Expand your team by adding coaches to your roster and, on eligible plans, inviting academy administrators with delegated management access.
Coach roster and invitations
Coaches must not register via the main /register page. Add them from your academy first, then send a portal invite when your plan supports it.
Add a coach
- Open Coaches in the owner sidebar (the Hours tab on the same page reports scheduled time and pay-by-attendance)
- Click Add Coach
- Enter name, email, and optional details (phone, hourly rate, bio, specialties)
- Save the coach record
The coach can now be assigned to lessons, courts, and schedules. On Starter, this roster-only workflow is the full coach setup — email invites and the coach portal are not available until you upgrade.
Send a coach portal invite (Professional+)
On Professional and Enterprise plans:
- Open the coach card More menu
- Choose Send invite (or Re-send invite if a previous invite expired)
- Confirm the invitation email
The coach receives a link to /coach/invite/:token. They sign in or create an account with the invited email, then accept to receive the coach role for your academy and access the coach dashboard (My Schedule, Today's Roster, My Attendance, and related tools).
Invite status badges on each coach card show Invite sent, Accepted, or Invite expired.
Owner as coach
If you teach at your own academy, you can add yourself using your owner email address — CourtSync adds you directly as a coach with no invite email. A first-visit prompt on the Coaches page offers this shortcut when your roster is empty.
Sport qualifications
When editing an existing coach, assign sport qualifications per active academy sport (for example Assistant, Certified, Head coach, or Pro / high performance). Configure which sports your academy offers under Academy settings before qualifying coaches.
Coach permissions
Coaches can manage assigned lessons, view and update student attendance, report absences, and use the coach dashboard for their sessions (My Schedule, Today's Roster, My Attendance when enabled).
They cannot access payments, Stripe Connect, academy deletion, administrator invitations, or owner-only billing and subscription settings.
See Coach attendance for optional self check-in, Today's Roster, and pay-by-attendance reporting.
Academy administrator invitations
Academy administrators are available on Professional (up to 2 additional admins) and Enterprise (unlimited) plans. Starter plans are owner-only — no additional administrators.
Only the academy owner can invite or remove administrators.
To invite an admin:
- Open Settings → Administrators
- Enter the invited email address
- Click Send invite
The invitee receives a link to /admin-invite/:token. They must sign in with the invited email to accept. Pending invitations count toward your plan's administrator cap (shown as slots used on the Administrators tab).
Administrator permissions
Academy administrators share most owner dashboard access:
- Lessons, terms, camps, programs (when tier allows), courts, students, coaches, bookings
- Lesson overrides, waitlist, EOIs, and refund request processing
- Academy branding and lesson settings (including coach self-attendance, make-up credits, and waitlist options)
The Payments item is hidden from the administrator sidebar. Administrators cannot access payments/financials, Stripe Connect, delete the academy, or invite/remove other administrators.
Plan limits
| Plan | Coach email invites & portal | Additional administrators |
|---|---|---|
| Starter | Roster only (no coach portal or email invites) | 0 (owner only) |
| Professional | Yes | Up to 2 |
| Enterprise | Yes | Unlimited |
On Professional, if you reach the administrator cap, revoke a pending invitation or remove an existing administrator before sending a new one.
Removing team members
Owners can remove coaches from Coaches (More → Remove) and administrators from Settings → Administrators. Removed users lose access to your academy's dashboard immediately. Their Firebase account persists — only the academy role association is removed.
Related
- Coach attendance — self check-in, Today's Roster, and Hours reporting
- Getting started: academy setup — configure sports, branding, and activation checklist