The all-in-one platform for coaches, clubs, and athletes to manage performance, communication, and operations seamlessly.

How do I activate my coach/parent/player account?

COACHES: After registering, an administrator reviews your account and grants access (trial or active). You'll receive an email notification once approved. Then log in, go to the Invitations page, and accept any club invitations to access specific clubs. PARENTS: Your account is automatically activated when a coach registers your child and enters your email. Simply log in with that email to access your Parent Dashboard. PLAYERS: Players don't have their own login accounts - they're managed by coaches and viewed by parents through the parent portal.

What does 'pending' status mean for my club invitation?

'Pending' means you've been invited to join a club but haven't accepted the invitation yet. Go to the Invitations page, review the invitation details (role, permissions, club information), and click 'Accept' to activate your membership. Until you accept, you won't have access to that club's data. Your membership automatically changes to 'active' upon acceptance, giving you immediate access to the club based on your assigned role.

What should I do if my account is stuck in 'pending'?

If your account shows 'pending', try these steps: (1) Check your Invitations page - you may have unaccepted club invitations waiting for you, (2) Verify you're logged in with the correct email address that received the invitation, (3) Log out and log back in to refresh your session, (4) If you're a new coach, your platform access might still be pending admin approval - be patient as admins review all new coach registrations, (5) Contact your club administrator or platform admin if the issue persists. Most 'pending' issues resolve once you accept your club invitation or receive admin approval.

How do I register as a coach or parent?

On the homepage, you'll see two options: 'I'm a Coach' and 'I'm a Parent/Guardian'. Click your role to login or register. Coaches need admin approval after registration. Once approved, you can create a club or be invited to join existing clubs. Parents get automatic access if their email was registered by a coach when adding their child as a player.

How do I get started with Arexian Hub?

After signing up, your account will be reviewed by an administrator. Once access is granted (either as a trial or active subscription), you can create your first club in Settings or accept invitations to join existing clubs. Each club has its own players, schedules, payments, and data. You can belong to multiple clubs and switch between them seamlessly.

How does the club membership system work?

Arexian Hub is organized around clubs, not individual coaches. When you create a club, you become its owner with full permissions. You can invite other coaches to join your club with specific roles: Head Coach, Coach, or Assistant Coach. Each role has customizable permissions. If you're invited to join a club, you'll receive a notification and can accept to start working with that club. You can be a member of multiple clubs simultaneously and switch between them using the club selector.

What are the different club roles and permissions?

There are four club roles: (1) Owner - full control over the club and all settings, (2) Head Coach - manages club operations with nearly full permissions, (3) Coach - standard coaching permissions, and (4) Assistant Coach - customizable limited permissions. Each member can have specific permissions set for: managing players, schedule, payments, analytics, videos, messages, and members. Club owners can adjust permissions for any member at any time.

How does the access system work?

Arexian Hub uses an admin-controlled access system. When you sign up as a coach, an admin receives a notification and can grant you trial or full access. Trial users can test all features with an optional expiration date, while active users have permanent access. Once you have access, you can create clubs or join existing clubs via invitation. Parents whose emails are registered by coaches get automatic access to view their child's information. This ensures quality control and proper onboarding.

What's the difference between coach and parent accounts?

Coaches are members of clubs where they manage players, create schedules, and access platform features based on their role and permissions within each club. Coaches can belong to multiple clubs with different roles in each. Their accounts require admin approval. Parents can only view their own child's data (attendance, performance, videos, payments) through a dedicated parent dashboard. Parents get automatic access when their email is entered during player registration by a coach.

Can I belong to multiple clubs?

Yes! You can be a member of multiple clubs simultaneously with different roles and permissions in each. For example, you could be an Owner of your own club while also being an Assistant Coach in another club. Use the club selector (shown in the top right when you have multiple clubs) to switch between clubs. All your data, views, and actions are scoped to the currently selected club, keeping everything organized and isolated.

How do I switch between clubs?

