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The easiest way to move your teams around for a new season
09 July 2019

The easiest way to move your teams around for a new season

It’s that time again! Where has the last year gone?! It’s time to close things down, or at least quieten things down for summer. But it won’t be long before it’s time to get things in order for your new season. No matter what sport you’re involved in, you’re bound to have some members leave, members change teams and new members join. And then you'll need to reflect this in your sports club membership software.

One of the most common questions we get asked at this time of year is ‘what’s the easiest way to change my athlete’s Member Groups?’. And whilst there’s no specific feature to help with this task (at the moment), we thought we’d give you some tips on the easiest and fastest way to get things in order.

You can obviously do things manually by heading into each Member Profile and deselecting the athlete’s Member Group and re-selecting their new group. But this may be time-consuming depending on how many members your club has.


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To put things simply, the main way to easily switch Member Groups is by exporting your current Member List into a spreadsheet, altering the spreadsheet and then re-importing it. This will simply update all of your members' profiles. However, it’s important to note that although doing this will add members to their new groups, it won’t remove them from their old ones.

To remove members from groups as well as add them to new ones, we have a workaround in place. This depends on whether your club uses sub-member groups or not. By this, we mean that within Coacha, you can add your members into Member Groups. But you can also create sub-groups within these groups. The process you’ll follow to move your members around will slightly differ dependant on which one of these applies to your club.


My club only has one level of Member Groups


Step 1: Start by exporting your Member List (People > Member List > Export Member List). This will appear in a spreadsheet.


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Step 2: Once you have this open, head to your Member Groups within Coacha and delete them all. This will remove all members from all groups.


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Step 3: Head back to your spreadsheet and navigate to the right-hand column. Here you can work member by member to change which group they will be a part of.


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*Top tip* The system will recreate these Member Groups depending on the columns. So you’ll need to make sure the spellings remain the same for all groups or there’ll be duplicates created. A good way to do this is copy and pasting the groups into each cell.

Step 4: When you’re happy all members have been changed to the correct groups, save the spreadsheet.

Step 5: Head back to the Member List > Import and upload the new spreadsheet. This will re-create the Member Groups and simply update the Member Profiles. So, you don’t need to worry about duplicating your members.


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My club uses sub-groups


Step 1: Start by exporting your Member List (People > Member List > Export Member List). This will appear in a spreadsheet.


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Step 2: Make a note of all Member Groups in your account and delete them (a quick way do this is taking a picture of the groups on your phone). This will remove all members from all groups.


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Step 3: Re-create your Member Groups within Coacha. The reason you have to do this is because Coacha’s upload spreadsheet is not built to recognise Member Group structures.


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Step 4: Head back to your spreadsheet and navigate to the right-hand column. Here you can work member by member to change which group they will be a part of.


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*Top tip* The system will recreate these Member Groups depending on these columns. So, you’ll need to make sure the spellings remain the same for all groups or there’ll be duplicates created. A good way to do this is copy and pasting the groups into each cell.

Step 5: When you’re happy all members have been changed to the correct groups, save the spreadsheet.

Step 6: Head back to the Member List > Import and upload the new spreadsheet. This will add your members to the Member Groups you re-created and simply update the Member Profiles. So you don’t need to worry about duplicating your members.


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We hope this helps with your seasonal switchover! If you have any questions that we can help with at all, check our our Help Centre or please be sure to get in touch with our team!

Testimonials

Taylor James

Taylor James

Sep 25, 2018

Always do their best to help sports clubs save time, money and do more things that they enjoy.

Kelly Loughlin

Kelly Loughlin

Sep 25, 2018

An amazing service, has saved me hours and hours of admin. Easy way to take payments and safely store athlete details. Such a huge weight off my shoulders!

