes.

If a parent reported an absence ahead of time, that student is already set to Excused and carries a "pre-reported" flag. You can change it if you need to.

Class notes#

There's an optional notes field for each session — for example, "Worked on straight drives today." It gives students and parents useful context later.

Session date picker#

If you're marking a session after the fact (say, yesterday's class), pick that session's date. The date defaults to today.

The 24-hour edit window#

After you mark attendance, you have 24 hours to change it: click Edit on the attendance record. After 24 hours the record locks. If you need to correct a locked record, contact us with the class name, the date, and what needs to change.

The club owner can also mark#

Each session has a single shared attendance record. The club owner can take or edit attendance too, which is handy if a coach is away. When that happens, you'll see a short note such as "marked by [name] / last edited by [name]", so it's clear who changed what. Saving your changes updates that same shared record. If you're a solo coach and no owner marks alongside you, you won't see this note.

QR check-in#

A club can turn on a printed QR code for a class so members check themselves in with their phone camera. When QR check-in is on, students (and parents, for their children) create check-in entries by scanning the code, and you then finalize the roster as usual. Once you save the session as complete, no further check-ins are accepted. You manage QR for a class from its attendance area, where you can turn it on, set the check-in window, display or print the code, or replace it with a new one.

Attendance records (filter & export)#

Beyond marking, there's a searchable Records view of past attendance across the whole club. You can filter by class, student, status, check-in method, or date range, and export the results to Excel. Both coaches and the club owner can see it. It shows on screen the per-session detail that used to be available only in exports.

Effects on gamification#

Students earn attendance points when they're marked Present. Their streak continues when they're Present or Excused. Absent or Late breaks a streak — the club decides which of these counts as a break.

Video feedback#

For most coaches, this is the heart of Prodemy: students upload videos, and you give them structured feedback.

Finding pending reviews#

Open Video Reviews from the sidebar and go to the Pending tab. You can also see the pending count on your dashboard.

Each pending review shows:

• The student's name.
• The video title (for example, "Front foot drive — April 15").
• The skill category (Batting, Bowling, Fielding, and so on).
• The video's length.
• When it was submitted.
• Any notes the student added.

The feedback form (4 sections)#

Click Review on a pending video. The video player opens at the top, with the four-section feedback form below it.

Section 1 — Performance rating (required)

Click a star from 1 to 5. The labels are:

• 1 — Needs work
• 2 — Developing
• 3 — Competent
• 4 — Proficient
• 5 — Excellent

Section 2 — Improvement tags (at least 1 required)

Pick tags from grids grouped by category:

• Batting: head position, front foot placement, back foot movement, bat lift, bat face angle, follow-through, grip, stance, weight transfer, shot selection, timing.
• Bowling: run-up, delivery stride, front arm action, release point, wrist position, line and length, follow-through, pace variation.
• General: fitness level, fielding technique, mental approach, game awareness, footwork, body balance.
• Activity-specific tags for activities other than cricket.

Each tag is a clickable pill you can toggle on and off. You can also add your own with the Add custom tag field.

Section 3 — Written feedback (required)

Write your detailed comments here, and be specific. "Your front foot lands too wide on the cover drive, try to narrow your stance by 2 inches" helps far more than "work on footwork."

Section 4 — Audio or video response (both optional)

• Audio — record a voice note right in your browser (up to 5 minutes). It's a great way to talk the student through what you're seeing.
• Video — record or upload a short video (up to 2 minutes) showing the correct technique, so the student can see what it should look like.

Click Submit feedback when you're done, or Save draft to come back to it later.

What the student and parent see#

The student sees your feedback as a card that shows your rating first, then your tags, then your written comments, then any audio or video you attached. The parent sees the same card in their parent dashboard.

Students and parents can't reply to your feedback directly on the card. If a parent wants to discuss it, they can send you a direct message (students can't send direct messages).

Publishing to the Video Library#

Separately from reviewing student uploads, you can publish your own tutorial videos for your students to watch — technique breakdowns, drill explainers, match analysis. Open Tutorial Videos from the sidebar to manage them; this is your part of the club's Video Library.

• Upload and organize. Upload a video (large files upload in pieces, with a progress bar), give it a category and a skill level, and it appears in the library for your audience.
• Series. Group related videos into an ordered series that students work through in sequence. Drag videos to reorder them.
• Featured. Spotlight a few videos at the top of your library.
• Public profile. You can choose to show some videos on your public coach profile, so prospective parents can get a feel for your coaching style.
• Trash & restore. Deleting a video moves it to the Trash, where you can restore it for 30 days before it's permanently removed.

Your uploads belong to your club's library — and if you own the club, that library is yours. Students see them in their Video Library, and features like favorites and continue-watching work automatically.

Coaching packages#

If you sell prepaid bundles of sessions, set them up as a package.