If you're a member of multiple clubs, you'll see a club selector dropdown in the top right corner of most pages (Dashboard, Settings, Players, etc.). Click it to quickly switch between any of your clubs. Alternatively, go to the Clubs page where all your clubs are displayed as cards - simply click anywhere on a club card to switch to that club and view its dashboard with all players, events, payments, and data. The 'Manage' button (for owners/admins) takes you to Settings. The selected club is saved, so when you return later, you'll still be in that club. Even with 50+ clubs, the dropdown makes switching fast and easy.

Who can see which clubs?

Admins can see and switch between ALL clubs in the system. Regular users (coaches) only see clubs where they have an active membership - meaning clubs they created (as owner) or clubs they've been invited to join. If you only see one club, that's because you're only a member of that club. To join additional clubs, someone with owner/admin permissions in those clubs must invite you through their Settings page.

Why don't I see all the active clubs?

You only see clubs where you have an active membership. Just because other clubs exist in the system doesn't mean you can see them - you need to be explicitly invited and have your membership accepted. Club data is completely private and isolated. If you want access to another club, ask that club's owner or an admin to invite you through the Settings → Assistant Coaches section.

How do I create a new club?

Go to Settings and fill in your club information including name, description, location, and contact details. As the creator, you automatically become the club Owner with full permissions. You can then invite other coaches to join your club, customize your club's colors and logo, and start registering players. Each club operates independently with its own data.

How do I invite other coaches to my club?

In Settings, navigate to the 'Club Members' section. You can invite coaches by email, assign them a role (Head Coach, Coach, or Assistant Coach), and customize their permissions. They'll receive an invitation and can accept to join your club. You can modify their role and permissions at any time or remove them from the club if needed.

How do I register a new player?

Go to the Players page and click 'Register Player'. Fill in the required information including personal details, parent/guardian contact, and emergency contact information. The system will automatically generate a unique player ID. You can also upload player photos and assign them to teams with jersey numbers.

How does video analysis work?

Upload training or match videos through the Video Analysis page. Coaches can add timestamped notes directly to videos, marking key moments with praise, corrections, or tips. Parents can view these videos and coach feedback on their Parent Dashboard. Maximum video file size is 100MB. Recommended format: MP4.

Can parents access the platform?

Yes! Parents have their own portal where they can log in using the email address provided during player registration. They automatically see a parent-specific dashboard with their child's attendance rate, upcoming events, payment status, detailed performance metrics (including match statistics like goals, assists, saves, tackles, fouls, cards, and minutes played), and training videos uploaded by coaches with timestamped coach notes and feedback.

How do parents log in?

Parents log in using the email address you entered as 'Parent/Guardian Email' when registering their child. The system automatically detects they are parents and shows them a dedicated Parent Dashboard instead of coach management tools. They only see data for their own child.

How are club members different from the Coach Network?

Club members are coaches who work together within your club - they have access to your club's players, schedules, and operations based on their assigned permissions. The Coach Network is a separate public directory where coaches from all clubs can discover each other, view profiles, and connect professionally. Club memberships are private working relationships, while the Coach Network is for professional networking across the entire platform.

What is the Coach Network?

The Coach Network allows coaches to discover and connect with other coaches from different clubs. You can view coach profiles, see their certifications and experience, read reviews, and send direct messages to collaborate or share insights. It's a great way to build professional relationships in the coaching community while keeping your club data private.

How do I create a coach profile?

Navigate to the Coach Profile page to create or edit your professional profile. Add your bio, specialties, certifications, years of experience, achievements, and portfolio images/videos. A complete profile with verification badge helps you stand out in the Coach Network and builds trust with parents and other coaches.

How do coach reviews work?

Parents and players can leave reviews on your coach profile, rating you on communication, expertise, professionalism, and results. Reviews include detailed feedback and are visible on your public profile. This builds credibility and helps others in the Coach Network understand your strengths.

How do I create and send invoices?

Navigate to the Payments page and click 'Create Invoice'. Select the player, enter the amount, payment type (training fee, membership, registration, etc.), and due date. The system automatically generates invoice numbers, tracks payment status (pending/paid/overdue), and maintains financial records for your club.

How does payment processing work?

