Membership: Add coach or board member to Coaches page

SwimOffice Admin - Super User

In order to put a coach or Board of Directors member on the Coaches page they must be a member of their own account. If they don't exist in the system at all, add an account for them first.

Add a Member

  1. In the side menu click Team Admin > Account/Member Admin.
  2. Search for and click the Coach's or BoD's name (not the checkbox).
  3. Click the Members tab.
  4. If they already exist as a Member in their Account, click Cancel and skip to the next section, Add to the Coaches page.
  5. Click Add New Member.
    Add New Member button
  6. If you are adding a coach, add a photo of them. Either drag and drop a photo onto the profile, or click Upload Image, select an image, and click Open. We recommend sizing the photo to 120x120 pixels. See coach photo size guidelines for more info.
    Add photo to Member profile
  7. Fill in all required fields.
  8. If you would like to prevent them for showing up in the roster, check the Hide From Member Search checkbox.
    Hide From Member Search checkbox
  9. You may leave Roster and Location blank if desired.
  10. Select their correct Billing Group. Assuming you do not charge fees to your coaches or board members, select a free billing group to ensure no billing will occur against them. Click the gear icon if you need to add a billing group.
  11. Select their correct Sub Billing Group (this may not be an option if your billing isn't turned on). If they are in a free Billing Group, pick any group because it won't matter.
  12. Set their Member Status to Active.
  13. For coaches only, scroll down to the Biography/Notes area and fill this in. This will appear by their photo on the Coaches page. (Board of Directors do not show biographies.)

Add to the Coaches page

  1. Click the Coaches link in the upper left.
    Coaches link
  2. For a Coach, click the second Edit link on the right, to the right of Coaching Staff. For a Board Member, click the Edit link near the bottom, to the right of Board of Directors.
    Edit coaches link
  3. Click Add New.
  4. Select the desired Member in the dropdown list.
    Add Coach
  5. Enter their title in the Contact Type field, such as Head Coach or Age Group Coach.
  6. Click Save Changes.
  7. Click the Coaches link in the upper left again to see your newly added coach.
  8. You may click the coach's or board member's name to edit their profile and update their picture, bio or email.
    Coach profile
  9. If you want to change the order of the names,
    1. Click Sort next to the Edit link you clicked above.
      Sort Coaches
    2. Click the name you wish to move.
    3. Click the Up/Down buttons repeatedly to move the person where you want in the list.
    4. Click Save Changes when finished.

See Also
Change Coach email on coach page
How to Add Free Billing Account and Member
How Do I Delete a Coach or Board Member from the Coaches Tab?


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