Coach & academy guide

Getting started

1. Create your account — enter your name, email, and a password (8+ characters), then confirm your email via the link we send.
2. Create your business — set your business name and type (independent coach, academy, club, etc.). You become the Owner.
3. You start ready to schedule — new businesses come with a default “Main location” and a “Training session” service already created, so you can put something on the calendar right away. Rename or replace them anytime on the Services page.
4. Finish setting up — your Dashboard shows a checklist guiding your first actions.

Roles: who can do what

• Owner / Director — full access: settings, billing, services, teams, families, payments, reports.
• Coach — day-to-day operations: the calendar, running assigned teams, RSVPs, and attendance. Coaches don't manage business-wide settings, services, rosters, or the full families list — those are Owner/Director areas.

The navigation

Across the top: Dashboard · Calendar · Teams · Customers · Services · Sales · Reports · Staff · Settings · Billing. You only see the items your role allows.

Dashboard

Your home base — today's schedule, a Business Pulse (revenue/attendance/etc.), and Needs Attention items. New accounts see a setup checklist here.

Calendar & scheduling

Schedule a session: Calendar → New session → pick a type (practice, game, private/group session, camp, etc.), a title, start/end time, a service and location (pre-selected if you only have one), optionally a team and a capacity. For games, add opponent, home/away, and uniform.

On a session (click it): edit or cancel it, and manage the roster, RSVP, and attendance. Mark each athlete Present / Late / Absent (this can deduct a prepaid session depending on the service's policy), set RSVPs, and on non-team sessions, add individual athletes so you can take attendance for them.

Customers (Families & players)

Where your people live — parents/guardians (the billing contacts) and players. Add a parent or customer, add a player, and link a player to a parent to set who pays for whom. You can quick-add a child + guardian together in one step, or an adult athlete in one click, right from a team roster. Families who self-registered via an enrollment link wait in Pending enrollments for you to approve.

Services & pricing

Define what you offer and what it costs. Add a service (name, category, and optional defaults like price/duration/capacity), manage locations (keep at least one active — every session needs one), and set per-family pricing agreements where needed.

Teams

Create teams and open one to reach its Team Hub — tabs for Schedule, Roster, Payments, and Chat. Owners/Directors add players and assign coaches on the Roster tab; assigned coaches run the team day-to-day (attendance, RSVP, chat) but ask an Owner/Director to change the roster.

Sales, invoices & payments

Create & send invoices (families see them in their portal, and by email if they've set up their login). Open an invoice to record an offline payment (cash, Zelle, Venmo, etc.) or issue a refund. Bill a whole team with team fees — players without a linked billing contact show as “no billing contact,” so link a parent to bill them.

Connecting Stripe (online card payments)

Billing → Connect Stripe. Have your bank details, a photo ID, and your business details ready — Stripe verifies these (about 5 minutes). A small platform fee is shown on the page; Stripe also charges its standard processing fee. Offline payments (cash, Zelle, Venmo, etc.) can always be recorded whether or not Stripe is connected.

Enrollment links (self-serve growth)

Settings → Enrollment links. Create a link or QR code and share it (flyer, email, social). Families register themselves — guardian + child or an adult — directly into your business, with zero data entry from you. New sign-ups land in Pending enrollments for approval, unless you set the link to open enrollment. The enrollment page shows your logo and brand color.

Inviting families to their portal

A family you entered can set up their own login: on their record, choose Invite to complete profile to create a secure link, and share it. Once they finish setup their account connects, and they can see schedules, pay online, add another child, and use team chat from the portal. Links expire — if one lapses, send a new one.

Reports

Pull the numbers and export them. Tabs for Revenue, Payments, Attendance, and Athletes — the Athletes report lists every player with sessions-left (sorted lowest-first so you can see who's about to run out, flagged low/out), sortable columns, and show/hide columns. Save as PDF (everyone) or export CSV where enabled.

Staff, notifications & settings

• Staff — invite directors and coaches and manage their roles.
• Notifications — the bell shows your alerts; from here you can send an announcement to everyone, just parents, just coaches, or one team (delivered in-app and by email). Each team also has a chat.
• Settings — business details and policies, enrollment links, and your logo + brand color, which appear on your enrollment page and in each family's portal (their “Your programs” list), so families see your brand.

Getting help

Account, schedule, and payment questions from your families are yours to handle — they're your customers. For a technical problem with Majivo itself (can't log in, a broken page, a payment error), email support@majivo.com. Check the FAQ for common questions first.