Welcome To Athlicity

Welcome To Athlicity

Thank you for choosing athlicity to help manage your scheduling, training and billing needs. The following content will help you get up and running with the product quickly but please know were are always available to answer more complex questions or if you require some form of technical support. Please refer to our Contact Us page if you need more detailed assistance.

About Athlicity

These help pages provide detailed information to help you work effectivly with Athlicity. We value your feedback so please always feel free to contact us with ideas for improvement or to let us know what is working well for you.

Terminology

The following sections will help get you familiar with some key terms used in athlicity. Alternatively, you can click on one of the topic headings on the left to see detailed information about a specific part of the application.

Athletes

An athlete in athlicity represents a student learning a particular sport or discipline. As such, this general term may refer to a Figure Skater, Hockey or Football Player, Dancer or a Gymnast. We intentionally use the term athlete here because in all of these cases the individual has to train. They need to show dedication to move forward in their chosen sport or activity. They also need good coaches to help them in their training.

Adding Athletes

Athletes can be created in one of two ways depending on your athlicity subscription. As a coach, you can add athletes by clicking the button and choosing Athlete from the list of options. As a standard athlicity user, you can manage your athletic profiles on your preferences page.

Athletes have a first and last name and can also have a known name. For example, you may be John Johnson but you are known in the sport as "Slugger" Johnson. You can also add contact information to the athlete profile which will help your coaches stay connected to the right person for billing and other important communications.

Editing Athletes

As a coach, you can always manage your athletes by clicking "Athletes" in the main menu. there is detailed help available on that page and the general help page to understand the various options available to you.

As a standard athlicity user, you can edit your athlete profile on the preferences page.

Events

An event in athlicity represents a lesson, class or other activity that is provided by a coach at a specific time. Events can be recurring in nature meaning they happen at the same time each Day, Week, Month or so on. Events can also be with a specific athlete or some form group class.

Adding Events

Events can only be added by coaches and are available by clicking the Create New button at the top of the page or from the schedule page.

Editing Events

Events can be edited from the schedule or the list of upcoming events. When editing, you may have the choice to edit the specific event or the entire series if it is a repeating event. When editing the series, changes to start times and durations will only be applied to events in a pending status. Completed events and cancellations will not be modified.

Goals

Goals in athlicity are a fun way to motivate athletes to reach new heights.

Adding Goals

Goals can be added by coaches or athletes and can be reviewed at any time. Adding a goal is done by clicking the Add Goal button and entering the name of the athlete and the actual goal text. You can preselect a medal at this time and optionally associate the goal to a coach. Adding a target date will give the athlete something to work towards but this is optional.

Completing Goals

When a completed date is added to the goal it is marked as completed. The athlete will recieve an email to let them know that the goal is now completed and they will be able to see their medal. If the athlete is a member of athlicity, they will also be able to see their goal on a plaque in their Trophy Cabinet.

Home Page

The home page shows a summary of what is happening in your athlicity world. On this page you can see upcoming events, notes and other information relevent to your subscription.

This is a list of your next 10 events showing the date and time for each along with the athlete names.

Next to each event are action buttons that will help you take control of your scheduled activities on a daily basis.

This button will complete the associated event. Once completed, it will show up in grey on your schedule page and will be removed from this list. If you need to revert this operation you can do so by navigating to your Schedule.

This button will open a window to add a one time payment and then complete the associated event. Once completed, it will show up in grey on your schedule page and will be removed from this list. The completed event and payment will be immediately available for review on the Billing page.

This button will open a window to cancel the associated event.

This button will open a window to edit the associated event.

Clicking anywhere on the row will also open an edit window when running on a tablet, for example.

Notes provide an easy way to keep track of important information. For example, you may want to track links to some upcoming competitions or a cool you tube video. If there is something going on that you need to keep track of then add a note for it and it will always be right there on the home page. Once you are done with the note, simply click the X in the upper right corner to remove it from the list.

Managing Athletes

You are able to create a new athlete from anywhere in the application using the button and choosing Athlete from the list of options.

The goal with the application is to make the interaction between coach and athlete as seamless as possible. Once an athlete is created, you can easily manage their scheduling and billing and can include contact email addresses to send information directly to them. Athletes can also register for an account with athlicity.com to track goals and notes independent from any relationship they have to registered coaches.

Athlicity can help you stay connected with your athletes by tracking their contact information in a single, always accesable location. When creating an athlete, you will be presented with an input window to enter important information such as name and email. You can also enter contact and address information on this form if the billing recipient differs from the main contact for example.

Your saved athletes they will be available to view on your Athletes. Simply start entering their name in the search box or locate them in the list of athletes to begin working with that profile. Once you locate an athlete you can click anywhere in the row or the button to show a list ov available options. These are described in detail below.

This tab on the athletes page shows detailed information about the selected athlete. On this tab you can edit name and address information for the athlete and also manage their current skill levels in your sport.