Marley Hughes

Marley Hughes

Sep 6, 2018

Couldn't run my swimming classes without it now. The team are just great, really helpful, will always help you out. The system is really reliable - I tried a lot of different pieces of software and none matched Coacha for price and features. Thanks guys. x

Kim Readman

Kim Readman

Nov 7, 2018

Great software, still very much a work in progress, but fantastic so far and the customer service is absolutely first rate :)

Jess Mortimer

Jess Mortimer

Oct 1, 2018

We have just started using Coacha this season and honestly it is one of the best decisions I have made this year! I used to spend hours on admin, chasing people for payments, taking cash & cheques to the bank and then checking to make sure the payments had actually gone into our account. Now I no longer have to write out invoices or handle cash and Coacha wil... l do the chasing for payments for me - which is amazing! Whenever I have any questions I get straight on the phone and their amazing team have either got the problem solved in seconds, or they get back to me as soon as they can with a solution. I cannot recommended this software and the support team enough. Thank you from one happy and less stressed Cheerleading coach!  read more

Katie Dignan

Katie Dignan

Sep 25, 2018

Amazing software that has helped our club so much!

Nick Phillips-Holt

Nick Phillips-Holt

Jul 27, 2018

Coacha is superb. I run a shooting range in Gloucestershire and it helps me keep on top of my admin. Helpful support. Very good software that they should charge more for!

Alice BK Robinson

Alice BK Robinson

Jan 22, 2019

Brilliant service, saved us so much time in the office meaning we can spend more time actually coaching!! 100% recommend!

Brooke Hockley

Brooke Hockley

Sep 26, 2018

Before heading into our second season as a club and doubling in size we were very apprehensive about the administration aspect. I am so grateful to have come across coacha as it has made my life seamless in terms of the membership process among other factors such as data protection. We have also set up a stripe account to collect our monthly fees and I am very ex... cited about this as it is going to completely eliminate the tiresome process of chasing people. The report section of coacha is also really handy to be able to track who has set up their subscription. Taylor & the coacha team’s response time to feedback is excellent and I have been very impressed with the service so far. Coacha is revolutionising the way we work and they are doing a fantastic job!  read more

Molly Jewitt

Molly Jewitt

Jan 8, 2019

The Coacha software has made managing our swim school so much easier! So simple and straight forward to use and saves hours of admin work.
No more chasing people for payments getting half cash half bank transfers or having to think who paid what, everything is sorted out with a click of a button! Highly recommend, great software!

Taylor James

Taylor James

Sep 25, 2018

Always do their best to help sports clubs save time, money and do more things that they enjoy.

Kelly Loughlin

Kelly Loughlin

Sep 25, 2018

An amazing service, has saved me hours and hours of admin. Easy way to take payments and safely store athlete details. Such a huge weight off my shoulders!

Marley Hughes

Marley Hughes

Sep 6, 2018

Couldn't run my swimming classes without it now. The team are just great, really helpful, will always help you out. The system is really reliable - I tried a lot of different pieces of software and none matched Coacha for price and features. Thanks guys. x

Kim Readman

Kim Readman

Nov 7, 2018

Great software, still very much a work in progress, but fantastic so far and the customer service is absolutely first rate :)

Jess Mortimer

Jess Mortimer

Oct 1, 2018

We have just started using Coacha this season and honestly it is one of the best decisions I have made this year! I used to spend hours on admin, chasing people for payments, taking cash & cheques to the bank and then checking to make sure the payments had actually gone into our account. Now I no longer have to write out invoices or handle cash and Coacha wil... l do the chasing for payments for me - which is amazing! Whenever I have any questions I get straight on the phone and their amazing team have either got the problem solved in seconds, or they get back to me as soon as they can with a solution. I cannot recommended this software and the support team enough. Thank you from one happy and less stressed Cheerleading coach!  read more

Katie Dignan

Katie Dignan

Sep 25, 2018

Amazing software that has helped our club so much!




‘Coacha revolutionised my program administration and saves me time and money.’

Sarah Watkins - Program Direction - GCA Cheer