Coach's Guide#

Whether you're a club-affiliated coach or independent, this file covers your day-to-day — setting availability, running sessions, reviewing videos, and earning.

For money specifics, also read 06-payments-and-billing.md. For messaging and broadcasts, read 07-messaging-and-notifications.md.

The coach dashboard#

Log in and you land at /dashboard/coach. From top:

• Header — avatar, name, club (or "Independent"), student count, monthly earnings so far.
• Club tabs (if you coach at 2+ clubs) — switch clubs by tapping. Single-club coaches don't see tabs.
• Four summary cards — sessions today, pending video reviews, active students, earnings this month.
• Today's schedule — chronological list of sessions (group classes and private sessions) with time, student or class name, location, and lane (if applicable).
• Pending video reviews — list of submitted videos awaiting your feedback with player name, title, duration, submission time, and a "Review" button.
• Earnings summary — gross by session type, platform commission or club commission deducted, net earnings, payout history link.
• Student roster — all active students with name, age group, current streak, last drill, last interaction.

Joining a club#

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

• Email invite (you don't have an account yet). A club owner can invite you by email. You get a message with a sign-up link; the link pre-fills your email and sets your role to Coach. Finish signing up and you're automatically added to that club as an active coach — no separate approval step, and you don't need to verify your email separately (clicking the invite link counts). These invite links expire after 14 days; if yours lapsed, ask the owner to resend.
• Invitation to your existing account. If you already have a coach account, an owner can invite you to their club and you'll get a notification with Accept / Decline buttons. Accept to join the roster.

You can belong to multiple clubs — each shows up as a tab on your dashboard.

Setting your availability#

Before parents can book you for private sessions, you have to set when you're available.

Weekly template#

Settings → Availability → "Weekly template." Set recurring available days and time ranges. For example:

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

Click "Save template."

Date overrides#

Need to block a specific date (vacation, sick day) or add a one-off slot (weekend tournament)? Go to "Date overrides." Pick a date and either block the whole day or add a specific time range.

Overrides take priority over the weekly template.

Slot duration#

Coaches choose their session duration — 30 min, 45 min, 1 hour, or 1.5 hours. Default is 1 hour. This controls how the booking grid is divided.

Set in Settings → Availability → "Session duration."

How parents see your availability#

Parents see a grid with date scroller (next 7–14 days) and time slots per date. Green = available, blue = selected, strikethrough = already taken.

Prodemy computes availability in real time by combining your template + overrides + existing bookings. You don't have to manage slot-by-slot bookings.

Running sessions#

Accepting a booking#

When a parent books a session, you get a notification with the student, date, time, and location. The session is auto-confirmed — no approval needed.

You also see it on your Today's Schedule if it's for today, and in your calendar sync (if set up).

Cancelling a session#

Click a session → "Cancel session." Provide a reason. The parent gets a full refund automatically (coach cancellation = always 100% refund, regardless of how close to the session).

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

Showing up#

Sessions appear on your calendar. The platform doesn't check you in — attendance is informal for private sessions. For group classes, attendance is formal (see next section).

Payment flow#

• Club coach sessions: parent paid the club's Stripe Connect at booking time. You get paid by the club in whatever schedule the club pays you (typically monthly). Prodemy doesn't track your individual payout from the club.
• Independent coach sessions: parent paid Prodemy at booking time. Prodemy deducts platform commission (15–20% depending on your agreement) and pays out to your Stripe Connect account on Stripe's standard schedule (typically 2 business days).

Marking class attendance#

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

Opening the attendance screen#

Sidebar → Classes → pick a class → "Attendance" tab. Or from Today's Schedule, tap the class session.

Marking students#

Each enrolled student appears in a list. For each, pick one of:

• PRESENT — student showed up.
• ABSENT — student didn't show up.
• LATE — student arrived after the session started.
• EXCUSED — student didn't show but had a reason (illness, travel, etc.). No penalty on their streak.
• UNMARKED — default. If you leave a student unmarked, it's treated neutrally until you mark or the 24-hour edit window closes.