Arexian Hub tracks and manages payment records but does NOT process actual payments. As a coach, you create invoices and track payment status (pending/paid/overdue). Parents see their payment status on their Parent Dashboard. Actual payment collection happens outside the platform - through bank transfers, cash, online payment methods, or whatever payment method you arrange with parents. The platform simply helps you organize and track these payments.

Can parents pay directly through the platform?

No, parents cannot make payments directly through Arexian Hub. The Payments page is a coach's tool for creating invoices and tracking payment status. Parents can VIEW their payment status and invoice details on their Parent Dashboard, but actual payment must be made through methods you arrange with them (bank transfer, cash, online payment links, etc.). You then update the payment status in the platform to 'paid' once received.

Yes, messages are secure and private. Only group members can read group messages, ensuring privacy for all communications. You can create different message groups for teams, parents, or staff, and also send private direct messages. All message data is stored securely on the platform.

How do group messages work?

In the Messages page, create groups for different purposes (team, parents, coaches, custom). Add members when creating the group, and all messages sent to the group will be visible to all members. You can control whether only admins can post or all members can participate. Media files can be shared within groups.

How do I schedule training sessions?

Go to the Schedule page and click 'Create Event'. Choose the event type (training, match, tournament, meeting), set the date, time, location, and add any relevant details. You can assign specific players, track opponents for matches, and record scores after games. Events show on both coach and parent dashboards.

Can I track player performance?

Yes, the Analytics page allows you to track various performance metrics like speed, endurance, accuracy, strength, and technique. Record detailed match statistics including goals, assists, saves, tackles, fouls, yellow cards, red cards, and minutes played. View performance trends over time with interactive charts, track attendance rates, see recent attendance records, and compare players across different metrics. Parents can click on performance metrics in their dashboard to see full details including match statistics and coach notes. Perfect for data-driven coaching decisions.

How do I manage attendance?

In the Schedule page, each upcoming event has a 'Mark Attendance' button. Click it to see all players (filtered by team if specified) and mark each as Present, Absent, Late, or Excused with one click. Attendance is saved automatically and can be updated anytime. Track attendance history and patterns on the Analytics page, which shows attendance rate percentage for each player and recent attendance records with status indicators. Parents can see their child's attendance rate and history on their Parent Dashboard.

What permissions can I give club members?

As a club owner, you have full control over each member's permissions. Choose exactly what each member can do: manage players, manage schedule, manage payments, view analytics, manage videos, send messages, and manage other members. Permissions are granular and can be adjusted anytime. Head Coaches typically have most permissions enabled, while Assistant Coaches might have limited access. New members receive pending invitations and must accept to get access to your club.

What is the Admin Panel?

The Admin Panel (visible only to users with admin role) is where administrators manage platform access. Admins can grant trial or full access, set trial expiration dates, revoke access, and track visitor statistics. IMPORTANT: The admin panel only controls who can access the platform. Club-level permissions (manage players, schedule, payments, etc.) are assigned by club owners through Settings → Club Members, not by admins.

How are clubs isolated from each other?

Each club's data (players, events, payments, videos, messages, analytics) is completely isolated and secure. Even if you're a member of multiple clubs, you'll only see data for the currently selected club. When you switch clubs using the club selector, you'll see a completely different set of players, schedules, and information. Club members cannot access data from other clubs unless they're explicitly invited to join them. The Coach Network is separate and allows voluntary professional connections between coaches while keeping all club operational data private and secure.

What happens if I leave a club?

If you leave a club or your membership is revoked, you immediately lose access to that club's data. The club will no longer appear in your club selector. If you were the club owner, you should transfer ownership to another member before leaving. All data created while you were a member (players, events, messages) remains with the club.

Can I transfer club ownership?

Yes, club owners can transfer ownership to another club member at any time through Settings. This is useful if you're stepping down or want someone else to manage the club. The new owner will receive full permissions, and you can choose what role and permissions you want to keep in the club afterward.

What features are included in the dashboard?

The main Dashboard shows key statistics (active players, today's events, pending payments, total revenue), upcoming events calendar, quick action buttons, and platform highlights. It provides a complete overview of your club's activities at a glance.