Creating a package#

Go to Settings, then Packages, then New package, and fill in:

• Package name (for example, "5-Session Starter Pack").
• Session count (for example, 5 sessions).
• Total price — the price of the whole package, not the price per session.
• Hourly rate — for reference. It's shown to parents next to the package price so they can see how much they save.
• Validity in days — how long the family has to use all the sessions (for example, 90 days).
• Status — Active or Inactive.

How parents buy#

Parents see your packages on your coach profile. They click Buy package, pay through Stripe, and receive one credit for each session in the package.

Using credits#

When a parent books a session with you, Prodemy checks their credits first. If they have a credit, one is used automatically and nothing is charged. If they don't, they pay for the session as usual.

Expiry#

Credits expire at the end of the validity period. Parents get a warning 14 days before their credits expire. Any credits still unused at expiry are lost, and there's no refund.

Earnings and payouts#

Open Billing from the sidebar and go to the Earnings tab.

What you see#

• Your gross earnings for the month so far.
• The platform or club commission taken off.
• Your net earnings.
• Your payout history — a list of Stripe payouts with their dates and amounts.

How payouts work#

• If you coach for someone else's club, paying you is the club's responsibility, not Prodemy's. The club collects payments, deducts Prodemy's platform commission, and pays you according to whatever agreement you have with them. Prodemy doesn't track that handoff.
• If you coach at a club you own, your club is the merchant of record. Prodemy takes the commission set out in your club's fee agreement, and the rest settles to your club's Stripe account on Stripe's standard schedule (usually 2 business days after the charge clears). See the Club Owner's Guide for your fee agreement and payout settings.

Stripe dashboard#

Click Open Stripe dashboard to go to your Stripe Express dashboard, where you'll find your full payout history, 1099 forms, and bank account settings.

Timesheets#

If your club uses timesheets, you log your hours for each week, per club, from Timesheets in the sidebar.

Logging a week#

Pick the club and the week (Monday to Sunday), then add one entry for each block of time you worked. Each entry has the date, the start and end time, an activity type (Practice, Game, Training, One-on-one lesson, Admin, or Other), an optional note, and whether it was volunteer time. The footer keeps a running total of your paid and volunteer hours as you go.

Submitting and the review cycle#

When the week is complete, Submit it, and its status moves from draft to submitted. Your club owner then approves or rejects it. A rejection comes back with a reason and appears as a red banner so you can fix it and resubmit. If something on an approved timesheet needs changing, the owner can unlock it, and they can also mark it Paid. You can't edit a timesheet once it's been submitted or approved. To make changes, unsubmit it first — which is only possible before it's been reviewed.

Reminders#

If you haven't submitted the current week, Prodemy sends you a reminder on Friday and again on Sunday.

Keep in mind that timesheets track your hours and their approval and payment status — the actual pay still happens through your club, outside Prodemy. (Club owners manage timesheets on the web version of Prodemy only.)

Coaching for a club vs running your own#

The two work in much the same way, but there are important differences in how money flows and how parents find you.

Club coach#

• You're affiliated with one or more clubs.
• You appear on each club's coach roster.
• Parents book you through the club.
• Payments go through the club's Stripe account, and the club pays you according to your agreement.
• The club owner can verify you, which adds a Verified badge to your profile.
• The club owner can remove you from the roster.
• You can belong to more than one club.

Coaching on your own#

There's no separate "independent coach" account type — every coach on Prodemy belongs to a club. If you coach on your own rather than for someone else, create your own club and own it. A club of one is perfectly normal.

Sign up as a club owner instead of a coach, and create your club. You then get:

• Your own Stripe account, so payments settle to you.
• Your own rates, coaching packages, and availability.
• A public club page, plus your own coach profile — you appear in the public coach directory, and parents can book you directly.
• A Verified badge on your profile, if our team grants it.

Everything in this guide still applies to you: you review videos, run sessions, and mark attendance exactly as any coach does. The only difference is that the club handling the money is your own. See the Club Owner's Guide for setting up payouts and your fee agreement.

Already coaching at someone else's club and want to take on private clients too? Create your own club for that work. Your two roles stay separate: sessions you run for their club are paid by their club, and sessions you run for your own club are paid through yours.

Calendar sync#

Prodemy can send your schedule to your personal calendar as a calendar feed. It's one-way: changes in Prodemy show up in your calendar, but nothing you add to your calendar comes back into Prodemy.

Supported providers#

Open Settings and find Calendar Subscriptions, then click Get Feed URL. One feed covers all your classes, sessions, tournaments, and workshops.

• Google Calendar — click Open in Google to add the feed to your Google Calendar.
• Apple Calendar — open the subscribe link on your iPhone, iPad, or Mac.
• Outlook Calendar — copy the subscribe link into Outlook, the same way as Apple.

If a session is cancelled or rescheduled in Prodemy, the change shows up in your calendar the next time your calendar app checks the feed, which can take a little while. Because the feed only runs one way, block off time you're not available directly in Prodemy, not in your calendar.