Pre-reported absences from parents are pre-filled with EXCUSED and a "pre-reported" flag. You can override.

Class notes#

Optional text field for the session — "Worked on straight drives today" — useful for student/parent context later.

Session date picker#

If you're marking a session retroactively (e.g. yesterday's class), pick the session date. The default is today.

The 24-hour edit window#

After marking, you have 24 hours to edit. Click "Edit" on the attendance record. After 24 hours, the record is locked. If you need to correct a locked attendance record, raise a ticket via /contact with the class name, date, and what to change.

The club owner can also mark#

Attendance for a class is a single shared record per session. The club owner can now take or edit attendance too (handy if a coach is out). When that happens you'll see a small note like "marked by [name] / last edited by [name]" so it's clear who touched it — saving your changes updates the same shared record. If you're a solo coach with no owner co-marking, you won't see this note.

QR check-in#

Clubs can enable 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 kids) scanning the code create check-in entries; you then finalize the roster as usual. Once you save the session as complete, further check-ins are locked. You manage QR for a class — enable it, set the check-in window, display or print the code, or rotate it — from the class's attendance area.

Attendance records (filter & export)#

Beyond marking, there's a searchable Records view of past attendance across the whole club — filter by class, student, status, check-in method, or date range, and export to Excel. Both coaches and the owner can see it. This is where the per-session detail that used to only live in exports is now visible on screen.

Effects on gamification#

Students get attendance points for PRESENT. Streaks continue if PRESENT or EXCUSED. Streaks break on ABSENT or LATE (club configures which counts as a break).

Video feedback#

This is the core of what most coaches do on Prodemy. Students upload videos; you give structured feedback.

Finding pending reviews#

Sidebar → Video reviews → "Pending" tab. Or see the pending count on your dashboard.

Each pending review shows:

• Student name.
• Video title (e.g. "Front foot drive — April 15").
• Skill category (Batting / Bowling / Fielding / etc.).
• Duration.
• Submission time.
• Optional notes from the student.

The feedback form (4 sections)#

Click "Review" on a pending video. The video player appears at the top. Below it, the 4-section form:

Section 1 — Performance rating (required)

Click a star between 1 and 5. Labels:

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

Section 2 — Improvement tags (at least 1 required)

Pick from categorized tag grids:

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

Tags are clickable pill chips that toggle selected. You can add custom tags with the "Add custom tag" input.

Section 3 — Written feedback (required)

Detailed text commentary. Be specific — "Your front foot lands too wide on the cover drive, try to narrow your stance by 2 inches" is more useful than "work on footwork."

Section 4 — Audio or video response (both optional)

• Audio — record a voice note in-browser (WebRTC, max 5 min). Great for conversational feedback while watching.
• Video — record or upload a short video (max 2 min) demonstrating correct technique. The "here's what it should look like" use case.

Click "Submit feedback" when done, or "Save draft" to come back later.

What the student and parent see#

The student sees your feedback as a rich card showing rating first, then tags, then written text, then media attachments. The parent sees the same thing in their parent dashboard.

Students and parents cannot respond to your feedback directly in-line — if they want to discuss, parents message you via DM (students cannot DM).

Publishing to the Video Library#

Separate from reviewing student uploads, you can publish your own tutorial videos to the Video Library (sidebar → Video Library) for your students to watch — technique breakdowns, drill explainers, match analysis. (This area used to be called "Tutorial Videos.")

• Upload and organize. Upload a video (large files upload in chunks with a progress bar), give it a category and skill level, and it appears in the library for your audience.
• Series. Group related videos into an ordered series students can work through in sequence; drag to reorder.
• 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 sample your style.
• Trash & restore. Deleting a video moves it to a Trash bin where it's restorable for 30 days before it's permanently removed.

If you're a club coach, your uploads belong to the club's library. If you're independent, they're your own. Either way, students see them in their Video Library; analytics like favorites and continue-watching come along automatically.

Coaching packages#

If you sell prepaid bundles of sessions, create a package.

