Easy to set up & use Athletics Club software with FREE apps

Save time & money and organise your members, staff and events. Store data securely, get a full booking system, and ensure you get paid on time. FREE Apps and a Member Portal, Attendance Registers and Safeguarding & Covid19 tools come with Coacha too. It's also GDPR compliant.  

Plus much, much more.




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Amazing membership management software

Coacha is an amazing product and we would be struggling without it. All our member records are now updated and we are now able to email certain membership groups within the club. The amount of time we are saving on administration is huge. The app on the phone is brilliant as the Coaches now use this for the register and we are able to check membership status on mobile devices/ipad at any time. There is no need to chase for payments as CoachA does it all.

Raj Patel - review on Capterra & Coacha subscriber

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Get paid on time, every time

Getting paid for your hard work has never been simpler. Take rolling subscriptions / membership fees as well as one-off payments, for things like uniforms and competitions. Coacha’s payment partners Stripe & GoCardless are the cheapest in the market.

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Medical info always to hand

Your athletes are a tough bunch, but accidents do happen. When they do, Coacha ensures people’s medial & emergency info is to hand immediately. You save precious time that in extreme cases can prevent live changing injuries and even save lives.

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Unlimited Classes & automatic registers

No need to print off and carry around those heavy paper registers; Coacha will automatically create digital ones for each class that you add. Then, when you or your coaches login via the web or our mobile apps, they'll be there waiting for you, ready to use.

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Customisable grades

With editable grades and groups, setting up and personalising your club couldn't be easier. And if you use a unique grading system, customizing the way Coacha is set up can be done in just a few easy clicks.

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Time for gradings and assessments?

With attendance tracking and the ability to save notes to individual profiles, your entire coaching team can stay up to date with your athletes' progress. Then, when it comes to the grading, simply set up a one-off event and invite the relevant athletes.

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Email and SMS broadcasts

Over 90% of SMS messages get opened and read. Reduce the ‘I never got the message’ excuse from parents, members and coaches. With CPSU guidelines built in Coacha helps enhance your safeguarding and child protection obligations.

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COVID19 features

With special Covid19 tools such as Virtual Classes, Self Reporting, Track & Trace and Quarantining, Coacha truely has you covered. It’ll also help you comply with official guidance despite it constantly changing.

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Manage your coaches, staff & helpers

Your team of coaches, instructors, parents or helpers also need to be looked after. With Coacha, you can easily manage levels of access and staff information.

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VERY easy set up with 'mass member import'

Have all your data in spreadsheets? Superb - with Coacha's 'mass import', you can add your existing list of members in just a few clicks - setting up Coacha really is a breeze.

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Member Portal with parent or NOK logins 

If you enable the option, you get your own FREE bespoke 'Member Portal'. This allows younger members' parents to log in and see their children's info. Your adult members get their own login too.

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'Bookable’ items & venues

Let your members book things like equipment, training spaces / facilities or venues. You can even Programme slots to have a ‘COVID Clean Down Time’ between each booking.

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Child protection built-in as standard

We believe that software should help to protect children from unwanted messaging. We have built-in automatic features that include copying NOKs or parents in on messages, plus much more.

Like what you see so far?

Then why not save time, stress and money, as well as simplify your admin at the same time?

We don't charge you more if you grow!

If your club expands, some organisations will charge you more in subscription fees. At Coacha, the no.1 athletics club management software, we don't believe you should pay more for putting in the work and growing your club. So, whether you've just recently started off with 20 people, or are an established club with 100+, you will always pay one very reasonable, fixed price. 

Absolutely no hidden obligations

We don't believe in locking you into a contract, so there are no annual fees to pay or papers to sign. Unlike with some of our competitors who offer ‘FREE Software’, we don’t insist you put all of your finances through Coacha. We don’t make any money from your transactions at all – other companies out there do, so be careful!