You can connect with this ahlete by selecting the button. This will send an email to the athlete inviting them to connect with you on athlicity. Once connected, the athlete will be able to see upcoming scheduled events, goals, skill level information and maintain their own training log and notes. They will also be able to update their contact information meaning you will have the most up-to-date information available without having to manually manage address or phone changes.

Skill Levels are an important feature of athlicity as they let you track when an athlete reached milestones in your sport. This can be essential when managing competition entry as well as guaging their progress in an ongoing basis.

This tab shows information about upcoming events with this athlete. You can change the date range being displayed using the input fields available.

On this tab you can also edit single and repeating events using the associated buttons.

Goals are a great way to incentivise your athletes by awarding them badges for reaching milestones in their sport. For example, you might set a goal for an athlete to run a specific distance under a certain number of seconds. When they reach the goal, you complete it in athlicity and they will be sent a congratulatory email with the badge you choose. If the athlete is also registered with athlicity and connected to you they will be able to view these goals in their trophy cabinet as well as seeing open goals on their own home page.

The billing tab helps you track statements sent to athletes as well as payments recieved. This is a summary of the information available in your Billing page.

Scheduling

Athlicity lets you schedule one time or repeating lessons and events with ease. The following section describes the operation of the scheduling page specifically but you are able to create a new event from anywhere in the application using the button and choosing Event from the list of options.

The scheduling window gives you a visual representation of a day or week at a glance. From here you can view, create and edit both repeating and single events.

Calendar

This shows dates in a given month with the currently selected date highlighted for reference. Click on a date to change the main schedule to that date or use the arrows to navigate by month.

Schedule

Day or Week View

The schedule control in athlicity shows all events for the current coach on a selected day or week. The buttons on the top right of the calendar will toggle the view between the two.

Intervals

By default, the schedule will display with 10 minute increments. To see more or less events on a page you can change this using the drop down located to the upper left of the schedule. Setting to a higher number such as 20 or 30 minutes will show more events on the page a lower number will show less but more detail about the events.

Event Changes

Clicking in an open are on the schedule will create a new event defaulting to the clicked time. A new window will open to allow selection of athlete, duration or time adjustment.

Clicking on an existing event will show a list of options for that event.

  • Edit Event - This will open a window to adjust information about this event.
  • Edit Series - For repeating events this will open a window to edit repeating information.
  • Cancel Series - For repeating events, this will let you cancel all future instances of the event.
  • Complete Event - This will set the event to a completed status
  • No Show Event - This will set the event to a no-show status indicating that the athlete did not arrive and did not call ahead.
  • Cancel Event - This will set the event to a cancelled status indicating that the athlete contacted ahead of time to cancel.

Drag and Drop - Desktop only

Whe viewing athlicity on a desktop browser the schedule will allow time and duration changes by dragging.

  • Click and hold the button down on your mouse to begin dragging an event. The event will go opaque and you can place anywhere on the schedule to change the start time.
  • If the event is part of a group you will have the option to move all or just one occurance of the event to a new time.

This is a list of your next 10 events showing the date and time for each along with the athlete names.

Next to each event are action buttons that will help you take control of your scheduled activities on a daily basis.

This button will complete the associated event. Once completed, it will show up in grey on your schedule page and will be removed from this list. If you need to revert this operation you can do so by navigating to your Schedule.

This button will open a window to add a one time payment and then complete the associated event. Once completed, it will show up in grey on your schedule page and will be removed from this list. The completed event and payment will be immediately available for review on the Billing page.

This button will open a window to cancel the associated event.

This button will open a window to edit the associated event.

Billing

The following section describes the operation of the billing page specifically but you are able to create payments or item charges from anywhere in the application using the button and choosing Payment or Item from the list of options.

Athlicity has a robust billing model that makes it easy to track charges for lessons, events and other services along with payments received. Billing statements can be emailed to athletes or their parents for review and summary reporting is available to help reconcile end of period accounting.

Creating a new bill is simple in Athlicity and can be done from the Billing page.

You can create a new bill for a specific month or a custom date range by selecting one of the Statement Period options. When working with custom dates you need to specify the From and To dates otherwise you can select the Month and Year of interest.

You need to choose at least one athlete to view billing items for and you can select to Include Pending items if generating a bill for future events.

Once you have entered the desired billing criteria click on to generate this bill.

Once you have created and verified the information on the bill, you can click on to send a copy of this bill to the athlete or designated billing contact. The bill data is stored exactly as shown and so any subsequent changes will not appear. If you have to change a line item you can simply click on to send an updated version.

Reports

Athlicity has a range of reports available to coaching subscribers. These are available under the Reports menu item. Each report is listed along with a summary description of the report.

To run a report in athlicity, simply click the report title in the list on Reports or the Run Report link.

  • Some reports have filter criteria that can be used to tune the output. For example, a schedule report may allow filtering by date range.
  • When the appropriate filters have been applied, click to genrate the report
  • To generate a hard copy of the report, click
  • To run the report again with different filters, click