Coach verification#

There's one Verified badge, and two people can give it to you: your club owner, or our team.

Club verification#

Your club owner can turn verification on for you, typically after running their own background check. Your profile then shows a Verified badge, which parents see when they browse coaches and on your public profile.

Platform verification#

Our team can also mark a coach as verified. There's no application form in your settings; if you'd like to be considered, contact us. It's the same Verified badge, not a separate higher level, and it's especially useful if you run your own club.

Removing verification#

Your club owner or our team can remove the badge, and you'll get a notification if that happens. Leaving a club doesn't remove it automatically.

Broadcasts (coach-side)#

If your club owner has given you permission, you can send broadcasts to specific audiences.

What you can broadcast to#

• The classes assigned to you (the students enrolled in the classes you coach).
• Your students (everyone who has booked sessions with you).

What you cannot broadcast to (unless granted)#

• The whole club.
• Other coaches' classes.
• Custom audiences.

If you need broader access, ask your club owner.

What you can attach#

Each broadcast can carry one image (up to 20 MB), one video (up to 100 MB and 5 minutes), or one PDF (up to 20 MB). A PDF shows a preview of its first page and opens in a built-in reader that recipients can page through — handy for a session plan or a drill sheet. Attachments work only in broadcasts; direct messages and class chats are text-only.

How to send#

Open Messages from the sidebar, go to the Broadcasts tab, and click New broadcast. Choose your audience, write your message, set its priority, and pick the delivery channels — in-app plus optional email. Text message (SMS) delivery is also live, and whether a recipient gets a text depends on their own SMS settings and platform policy. Attach media if you'd like, then send it now or schedule it for later.

See Messaging & Notifications for the full details on broadcasts.

Class chat#

If your club has turned it on, each class has its own group chat in the Team Chats area. It includes the club owner, the class's coaches, enrolled adult students, and the parents of enrolled children. Messages appear in real time, and minors can read but not post (their parents post on their behalf). As a coach in a class chat, you take part like anyone else, and the club owner can also add another active club coach to the chat. If a conversation gets noisy, mute it with the bell icon. See Messaging & Notifications.

Reviews from parents and players#

Parents (and adult students) can leave reviews on your profile.

Review structure#

Each review rates you on several things:

• Coaching quality.
• Communication.
• Punctuality.
• Video review quality.

It also includes written comments, and your profile shows an overall star average.

Seeing your reviews#

Open Reviews from the sidebar. They're sorted newest first. Click a review to see the full text and the reviewer's role badge (Parent, Player, or Club Owner).

Flagging abuse#

If a review is inappropriate — abusive language, personal attacks, or false statements — click Flag on it. Our team reviews flagged content and either keeps it or removes it.

Reviews are permanent once posted. You can't delete them yourself; only our team can remove a review, and only after it's been flagged.

Tournament roles#

Club owners can assign you to tournament teams.

As team coach#

You're listed as the coach of a specific team. You can see the team roster, you're part of the team chat channel, and you can message the team's parents.

As team manager#

This is a separate role, and a parent can hold it too. If you're assigned as manager, you're responsible for the team's logistics — schedules, arrangements, and communications. You appear on the team roster with a "Manager" badge.

You can be both coach and manager of the same team, though it's usually one or the other.

Team chat#

You're added to the team chat channel automatically when rosters are published. Your role badge in the chat reads Coach, shown in purple. See Messaging & Notifications for more on team chat.

Multi-club coaching#

If you coach at two or more clubs, your dashboard shows a tab for each club. Switching tabs changes:

• The classes you're assigned to.
• The students on your roster.
• Your pending video reviews.
• Your earnings breakdown.

Switching tabs does not change:

• Your calendar (sessions from all your clubs appear in one calendar).
• Your messages and broadcasts (these span all your clubs).
• Your profile and settings.

You can set different hourly rates and availability for each club. Each club handles payments through its own Stripe account.

Common coach situations#

A parent messages me asking for extra help outside of the platform#

Politely point them toward booking a session through Prodemy, so both of you are covered — for payment, for liability, and with a record of the work done. If they'd like a discount for booking several sessions, you can set up a coaching package.

A student keeps uploading the same drill with the same mistakes#

Your feedback can include a video response that demonstrates the correction. If the student is still struggling after several rounds, message their parent to talk it through — a live coaching session may help more than video review.

I want to leave a club#

Let the club owner know in advance, and they'll remove you from the roster. Your students are then reassigned, or their sessions are cancelled and refunded. The feedback you've given and the reviews you've received stay intact in Prodemy.

I'm running late to a class#

There's no running-late button in Prodemy. Send a quick broadcast to the class so parents and students know, and let your club owner know too.

If this doesn't help#

Contact us to raise a ticket. Include your name, your club, and a description of the issue. Our team reads every ticket and replies by email. There is no live chat with a person.