Easy to set up & use Triathlon, Running, and Cycling Club software with FREE apps

What are the limits with Coacha's Triathlon, Running & Cycling Club Management Software?

There really are no limits. You have unlimited everything with Coacha. Members, coaches, 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 Triathlon, Cycling & Running 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 running club software (or triathlon or cycling) with your own logo on it really makes your 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 GDPR compliance!)

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

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If I use Triathlon, Cycling or Running Club Management Software, will they 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 club is taking. And if it is losing anything from your people not paying you.

What’s more, accountants love cycling club management software (or triathlon or running) 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 running club software (or triathlon or cycling)?

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 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 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…

Does cycling club management software (or triathlon or running) help me if I have an emergency?

When looking for the best cycling club management software (or triathlon or running) for your 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 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 Triathlon, Running & Cycling Club Management Software?

Performance, attendance, and financial data are crucial for any triathlon, running or cycling club that wants to stay at the top of their game. The best 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 Triathlon, Cycling & Running Club 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 triathlon, cycling and running clubs. The very fact that you choose to use club management software 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. Running club software (or triathlon or cycling) 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?

Any cycling club management software (or triathlon or running) that’s worth considering simply must have automatically generated attendance registers. Having these automatically produced for you saves both time and hassle with your 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 sessions 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 club member management software.

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

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Can I get FREE running club software (or triathlon or cycling) too?

If you’re after FREE member management software downloads, then why not try Coacha Lite which is completely FREE Membership Management Software?

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Can people book on to sessions themselves?

Not all cycling club management software (or triathlon or running) allows members to book on to sessions 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 sessions.

Great if you run open sessions that people can book onto if they want to attend, and with setting a sessions size you can ensure that your sessions 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 clubs have term time/seasonal sessions. The best Triathlon, Running & Cycling Club Management Software should give you the ability to have start and end dates for your sessions as opposed to just weekly or monthly options.

With unlimited sessions and registers, Coacha is perfect for setting start / end periods to whatever you want. Great for school term-based sessions 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 sessions – how can I add these people?

It happens. People turn up unexpectedly to a session or event and you know that you need to collect some of their personal details just so they can join in. Some running club software (or triathlon or cycling) 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 session, you can go back and add more of their details in when you have more time.

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Does cycling club management software (or triathlon or running) help with safeguarding children?

When performing a 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 Triathlon, Cycling & Running Club 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 Triathlon, Cycling & Running Club 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 Triathlon, Cycling & Running Club Software Coacha enables you to customise who you send your messages to with ease. Send to just your coaches, members of a certain session, to a specific group, or to everyone ... you're in total control.

What does triathlon coaching software like Coacha do?

The Coacha triathlon coaching software is a one of a kind solution for cycling, running or triathlon club owners look to vastly simplify club management.

For instance, our triathlon coaching software can help you simplify the registration and booking process, hence, encouraging more people to sign up and help you grow your club faster. Or, you could use the triathlon coaching software to schedule sessions and let everyone know when an important event is coming up – and much, much more!

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What does the Coacha ‘cycling club management software’ or ‘running club management software’ not do?

While you can use the cycling club management software or running club management software – whatever you wish to call it according to your club – to make a number of club admin and management tasks significantly easier, one thing you cannot use the cycling club management software for is as a sales and marketing tool.

With that said, the Coacha running club management software/ cycling club management software may indirectly help you boost your sales and marketing efforts, as it will demonstrate to your clients how easy it is to sign up, for instance, or communicate with you using the integrated tools.

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What are the terms of the contract for using the running club management software?

Just like any piece of running club management software or cycling club management software available to download, there are terms of use you need to agree to before using Coacha. If you have any questions at all about these terms before using the cycling club software, please get in touch with us.

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What kind of technical support can I or my members expect if faced with any issues while using the cycling club software?

If you (or your members) encounter any issues at all while using the cycling club software, you can use the internal ticket system to forward your query. Our support team usually responds within 12 hours but please allow 24 hours, in case they can’t address your query due to a higher-than-normal ticket volume.

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What if I want to scale my cycling club, does your cycling club software help in any way?

One way we help when you want to expand or scale your business is by not charging you extra for adding more members! So, no matter how much your business grows or how much you want to scale, you’ll still be paying the same fantastic low price each month to continue using the cycling club software.

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How easy is it to switch from another cycling studio software to Coacha?

Oh, it’s super-easy to switch from a previous cycling studio software to a truly innovative and cost-effective cycling studio software like Coacha.

Simply export your members list from the previous cycling studio software and import it into Coacha using the ‘Mass Import’ feature. Download the Member Import Spreadsheet from within your new cycling studio software and add all the data in the relevant columns. That’s it, you’re done!

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Can I send text messages from the cycling studio software? Are they free?

You certainly can! It’s really easy to send text messages from your cycling studio software and you can send as many as you like. However, we do need to charge you between 4-5.5p, which is pretty low to begin with – lower than most cycling studio software or running club software providers, in fact.

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I’m getting an error message when trying to send a text message from the running club software. Why is that?

This is most likely due to a membership which may have been suspended due to non-use or late payment, or not having sufficient funds in the account you’ve linked with your running club software.

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Can I send emails through the running club software?

Yes, you can and as many as you like! Sending emails through the running club software is completely free too, unlike text messages.

I need to give different levels of access to my instructors using the cycle club app – can I do that?

Yes, you can assign different roles to each one of your instructors using the cycle club app and it’s really easy too:

Go to People, then Your Members and then Coaches & Admins.

