CourtSync tracks coach attendance separately from student attendance. Each materialized lesson session records whether assigned coaches were present, which powers performance metrics and optional pay-by-attendance in the Coach Hours report.
Plan note: The coach portal (My Attendance, My Schedule, Today's Roster, and self check-in) requires a Professional or Enterprise plan. Starter academies can still mark coach attendance from the owner Calendar and use the Hours report; coaches cannot sign in to the coach dashboard on Starter.
Academy setting: allow coach self check-in
Under Academy Settings → Lesson Settings, enable Allow coaches to mark their own attendance when you want coaches to confirm their own presence.
| Setting | Coach experience | Owner/admin |
|---|---|---|
| Off (default) | Read-only attendance report; staff marks attendance | Mark coach attendance from Calendar session details |
| On | Check in from the coach dashboard (My Attendance, My Schedule, Today's Roster) | Can still override from Calendar session details |
When self check-in is disabled, coaches with portal access see their attendance history but cannot change it. Owners and administrators mark Present, Absent, or Cancelled for each coach from the Calendar. Owner/admin Calendar behavior is unchanged by the self check-in setting.
Coach self check-in (when enabled)
Coaches confirm their own attendance from:
- My Attendance — session table with Check in / Undo
- My Schedule — open a lesson and use Your attendance at the bottom of the session modal (below the student roster)
- Today's Roster — mark student attendance for today's sessions, then use Your attendance at the bottom of each lesson card
Check-in is available on or after the session date. Staff manual marks take precedence and cannot be overridden by the coach — the coach sees Set by academy staff instead of Undo.
When self check-in is disabled, coaches with portal access can still open My Attendance to review their history; the page explains that the academy manages attendance.
Before you can check in
When self check-in is enabled, coaches must complete student attendance for the session first:
| Situation | What happens |
|---|---|
| Students enrolled, attendance incomplete | Check in is disabled. Hover the button to see: Mark attendance for every student before you can check in. |
| No enrolled students | Check in stays clickable; pressing it shows a message that check-in is not available until students are on the roster |
| Every student marked (Present, Absent, or Cancelled) | Check in is enabled |
These rules apply on My Attendance, My Schedule, and Today's Roster. They do not apply when owners or admins mark coach attendance from Calendar session details.
Student attendance on Today's Roster saves immediately when you tap Present / Absent / Cancelled (no separate Save button).
Today's Roster
Today's Roster (coach sidebar) is the daily student attendance workspace:
- Lists today's assigned lessons with time, type, and student count
- Mark each student's attendance with Present / Absent / Cancelled
- Pending (unconfirmed) enrollments appear on the roster alongside confirmed bookings so you can mark attendance without waiting for owner confirmation in Bookings
- Make-up session reservations for today's date are included when applicable
- When self check-in is enabled, Your attendance appears at the bottom of each lesson card after the roster
- The coach dashboard includes a Today's roster link from the Today's Schedule card
Owner and admin: mark coach attendance from Calendar
Academy owners and administrators can always mark or override coach attendance from the Calendar:
- Open Calendar in the owner sidebar
- Click a lesson occurrence to open session details
- In the Coaches section, use the attendance toggle for each assigned coach (Present / Absent / Cancelled)
Per-session coach replacements (cover dates) are respected—the roster shown matches who is assigned for that specific session.
My Attendance report scope
The coach My Attendance table shows:
- Group and term-bound private lessons in currently active terms
- Camps from the past 30 days
- Standalone private lessons from the past 30 days
The list is server-paginated (newest sessions first) with server-side search (lesson name) and status filters. By default, Scheduled (upcoming) sessions are hidden; use the status filter to include them. Summary cards (attendance rate, attended, missed, reported absences) reflect the full scoped summary, not the active table filters. Past sessions without a check-in or staff mark count as missed.
Coach self check-in from this table follows the same student-attendance rules described above.
Coach Hours report and pay by attendance
Under Staff → Coaches → Hours, the Coach Hours report shows scheduled session time per coach. By default, all scheduled sessions in the date range count toward hours and estimated payout (session duration × hourly rate).
Enable Pay by attendance to count only sessions where coach attendance is marked attended. This is useful when payroll should follow actual presence rather than the schedule alone.
- Toggle persists per academy in your browser
- CSV export reflects the active mode
- See the info panel on the Hours tab for a short explanation
Coach performance on the Coaches page
On Staff → Coaches, open More → View performance on a coach card to see attendance rate, sessions assigned, and reported absences in a modal (loaded on demand so the Coaches page stays fast). Metrics use the same scoped coach attendance data as My Attendance and the Hours report.