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Academy Flow

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1. Dashboard Overview

Purpose
Provides a quick snapshot of academy operations—current batches, total students, pending fees, recent activity, and any notifications requiring immediate attention.

Key UI Elements & Features

  1. Metrics Cards: Top-level stats (e.g., Active Batches, Total Students, Pending Fees, Coach Requests).
  2. Notifications/Alerts Panel: Summaries requiring immediate action (pending coach approvals, urgent announcements).
  3. Quick Actions: Shortcuts to “Create New Batch,” “Invite Coach,” “View Payment Status.”

2. Academy Settings

Purpose
Enables configuration of academy-wide preferences: subscription details, branding, operational policies.

Navigation
Admin Panel → Settings → Academy

Configuration Steps

  1. Profile & Branding: Upload logo, set academy name, location, contact info.
  2. Subscription Plan: Review or change tiers (Basic, Premium).
  3. Default Fee & Payment Settings: Define fee structure (monthly, quarterly), link payment gateways, configure automated reminders.
  4. Roles & Permissions: Create roles (Admin, Manager, Support) and adjust data access levels.

3. Coach Management

Purpose
Invite coaches, handle affiliation requests, assign roles, and view coach activity.

Navigation
Admin Panel → Coaches

Key Actions

  1. Inviting a Coach: Enter phone or email to send an invite.
  2. Pending Requests: Approve or reject incoming coach affiliation requests.
  3. Roles & Permissions: Set each coach’s access level (Restricted Coach, Full Access).
  4. Activity Logs & Performance: Monitor assigned batches and attendance updates.

4. Batch Management

Purpose
Create and edit training batches, set schedules, track fees, and assign coaches.

Navigation
Admin Panel → Batches

Steps & Features

  1. Creating a New Batch: Enter batch name, schedule, capacity, and fee structure.
  2. Editing Existing Batches: Adjust name, schedule, or fees.
  3. Managing Players: Add/remove players, update fee status.
  4. Assigning Coaches: Link coaches to batches (restricted roles see minimal data).

5. Student (Player) Management

Purpose
Maintain all student data—personal details, guardian contacts, fee statuses, and performance metrics.

Navigation
Admin Panel → Students

Management Flows

  1. Adding a Student: Input name, DOB, guardian info, batch assignment.
  2. Viewing & Editing Details: Access personal data, update performance stats.
  3. Fee Tracking: View and update payment records, send payment reminders.
  4. Reports & Progress: Generate performance and attendance reports.

6. Payment & Fee Management

Purpose
Oversee all academy transactions, track unpaid fees, and handle financial reporting.

Navigation
Admin Panel → Payments or Fee Management

Steps & Insights

  1. Global Fee Overview: Total collected, pending, and overdue fees.
  2. Sending Payment Reminders: Automated or manual alerts to guardians.
  3. Recording Offline Payments: Update cash or bank transfer receipts.
  4. Payment History & Reports: Export revenue data for accounting or budgeting.

7. Communication & Broadcasts

Purpose
Central module for announcements and messages to coaches, students, and parents.

Navigation
Admin Panel → Communications or Announcements

Key Actions

  1. Broadcast Messaging: Send mass notifications (holiday notices, fee reminders).
  2. Inbox & Queries: Manage inbound parent/student questions (masked if coach is restricted).
  3. Performance Reporting: Share group or individual performance updates.

8. Approvals & Requests

Purpose
Consolidates all pending actions—coach invites, affiliation requests, and batch enrollment requests.

Navigation
Admin Panel → Approvals or Notifications

Overview

  • Coach Affiliation: Approve/deny coaches requesting to join.
  • Batch Enrollment: Authorize new player admissions.
  • Escalations: Manager-level requests that need admin sign-off.

9. Reporting & Analytics

Purpose
Generate data-driven insights into academy performance, student progress, and financial health.

Navigation
Admin Panel → Reports or Analytics

Types of Reports

  1. Financial Reports: Revenue by month, outstanding fees, payer trends.
  2. Attendance Analytics: Batch-wise attendance patterns, drop-outs.
  3. Performance Dashboards: Student skill progress, coach session effectiveness.
  4. Export & Share: PDF or CSV options for offline analysis.

10. Profile & Account Maintenance

Purpose
Allows admins to update account details, passwords etc

Navigation
Admin Panel → My Account or Profile Settings

Actions

  1. Personal Info: Name, profile picture,
  2. Secrets: passwords,

Academy Flow Summary Table

Section Purpose Key Actions Outcome
1. Dashboard Overview Quick stats & urgent notifications. - View Active Batches, Total Students, Pending Fees, etc.
- Access shortcuts for batch creation/invites.		 Immediate snapshot of academy health & easy navigation to key tasks.
2. Academy Settings Configure branding, subscription, and default operations. - Set logo & contact info
- Manage subscription tier
- Define default fee policies & roles		 Ensures consistent academy identity & centralized operational policies.
3. Coach Management Invite or approve coaches, set their permissions. - Send invites or review pending requests
- Assign roles (Restricted Coach, etc.)
- Monitor coach activity logs		 Maintains secure coach roster with controlled data access.
4. Batch Management Create/edit batches, schedules, and fees. - Create new batches (time, capacity, fees)
- Edit existing batches
- Assign coaches		 Streamlined organization of training sessions and clear fee structure.
5. Student (Player) Management Track student data, guardian info, fee status, and performance. - Add/edit student profiles
- View or update performance
- Manage fee status and reports		 Keeps comprehensive student records for improved training outcomes and financial tracking.
6. Payment & Fee Management Oversee all financial transactions and fee reminders. - Global fee overview
- Automated/manual payment reminders
- Record offline payments		 Real-time financial insights; robust tracking of dues and receipts.
7. Communication & Broadcasts Send announcements and messages to relevant stakeholders. - Broadcast messages (schedule changes, holidays)
- Inbox for queries
- Share performance reports		 Ensures consistent, timely communication across the academy ecosystem.
8. Approvals & Requests Centralized view of affiliation or enrollment requests. - Coach affiliation approvals
- Student batch enrollment requests
- Escalations requiring admin review		 Simplifies oversight and ensures no unvetted access to academy resources.
9. Reporting & Analytics Generate performance, attendance, and financial insights. - Create financial reports (month/quarter)
- Attendance dashboards
- Exportable data (PDF, CSV)		 Data-driven decision making for improving academy operations and training outcomes.
10. Profile & Account Manage admin personal settings, security, and audit logs. - Update personal info/password Maintains secure admin access and transparent tracking of critical configuration changes.