No fixed term contracts - cancel any time

While we're confident you'll love Coacha as much as we do, it's good to know you can cancel at any time. You pay us on a monthly basis – just like with Netflix. And, just like with Netflix, you're free to cancel your subscription with us at any time.
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iOS & Android Apps mean you are always connected at your Athletics Club

Never be caught without the right information again as Coacha has dedicated Apps for both Android and Apple iOS. Designed for you, your staff and your members / parents, they work on mobiles and tablets such as iPads.

iOS iPhone and iPad

Our iOS App works on all current Apple devices and gives your team and members the key information they quickly and conveniently.

Google Android 

The Android App has proven to be as popular as the iOS App. Now everyone is catered for meaning your life will get easier and less stressful!


Add your logo & colours to Coacha

Would you like to be able to fully brand Coacha with your own logo and colours so it looks like Coacha is yours? And have Apps and a Member Portal that look like they are yours too? Well, now you can with the Coacha Custom Plan! 

Plus, the ability to send invoices, personalise system emails, turn features on and off and have your own dedicated Account Manager. 

" Then main benefits we have found so far are… " 

…management of class times and schedules , invoicing our members via email , the ability to group members together based on our own defined categories and the contact tracing feature … allowing us to select a member and have a very clear breakdown of when and who they took a class with in case of any Covid related queries.

Kevin Arrigan – Treasurer - review on Capterra and a Coacha subscriber

Designed to make your life as an athletics coach easier ...

With years of coaching experience, our co-founders understand what it takes to manage parents, classes and money. That's what has enabled us to create Coacha; an athletics club manager designed to help you focus on the things you love - teaching and training. With a simple but powerful interface that cuts admin time in half, keeps all of your athletes' details to hand no matter where you are, and is proven to minimise missed payments, Coacha is the perfect solution for streamlining your day-to-day athletics club management.

So, how much does Coacha's membership software cost?

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees
Few providers can make all of these claims. But we can.


Athletics software FAQs

What is the real cost of athletic club member management software?

The devil is in the detail here as many providers hide their true transaction fees, whereas we don’t.

In our mystery shopper research, we found fees as high as 30p + 4.2% per transaction for taking card payments. Coacha’s equivalent fees are 24p + 1.2%. It doesn’t sound a lot, but when you add it up over the course of a year, it runs into thousands of ££’s.

For example, if you have 100 clients and charge them £30pcm each, by using LoveAdmin you would pay £1,972pa in transaction fees. With Coacha you would pay only £1,104pa which includes our monthly subscription fee as well as all transaction fees. So that’s a huge difference of £868pa.

To see the calculations for the above and LoveAdmin’s extra monthly charges click here:  Love Admin fees.

(figures correct as at October 2021)

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What are the limits with Coacha?

There really are no limits. You have unlimited everything with Coacha. Members, coaches, classes and sessions, registers, subscription plans, email…the full works!

The only thing you pay extra for are text messages. And these are as low as anyone else in the market at 4.5p per text message.

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Is athletic club management software easy for members & parents to use?

If you want members and parents to login to Coacha, then yes, your own bespoke ‘Member’s Portal’ is very easy to use. It has been painstakingly designed to be really easy to use, so there’s no excuse for people not to login!

Great for them, time saving for you, and having athletic club crm software with your own logo on it really makes your athletics club look professional and well organised.

What’s more, members get to see all the personal info you have on them and they can update and/or download it if they want (great for your club’s GFPR compliance!)

There are also FREE Andriod and iOS apps available for everyone to use too. What’s not to like?

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If I use athletic club member management software, will it help with my accounts?

Absolutely, as it keeps everything digital and streamlined. You can see whose has paid you what, when and how. Plus, you can keep a very close eye on how much money your athletics club is taking. And if it is losing anything from your people not paying you.

What’s more, accountants love athletic club management software that they can download from and integrate your athletic club’s financials to the software that they use. Software like Xero, Quickbooks or Sage to name but a few all help with making tax digital (MTD)

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Do I need a card reader to take payments if I use athletic club software?