Creating a package#

Settings → Packages → "New package." Fill in:

• Package name (e.g. "5-Session Starter Pack").
• Session count (e.g. 5 sessions).
• Total price (not per-session — the whole package price).
• Hourly rate (internal reference — shown to parents alongside the package price so they see the savings).
• Validity in days (e.g. 90 days to use all sessions).
• Status — Active / Inactive.

How parents buy#

Parents see your packages on your coach profile. They click "Buy package," pay via Stripe, and get N credits on their account.

Using credits#

When a parent books a session with you, the system checks their credits first. If they have a credit, one is auto-spent and no payment is charged. If no credits, they pay per-session as usual.

Expiry#

Credits expire at the end of the validity period. Parents get a warning 14 days before expiry. Unused credits are lost at expiry — no refund.

Earnings and payouts#

Sidebar → Earnings.

What you see#

• Month-to-date gross earnings.
• Platform or club commission deducted.
• Your net.
• Payout history — list of Stripe payouts with dates and amounts.

How payouts work#

• Club coaches: payouts are your club's responsibility, not Prodemy's. The club collects payments, deducts Prodemy's platform commission, and pays you per whatever agreement you have with them. Prodemy doesn't track this handoff.
• Independent coaches: Prodemy collects payment, deducts 15–20% commission (configurable per coach), and pays out to your Stripe Connect account on Stripe's standard schedule (usually 2 business days after the charge clears).

Stripe dashboard#

Click "Open Stripe dashboard" to jump to your Stripe Express dashboard where you see full payout history, 1099 forms, and bank account settings.

Timesheets#

If your club uses timesheets, you log your hours per week per club from sidebar → Timesheets.

Logging a week#

Pick the club and the week (Monday–Sunday) and add one entry per block of time you worked: the date, start and end time, an activity type (Practice / Game / Training / One-on-one lesson / Admin / Other), an optional note, and whether it was volunteer time. The footer keeps a running total of paid vs volunteer hours as you go.

Submitting and the review cycle#

When the week is complete, Submit it. Its status moves DRAFT → SUBMITTED. Your club owner then approves or rejects it (a rejection comes back with a reason and shows up as a red banner so you can fix and resubmit). An approved timesheet can be unlocked by the owner if something needs editing, and they can mark it Paid. You can't edit a timesheet once it's submitted or approved — unsubmit it first (only possible before it's been reviewed).

Reminders#

If you haven't submitted the current week, Prodemy nudges you on Friday and Sunday.

Note: timesheets track hours and the approval/payment status — actual pay still happens through your club, outside Prodemy. (The owner-side timesheet management is web-only today.)

Club coach vs independent coach — the differences#

The two are functionally similar but have important money and discovery differences.

Club coach#

• Affiliated with one or more clubs.
• Shows on the club's coach roster.
• Parents book you through the club's UI.
• Payments flow through the club's Stripe Connect. Club pays you per your agreement.
• Club owner can verify you (adds "Verified by [Club]" badge).
• Club owner can remove you from the roster.
• You can belong to multiple clubs.

Independent coach#

• No club affiliation.
• Discovered by parents through platform-wide search at /coaches.
• You set your own rates.
• You run your own Stripe Connect account — payments go directly to you minus Prodemy's 15–20% commission.
• You can earn a "Platform verified" badge from admin (separate from club verification).
• You set your own service area (radius from a zip code).

You can be both at the same time — e.g. a club coach at Mike Cricket Academy who also offers independent coaching to parents outside the club. Configure independent mode in Settings → Independent coaching.

Calendar sync#

Prodemy syncs your session schedule to your personal calendar.

Supported providers#

• Google Calendar — bi-directional sync via OAuth 2.0. Changes in either place propagate within a minute. Connect at Settings → Calendar sync → Google.
• Apple Calendar (iCal) — read-only .ics subscription feed. Subscribe to the URL Prodemy gives you; refreshes every 15 minutes. Works on iPhone, iPad, Mac.
• Outlook Calendar — read-only .ics subscription feed. Same mechanism as Apple.