If you wish to change the level of access for an existing instructor, click ‘View profile’. If you want to assign the appropriate level of access to a new instructor, click ‘Add new staff’. This screen of your cycle club app has a dropdown menu which allows you to choose between three access levels:

• Admin – Provides full access to the instructor logging into the cycle club app but not the same level as the account holder (you); so, they cannot download or export any data, e.g.
• Coacha Full – Provides your instructor access to all members, sessions and registers, irrespective of which ones they have been assigned. However, they don’t get access to financials or any club stats, as only you can access that.
• Coacha Limited – Provides your instructor access to only members, sessions and registers they have been assigned, but they can still see attendance stats for individual member profiles and sessions as well as attendance registers they have been assigned.

Once you’ve selected the desired instructor role in your cycle club app and filled up any relevant fields, hit ‘Add’.

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Can you explain how the attendance register works in my cycle club app?

When you log into your cycle club app, you arrive at the main menu or Dashboard. Scroll down and you will see ‘Attendance Register’ (right below your cycle club app’s Noticeboard). Alternatively, you can access this through ‘Classes & Registers’.

The attendance register provides an overview of the sessions scheduled for the week. Click ‘Go to this register’ to view and use that register in your cycle club app, or click ‘void’ if the register didn’t take place – important as not clicking ‘void’ may skew your attendance statistics.

You’ll also notice four options in your running club app’s attendance register screen: Post Register, Today, This Week, and Search.

To search for a specific register between certain dates, use the last option. For a more detailed explanation on how every feature of your running club app’s attendance register works, check out this helpful  guide.

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Can I lock and unlock registers in my running club app if I need to?

Definitely! We’ve designed our running club app to let you use your smartphone as a digital register, allowing you to keep whatever you wish top-secret. So, what this means is your members can sign in/out of sessions without ever gaining access to anything else you have in your running club app.

First head to your Dashboard, then Classes, and then Attendance Registers. Click on ‘Go to this register’. Once the register opens in your running club app, you’ll see a red button which says ‘Lock register’. However, your members will still be able to sign in to sessions, and you can even access your personal notes – with that said, all other areas in your running club app will be restricted until you type in your password to unlock the register (and the rest of the running club app).

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Can my members book events/sessions only or other ‘stuff’ as well?

Your running club app allows members to not only book sessions and events but also training areas such as running/cycling tracks or lanes, or even the entire training ground/area if required.

Under the main Dashboard, you’ll find “Book a ground” or “Book a lane” – whatever name you have given it when providing members the option to book different things. Once your members enter this screen of the running club app, they can pick their timeslot, mention any individual(s) who will be accompanying them, and they will get confirmation once the venue or ‘event location’ has been booked.

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Can you explain how 1-2-1s and timeslot work in the running and cycling app?

Sessions booking, for both 1-2-1s and private groups, is a very useful feature in your running and cycling app, allowing members to directly book sessions and even events within a few taps or clicks.

After logging into their running and cycling app, your members will need to navigate to the main Dashboard and find ‘Book a session with a coach’. All they need to do now is select their instructor, pick a timeslot and make the required payment (if they must pay separately to book sessions through the running and cycling app), and confirm. That’s it!

They can also view their bookings later, should they ever need to change the timeslot or cancel the booking altogether.

Please note: To book another timeslot, the current one must be cancelled and a fresh booking needs to be made in the running and cycling app.

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How do I add a new instructor in my running and cycling app?

If there are any new instructors or faculty members coming into your club, you can give them access to your running and cycling app account at no extra cost!

First, you’ll need to find ‘People’ from the main Dashboard and then ‘Your Members’. This brings up a list of members in your club. Now head to ‘Coaches and Admins’ and you will see a list of instructors who have access to your running and cycling app account.

You’ll find an ‘Add new staff’ button here – fill out all the relevant details, select the level of access for your new instructor, and you’re done.

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How do I assign my instructor a login once they have been added to my running and cycling app account?

Once you hire a new instructor for your club, you’ll need to provide them with login details before they can access the running and cycling app.

Under ‘People’, you’ll find ‘Your Members’. Once there, click on the ‘Coaches & Admins’ tab in your app for triathlon. Add your new instructor and click on ‘View Profile’. Select your instructor’s level of access and below that you’ll have an email and password field. Fill these out and set a password. Let your coach know, so they can login to the app for triathlon and change their password.

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Can you show me how to set up a payment or subscription plan in my app for triathlon?

Certainly!

Setting up payment plans or subscriptions correctly in your app for triathlon is very important because you don’t want any of your members coming up to you and saying: “I forgot to renew my subscription” or “I didn’t know when it was due”!

So, find the ‘Money’ section under your app for triathlon’s main nav-bar and choose ‘Manage Plans’. This brings up a list of plan you currently have in place (if at all). Find the ‘Create a new payment plan’ section located in this area of your app for triathlon and enter your new subscription’s details. Give it a unique name, choose a billing frequency and pick the day/date on which you want members to pay.

If you already have a Stripe or GC account, then collecting subscriptions through your app for triathlon becomes even easier!

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Will you charge me for taking payment directly via the app for triathlon through GC/Stripe?

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Can I change the language in my app for triathlon if I ever needed to?

At the moment, your app for triathlon is only available to use in English – however, you can change up certain terms to suit your club’s circumstances.

For example, Instructor can be changed to “coach” or “teacher”, Class can be changed to “session” or “event”, and Member can be changed to “student” or “athlete”.

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Is there a limit to the number of email or text broadcasts I can send each month through my app for triathlon?

There’s no limit at all! Send as many texts and emails as you like but do keep in mind that while emails are free, SMS broadcasts through your app for triathlon may require anywhere between 4.5p and 5.5p, per standard text.