No, you don’t.

Do away with the expense and hassle of terminals and readers. You can take card payments through Stripe and direct debits through GoCardless.

Need a member to pay for a T-shirt or kit? You can send them a one-off payment request by email or take a payment right there in front of them using the Coacha interface.

Not having a card reader not only reduces your costs but simplifies your online billing processes straight away. It also makes your athletics club look professional and well organised.

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What happens if payments fail?

Let’s face it, payments do sometimes fail and for various reasons. Only the best athletic club member management software has a payment retry process, especially one that retries up to four times.

Whether a bank error, a cancelled payment or just insufficient funds, having a robust subscription management system means you can simply ‘set and forget’ freeing you to get on with tasks that are more enjoyable than admin!

You can choose to be notified that a payment has failed and is being retried, or just set Coacha so that you’re notified when the last attempt has failed. Just think of the amount of time this will save you with chasing people for money they owe you…

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Does athletic club management software help me if I have an emergency?

When looking for the best athletic club crm management software for your athletics club, choose something where you will always have Emergency Information to hand. It is essential you make sure you have emergency contact info available, as well as medical notes for all of your members.

Also, make sure that whatever athletic club member management software you go for it has the ability to work ‘offline’ for when you don’t have mobile internet access or a decent wifi signal. Coacha’s apps are designed to work without internet access and will automatically synch with Coacha the minute you get internet access again.

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What stats and figures can I get from athletic club software?

Performance, attendance, and financial data are crucial for any athletic club that wants to stay at the top of their game. The best swimming software should show you instantly your member attendance levels and who’s been putting the work in, and equally as much, who hasn’t

It should also give you easy access to your headline financial info whether for the last week, month or whole year. Quick access like this means quick decisions can be made and you’ll always be in control of the money in your club.

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With athletic club crm software I’m told I still need to comply with GDPR – will it help?

Any organisation that collects personal data must comply with GDPR legislation, and that includes athletic clubs. The very fact that you choose to use athletic club management software (free download here) (link to trial sign up page) itself will show that you have data protection built into the running of your club.

A bespoke ‘Member Portal’ such as those you get free with Coacha enable people to access the personal data you hold on them. Swimming management software with this functionality will also give your users the ability to edit and download their data if they want to. This type of advanced functionality really is the gold standard of GDPR compliance.

Want to really get to grips with GDPR, why it’s important and what you should be doing to keep your club compliant? If you do then download our FREE GDPR in sports guide which not only explains GDPR but also gives you practical tips you can implement immediately.

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Can I get free attendance registers too?

Any athletic club member management software that’s worth considering simply must have automatically generated attendance registers. Having these automatically produced for you saves both time and hassle with your athletic club’s admin. They should be 100% free too and not an add on or upgrade feature.

You should be able to quickly add members in, set up your classes and hey presto, your registers are automatically created. When you, your coaches or your members log in, they get to see what's on straight away. This is an essential factor to look for in any athletic club member management software.

Coacha’s advanced attendance register features mean that you can enable classes or sessions that people can book straight on to without coming to you first. On the day of the class itself they can also check themselves again without tying up any of your staff’s time.

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Can I get athletic club member management software?

Not all athletic club member management software allows members to book on to classes directly themselves. However, by enabling ‘make class bookable’ in Coacha you can reduce your time on admin and speed up the way in which your members can register for classes.

Great if you run open classes that people can book onto if they want to attend, and with setting a class size you can ensure that your classes are never over-subscribed. Your athletes can simply log into your Member Portal and book up in just a few taps or clicks.

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I only operate during term time – does this matter?

Many athletics clubs have term time/seasonal classes. The best athletics club crm software should give you the ability to have start and end dates for your classes as opposed to just weekly or monthly options.

