How to create a coach in resources?

Creating a coach resource allows you to associate work slots and easily determine which activities the coach can lead. This ensures a smoother, more structured organisation of your planning. Once you've created a coach file, you can easily add them to your planning activities, taking into account their working hours.

The coach created as a resource is not the coach created as a user⚠️

It is important to note that you are creating a ‘coach’ type resource here, and not a user with the role of coach, giving your collaborators access to the Xplor Gym backoffice. If you want to create a ‘coach’ user, see this article. It is also possible to link the coach resource that you are going to create to the user in question so that he can only see his own planning and not those of others, for example.

STEP 1 - GO TO SETTINGS > SCHEDULE AND BOOKINGS > RESOURCES

To create resources for the planning, go to Settings, then Schedule and Bookings. Then click on the Resources and Coaches tab.

STEP 2 - FILL IN THE COACH'S MAIN INFORMATION

Click on + Add a coach. 

Fill in the coach's details:

• Name, First name, Alternative name (optional) : The alternative name will be displayed in the Member Area if the activity is visible.
• Email address (optional) : ⚠️ Two coach files cannot share the same e-mail address. However, a user file can have the same e-mail address as a coach file.
• Mobile (optional)

Then click Save to continue creating the coach file.

STEP 3 - ADD INTERNAL MEDIA (OPTIONAL)

A photo or any other file (CV, Diploma, etc) may be attached to the coach's file. These documents will remain strictly internal and will not be distributed to members. Click on Add media to upload the documents.

STEP 4 - ADD ACTIVITY RESTRICTIONS (OPTIONAL)

You can restrict the activities that a coach can run to avoid incorrect assignments when planning. Click on Add an activity to indicate which activities can be run by the coach.

STEP 5 - ADD THE COACH'S PLANNING (OPTIONAL)

Once your coach has been created, you can define his working hours from the Planning menu on his coach page. This ensures optimum planning and avoids assigning a coach to a slot in which he or she is not available.

• Add the coach's standard hours

Click on Add a planning and define for each day of the week the time slots when the coach is available. You can enter several slots per day (e.g. Monday 10am-1pm and 6pm-9pm).

Click on the small pencil corresponding to the day of the week for which you wish to add a slot.

The day of the week is displayed.

• If the coach is not working on a given day, simply uncheck the ‘Coach works on [day]’ box and then save. This will automatically mark the coach as unavailable for all activities scheduled for that day.

• If the coach works that day, simply enter his or her times by adding the corresponding time slots. If there is a break between two slots, use the ‘+ New slot’ button to create several separate time slots. This ensures precise management of your coach's availability throughout the day.

Save and repeat the operation for the other days of the week. The interface will show you all the slots for the week, once the slots have been saved:

Default times 00:00-00:00⚠️

When coaches are created, they are indicated as being available throughout the day/night. It is therefore important to personalise the hours to optimise resource management for your activities.

• Add specific hours

Specific hours allow you to add periods of absence for holidays, illness or other reasons. These absences take precedence over the standard hours.

To enter an absence, click + Add a specific hour.

There are two options:

🔹 Case 1 – Absence for one or more full days
If the coach is absent for an entire period, tick the ‘Schedule an absence’ box, then enter the relevant dates. During this period, the coach will automatically be considered unavailable and cannot be assigned to any activity.

🔹 Case 2 – Absence during a specific time slot on a given day

If the coach is absent at a specific time on a particular day, tick the ‘Edit a day's hours’ box, then enter the times at which the coach will work on that day. These will take precedence over the usual times defined in the standard schedules. During this period, the coach will automatically be considered unavailable and cannot be assigned to any activity.

In both cases, once you have made the changes, you can click Save.

How does Xplor Gym help you organise the planning once you have entered the coaches' hours?🚀

✅When creating a slot, you can identify whether the coach is available or not for that time. When a recurrent class is created, the dates on which the coach is absent are unchecked by default and can be changed manually afterwards.

✅Thanks to the ‘Coaches for the day’ filter in the planning, you can see at a glance : :

• Identify the slots in which a coach is absent, as these are shown in grey.
• Easily spot timetable conflicts, i.e. slots where a coach has been allocated but is unavailable, indicated by a visual indicator.

✅A new section in the alerts dashboard lets you view the classes affected by a coach absence.

• An alert widget displays the number of classes without a valid coach.

• Clicking on it will take you directly to the filtered planning for these classes.

✅ Client experience guaranteed: Members do not see unmanaged absences, allowing the club to adjust the planning without disrupting the display on the member area.

To find out more about creating an activity slot on the planning, click here. To find out more about creating recurring classes, click here.  

You can now create a coach as a resource in the planning and manage their hours.