Allocating Work to Coaches

Allocation is how a booking made with your organisation becomes a named coach's job. It is the main thing a funded seat buys, and it works in two places.

You can allocate to employed coaches only

The list you choose from is the coaches you employ, meaning members holding the Coach role on a seat you fund. Coaches who are merely listed on your public roster do not appear, because being allocatable is exactly what the seat pays for.

You also need the Organisation Plan to be live and paid. An organisation that has lapsed, or that has been suspended, cannot make new allocations.

Service bookings

Open the booking from your bookings desk and choose a coach.

A new booking is reviewed before it becomes work: somebody on the desk accepts or rejects it, and can hand it to a different coach first. The coach you allocate is told once the booking is accepted and is genuinely theirs, rather than while it's still being decided.

The picker shortlists coaches who hold the service's sports, since the sport is the service's own subject and that's usually the shortlist you want. There is a toggle to show everybody else you employ, with a count, for when the obvious choice is not the right one.

Events

Name coaches on an event when you create or edit it. They appear on the public event page, so attendees know who is running the session.

The picker here orders by sport rather than limiting by it: coaches whose sports match the event come first, and nobody is hidden. An event often has a lead coach plus helpers who are not sport-matched, so excluding them would be wrong.

What the coach sees

Work you allocate appears in their own calendar and bookings alongside anything else they do. They reach the event they are rostered on from their calendar.

The money settles to your organisation. You are the merchant on your own listings, and paying the coach is between you and them.

What a coach cannot see

An employed coach gets your services desk, scoped to the work you have allocated to them. They do not get your events desk, because that screen carries cancellation controls and an export of every booker's email address, which belongs to whoever runs the event.

Changing or removing an allocation

Reallocate the booking to somebody else, or clear it. Both sides are updated.

If you remove a coach from your organisation, everything allocated to them is handed back immediately and you are told what has come back, so you can find cover. A suspension does not do this, and neither does a lapsed payment: in both of those cases the roster stays exactly where it is. See When a Coach Leaves.