With unlimited classes and registers, Coacha is perfect for setting start / end periods to whatever you want. Great for school term-based classes as well as events such as one off competitions, or showcases or exhibitions.

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I get people turn up unexpectedly to my classes – how can I add these people?

It happens. People turn up unexpectedly to a class or event and you know that you need to collect some of their personal details just so they can join in. Some athletic club member management software doesn’t cater for this in a way that is quick and easy to sort out on the day.

With Coacha’s free 14 day trial, you can avoid delays when extra people turn up unexpectedly. Quickly add them to the attendance register without having to mess around with the app settings or add a full new member. Then, after the class, you can go back and add more of their details in when you have more time.

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Does athletic club crm management software help with safeguarding children?

When performing an athletic club member management software comparison make sure that whatever you choose helps with safeguarding children. Make sure you are able to segment the children’s information so that only specific staff are able to see their personal information.

Coacha lets you set different levels of access as you don’t want people seeing the wrong data. The messaging centre also has NPSCC CPSU text and email rules built in so that people are unable to contact children directly without other’s being copied in. This can include other members, staff, parents and even your safeguarding officer.

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Can I send text messages to people using management software?

Check out independent athletic club software reviews and always make sure that any software or app that you use only partners with industry leading SMS specialists. Coacha partners with the best SMS service in the UK - TextLocal. You'll enjoy amazing rates, quick delivery and accurate reporting. No need to use your mobile text allowance again!

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I only want to message specific people. Can I do this with athletic club member management software?

Being able to select and control who receives your messages from your software is very important. You really don’t want to bombard people with messages not relevant to them.

As part of your athletic club software Coacha enables you to customise who you send your messages to with ease. Send to just your coaches, members of a certain class, to a specific group, or to everyone ... you're in total control.

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Can I get athletics club member management software free?

If you’re after athletics club management software free download, then why not try Coacha Lite which is completely FREE Membership Management Software?

Comparing Coacha with other software and apps?

A few things to remember…

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees.
Few providers can make all of these claims. But we can.

Athletic Club Management Software – FAQs


How does the Coacha athletic club management software help athletes book into sessions?

It’s really easy for athletes to book into classes using the athletic club management software;

The first thing you need to do is make the session bookable. (Please note that ’Class’ is the default terminology used in Coacha, which you can change in your Club Settings to ‘Session’ or ‘Training’ for example). From your athletic club management software’s main menu, access Classes & Registers, then ‘Your Classes’, and check the “Can people book onto this class?” option.

From then on, just select a few more options according to your liking and you’re all set. If you need guidance with this, please refer to this page.

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How do I make a session bookable in my athletic club management software?

Real easy: Find the ‘Classes & Registers’ option from your athletic club management software’s main interface, then head to ‘New Class/Event. After filling the appropriate fields, tick the ‘People can book onto this class’ box. Once the required info has been filled in, click on ‘Add Members’. That’s it!

If you’d rather have members book themselves through the athletic club management software, then leave the above section blank and click on ‘Create’ instead.

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How can I let my athletes know that sessions are bookable through the athletic club software?

All you need to do is send out an email or SMS (or both) broadcast to let everyone know that classes are now bookable. They’ll receive the notification on their athletic club software and book sessions through your free Member Portal that’s included with Coacha, or one of our free Apps.

(Please note that you have the option to change the language in Coacha so you can rename ‘Classes’ to ‘Training’ or ‘Sessions’ etc)

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How do I send an email and/or text broadcast to all the registered athletes on the athletic club software?

Just access the main navigation bar from your athletic club software where you’ll find ‘Broadcast’. Choose ‘Send Broadcast’, type your message, give it a subject line, and you’re good to do!

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Some of my athletes are not receiving broadcasts through the athletic club software – why is that?