Can I customize my club's branding?

Yes, as a club owner or member with manage settings permission, you can customize your club in Settings. Set your club name, description, location, contact information, logo, and even customize primary and secondary colors for a unique look. You can also configure operational preferences like parent messaging permissions, payment approval requirements, and automatic attendance reminders. Each club can have its own distinct branding.

What club membership statuses exist?

Club memberships have three statuses: (1) Pending - invitation sent but not yet accepted, (2) Active - member has full access to the club based on their permissions, and (3) Inactive - membership has been revoked or suspended. Only active members can access club data and features. Pending members need to accept their invitation to become active.

How does the trial system work?

Admins can grant trial access with an optional expiration date. Trial users have full access to all platform features during their trial period. Once the trial ends, access can be converted to active (permanent) or expire. This lets potential customers test all features before committing.

How do coach invitations and activation work?

When a club owner invites you to join their club, a ClubMembership record is created with 'pending' status and your email address. You'll receive an invitation that appears on your Invitations page. To activate: (1) Log into the platform with the email address the invitation was sent to, (2) Navigate to the Invitations page, (3) Review the pending invitation details including your role and permissions, (4) Click 'Accept' to activate your membership. Upon acceptance, your membership status changes to 'active', your user ID is linked to the club, and your profile is immediately updated with access to that club. You'll then see the club in your club selector and can start working with that club's data.

Why is my coach account showing as 'pending'?

Your account shows as 'pending' if you haven't accepted a club invitation yet. When you're invited to join a club, you must log in and accept the invitation on the Invitations page. Until you accept, your ClubMembership status remains 'pending' and you won't have access to the club's data. If you've already accepted but still see 'pending', try logging out and back in, or contact your club administrator to verify the invitation was sent to the correct email address. The system will automatically activate your membership when you accept the invitation.

What's the difference between account activation and club invitation acceptance?

These are two separate processes: (1) Account Activation - When you first sign up as a coach, an admin grants you platform access (trial or active). This lets you log into Arexian Hub. (2) Club Invitation Acceptance - After you have platform access, club owners invite you to join their clubs. Each club invitation must be individually accepted on the Invitations page. You can have platform access but no club memberships, or be a member of multiple clubs with different roles in each. Both steps are required: platform access allows you to log in, and club membership acceptance gives you access to specific club data.

Can I see coaches who haven't accepted their club invitation yet?

Yes! As a club owner or administrator, you can see all invited coaches in your club member lists, even if they haven't accepted their invitation yet. Their membership will show as 'pending' status. This helps you track who's been invited and follow up if needed. Once they accept, their status automatically changes to 'active' and they gain full access to your club based on their assigned permissions.

What happens when I accept a club invitation?

When you accept a club invitation, several things happen automatically: (1) Your ClubMembership status changes from 'pending' to 'active', (2) Your user ID is linked to the club membership record, (3) Your user profile is updated to include the club in your member_club_ids list, (4) The club appears in your club selector if you have multiple clubs, (5) You gain immediate access to the club's players, teams, schedules, and other data based on your assigned role and permissions. This entire process happens instantly when you click 'Accept' on the Invitations page.

How do I delete my account?

To delete your account, go to Settings and scroll down to the 'Danger Zone' section. Click 'Delete Account' and type 'DELETE' to confirm. This permanently deletes your account and all associated data including clubs, players, and settings. This action cannot be undone.

Arexian Hub | All-in-One Sports Coaching & Club Management Platform

Arexian Hub is the all-in-one platform for modern sports coaches and clubs — manage multiple clubs, track player performance with AI video analysis, schedule training and matches, automate attendance, message parents securely and handle payments in one secure place.

Multi-club management with custom coach roles and permissions
Player performance analytics and match statistics
AI-assisted video analysis with timestamped coach feedback
Smart scheduling for training sessions, matches and tournaments
Automated attendance tracking and reminders for parents
Secure messaging with parents, players and staff
Invoice creation and payment tracking

Arexian Hub

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