Coacha Blog

helpful news, info and articles from the Coacha team

NEW 'Track & Trace' feature - How Coacha helps you comply with Covid19 Guidance for Sports Clubs.
15 July 2020

NEW 'Track & Trace' feature - How Coacha helps you comply with Covid19 Guidance for Sports Clubs.


Sports and pastime clubs are finally able to begin opening their doors to members. 

We are so happy that everyone can begin to get back to the sports and pastimes they love. As part of our commitment to making your life easier, we have just launched a new section in Coacha called 'Track & Trace'.

Don't worry, this isn't some 'big brother' type of feature, it simply allows you track who someone has been in contact with in your club, should an outbreak of illness arise.

Many NGBs are asking clubs to put robust track and trace measures into their re-opening strategy. Using Coacha means you will automatically have this in hand!

Watch the Demo Video Below to learn more about Track & Trace in Coacha.


(please note: This feature uses data already in Coacha to provide administrators with a report on who someone has been in contact with. It is very similar to running reports on attendance, finances or other club data. It does not physically 'track' members' physical movements. Coacha does not send this data to any third party at any point.)

Main Article:

Last week’s long awaited announcement finally means that many grassroots sports clubs and organisations can finally start to welcome their members back in person.

However, there are a lot of tasks that have to be completed by you as a club owner, coach or member of staff. Tasks that if you don’t get right, could end up with you or your members unknowingly breaking the law. And none of us want this now do we?

This bit’s important and about the NHS Test & Trace so please read…

Later in this article we’ll look in more detail at the guidance issued. 

However, this is really important to get to grips with (we've underlined the really crucial things that Coacha is able to help you with):

2.1.4. Supporting Test and Trace

  • The opening up of the economy following the COVID-19 outbreak is being supported by NHS Test and Trace. You should assist this service by keeping a temporary record of your customers and visitors for 21 days, in a way that is manageable for your business, and assist NHS Test and Trace with requests for that data if needed. Collect sufficient data on each attendee (name, home phone number, mobile number, date and times of entry and exit) so that each person could be contacted if there is a case of COVID-19 connected to your facility. This could help contain clusters or outbreaks. These facilities are expected to have systems for recording their customers and visitors. If you do not already do this, you should do so to help fight the virus. We will work with industry and relevant bodies to design this system in line with data protection legislation, and set out details shortly.


  • Enabling a booking system or other approaches to managing demand, so that no more than the desired number of customers and staff are in the building at any one time.’
  • Managing occupancy levels and changeover by reducing class sizes and amending timetabling
  • ‘Where possible, operating on a book-in-advance basis. Online or over the phone is preferable.’

Why is this important? Well, as you have to keep records of all attendees to any session, class or event that you put on for a minimum of 21 days, there’s a lot of paperwork to do. Potentially a lot of documents, spreadsheets and unnecessary stress in our view. 

Don’t panic - help is on hand

All of this can be taken care of for you though in a very painless and stress free way. 

What’s more you could benefit from enhanced GPDR compliance and safeguarding of children, and there’s even the opportunity for you to save your club some money too!

Introducing Coacha’s Attendance Registers and Advance Booking System

By adding your members into Coacha and setting up classes / sessions, you will be able to automatically record all attendance info at your club with auto-generated Attendance Registers. Add to this an advanced booking system that allow you to limit attendees, take bookings in advance online and even remind people about the event on text or email. 

Great for keeping the people in your building at any one time to a minimum, and also making adjusting timetables an absolute doddle! Oh, and that’s exactly what the guidance is asking for. Win, win.

Personal info on Member Profiles

The member profiles in Coacha contain all of the data that NHS Test & Trace need. What’s more a few clicks or taps delivers you a digital copy of all of your data so that you can share it with the authorities should you ever need to.

Saving you time and stress

This all saves you a huge amount of time in having to develop your own processes and systems, which will result in a lot less work for you, your members and your staff. Plus there’s the added benefit of offering reassurance to your members and parents that you are ready to tackle Covid19.

9th July 2020 Official Guidance

The official guidance document (‘Providers of grassroots sport and gym/leisure facilities - Guidance for people who work in grassroots sport and gym/leisure facilities’) sets out in detail everything you need to consider when getting your club ready for opening again.

It’s not for the feint hearted and is quite a read. But it’s an important read.

Here are the main topics:


The full article itself can be found here:

There’s more help on hand for you

As coaches ourselves we are on the front line with you. We’re experiencing the same as you, so we 100% get what you’re going through. One of our co-founders, Chris, is in the process of picking through all of the detail of the guidance for his BJJ organisation.

Chris is keen to share this, not only with our Coacha subscribers (or family as we like to call them!) but anybody that is looking to bring their club back into full swing again. 

Click here for easy to understand Covid19 breakdown and practical guidance that will help get you back to doing what you love most – enjoying sport.