If one or some of your athletes received the broadcast on their athletic club software, then everyone is supposed to receive them, as our system works on an “all or nothing” basis. However, it’s important to keep in mind that the Coacha athletic club software system is built around the latest NSPCC CPSU Best Practice Guidelines for communicating with junior athletes under the age of 18. Therefore in most cases, younger members’ parents or next of kin’s (NOKs) receive broadcasts. So, for example, if the athlete is 13 years old or younger, only parent, guardians or NOKs will receive email/SMS broadcasts.

Another reason for people not receiving messages (emails in particular) is that the message may have gone straight to their spam/junk folder, so that’s a good place to ask people to look, if emails aren’t getting through. Plus, with some email servers, security settings are so high that all messages coming in from new or unknown sources are blocked entirely so they will need to add the domain https://coacha.app to their safe senders list in their email editor.

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Can you explain what the venue bookings feature does in the athletic club software?

The Venue Bookings feature included within your athletic club software allows athletes to book everything from practice and training areas to halls, matts, lanes, equipment and anything else that you’re currently offering as ‘bookable’.

The feature can be found through you Club Settings page. After accessing it, head over to Venue Bookings, enable it, and choose what is bookable to your athletes. Here’s a detailed guide that explains each and every feature within the Venue Bookings page of your athletic club software.

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How do my club athletes use the Venue Bookings feature from Coacha’s athletics software?

When they your athletes access our athletics software it’s very easy for them to navigate around all aspects of the software, but especially the booking feature. They can access everything using either the free iOS/Android apps or a via a web browser on any computer or other internet enabled device. We’ve made it very convenient for everyone to quickly access our athletics software, no matter what their device of choice! 

The first step is to log into our athletics software, then head over to the main menu and choose “Book a ….” for example, depending on what you have made ‘bookable’. Next, they need to choose a timeslot, select their payment method and book.

Note: if venue bookings are included in your athletes’ pre-paid membership or subscription, then they don’t need to choose a payment method.

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Can my athletes directly book 1-2-1s with coaches using Coacha’s athletics software?

They can and booking sessions with their favourite coach has never been easier.

Once they have logged into our athletics software, they need to navigate to the main menu and choose “Book a session with a coach” from the dropdown menu. Then, they need to choose a coach and a timeslot, and finally, pay and confirm.

Note: If 1-2-1 bookings are included with athletes’ monthly membership or subscription, then they don’t need to make a payment before confirming the 1-2-1 booking. 

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If any of my athletes want to cancel a 1-2-1 booking, how can they do that from the athletics software?

Plans change, it happens. Luckily, with Coacha as your athletics software, cancelling a booking is very simple:

Your athletes need to navigate to the same page as they did before –e.g. The “Book a session with a coach” page. By navigating to the “Your Bookings” page, they can find the option to cancel – it can be found on the right hand side of the page and pretty hard to miss!

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How can my coaches manage their timeslots for 1-2-1 and private group sessions through the athletics software?

From your dashboard within Coacha’s athletics software, go into ‘People’, and then click on any of your coach’s profile. You need to go into Timeslot Booking Settings, and enable timeslot manager. Once you enable timeslot booking for the selected coach, you can leave it up to them to manage those timeslots or have full control, should you require.

This page explains all the settings you can adjust to your liking, directly from the athletic club member management software.

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Is there a way to limit a session’s booking according to athlete subscription or membership level?

Yes, there can be if you set it up. Go into the main interface of your athletic club member management software, select Money, and then ‘Manage Plans’. Find ‘Create a new payment plan’ and from here, simply check the box which says “Does this plan require booking limits for [class name]”. Create your plan and that’s it.

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Can Coacha function as “athletic club CRM management software”?

Coacha has not been fundamentally designed to function as athletic club CRM software but it shares a few similar attributes to such software. For example, it lets you export information on your athletes, along with reports, statistics, records of financial transactions, etc. to commonly supported file formats, which you can then feed into your CRM software to do what you need to do!

Comparing Coacha with other software and apps?

A few things to remember…

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees.
Few providers can make all of these claims. But we can.

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