Cancellation or reschedule in Prodemy shows up in your calendar. For Google, adding an event to your calendar also blocks that time on Prodemy (bi-directional). Apple/Outlook don't support bi-directional sync — block time on Prodemy directly.

Coach verification#

Two separate verification levels.

Club verification#

Your club owner flips the verification switch after their own background check. Your profile gets a "Verified by [Club]" badge. Parents see this when browsing coaches.

Platform verification#

Admin verifies independently. You can apply for this via Settings → Verification → "Apply for platform verification." Admin reviews your credentials, certifications, and any existing reviews. Approved coaches get a "Platform verified" badge — the gold standard. This is especially valuable for independent coaches.

Removing verification#

If your club verification is revoked (e.g. you leave the club), the club badge disappears. Platform verification is permanent unless admin explicitly revokes it.

Broadcasts (coach-side)#

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

What you can broadcast to#

• Your assigned classes only (students enrolled in the classes you coach).
• Your students (all students who've booked sessions with you).

What you cannot broadcast to (unless granted)#

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

Ask your club owner if you need broader access.

How to send#

Sidebar → Broadcasts → "New broadcast." Pick audience, write message, set priority, pick delivery channels (in-app + optional email; SMS text delivery is now live and governed by recipients' SMS settings and platform policy), attach media if desired, send now or schedule.

See 07-messaging-and-notifications.md for full broadcast details.

Class chat#

If your club enables it, each class has its own group chat in the Team Chats area — the owner, the class's coaches, enrolled adult students, and parents of enrolled kids. Messages appear in realtime and minors are read-only (their parents post for them). As a class-chat coach you participate like anyone else; class owners can also add another active club coach to the chat. Mute any conversation with the bell icon if it gets noisy. See 07-messaging-and-notifications.md.

Reviews from parents and players#

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

Review structure#

Multi-dimension rating:

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

Plus written text and an overall star average.

Seeing your reviews#

Sidebar → My profile → "Reviews" tab. Sorted newest first. Click a review to see full text and the reviewer's role badge (Parent / Player / Club Owner).

Flagging abuse#

If a review is inappropriate (abusive language, personal attacks, falsehoods), click "Flag" on the review. Admin reviews flagged content and either keeps or removes.

Reviews are permanent once posted. You cannot delete them yourself — only admin can remove after flagging.

Tournament roles#

Club owners can assign you to tournament teams.

As team coach#

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

As team manager#

Alternative role — a parent can also be a manager. If you're assigned as manager, you're responsible for team logistics (schedules, logistics, communications). Shows up on the team roster with a "Manager" badge.

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

Team chat#

You're auto-added to the team chat channel when rosters are published. Your role badge in the chat is COACH (purple). See 07-messaging-and-notifications.md for team chat details.

Multi-club coaching#

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

• Classes you're assigned to.
• Students on your roster.
• Pending video reviews.
• Earnings breakdown.

Does NOT change:

• Your calendar (sessions across all clubs show in one calendar).
• Your messages and broadcasts (cross-club).
• Your profile and settings.

You can set different hourly rates and availability per club. Each club handles payments through its own Stripe Connect.

Common coach situations#

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

Politely redirect them to book a session via Prodemy so both sides are covered (payment, liability, record of work done). You can also create a coaching package if they want discounted bulk sessions.

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

Your feedback can include a video response demonstrating the correction. If the student continues to struggle after multiple rounds, message their parent to discuss — maybe a live coaching session would help more than async video review.

I want to leave a club#

Give the club owner notice. They'll remove you from the roster. Your students get reassigned or their sessions cancelled with refunds. Your past feedback and reviews stay intact on the system.

I'm running late to a class#

Mark yourself late via the session → "I'm running late" button. Parents and students get an automatic notification. The class starts when you arrive.

If this doesn't help#

Raise a ticket at https://prodemy.app/contact. Include your name, club (or independent), and a description of the issue. Tickets are read and replied to by email. There is no live chat with a person.