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Getting Started with Hoopit - Guide for Team Managers and Coaches
Welcome to Hoopit! This guide will help you get started as a manager or coach. You will learn how to manage your team, add members, create training sessions and matches, and communicate with your group.
1. Gaining Access to Hoopit
To get started as a manager or coach in Hoopit, you need access to both the web dashboard and the app.
Log in to the Web Dashboard
The web dashboard is your administrative control center. This is where you do most of your management work.
Go to admin.hoopit.io
Log in with the email and password that was provided when you were added as a manager or coach
You will now see an overview of your team or group
If you haven't received login information, contact your team management or Hoopit support
Web vs. App - What's the Difference?
Hoopit is available as both a web tool and a mobile app. Here are the main differences:
Web Dashboard (admin.hoopit.io) is best for administration. Here you can add members, create activities, manage payments and send messages. It gives you full control over all functions.
Hoopit App is best for daily use. As a coach you can take attendance, share results, send quick messages and receive notifications. You can download it from the App Store or Google Play.
Most management tasks are best done on the web, while the app is perfect for communication and attendance during training sessions and matches.
2. Adding Members
To build up your team you need to add athletes and guardians.
Inviting Athletes
Log in to admin.hoopit.io
Go to "Members" or "Team"
Click "Add member" or "Invite player"
Enter the athlete's email address
Select what role the person should have (player, coach, manager, etc.)
Click "Invite" or "Send invitation"
The athlete receives an email with a link. They click on the link and create their Hoopit profile
Inviting Guardians/Parents
Guardians can get access to information about their child without being active on the team.
Go to the member overview and select the athlete
Find the option "Add guardian" or "Invite guardian"
Enter the guardian's email address
Send invitation
The guardian receives an email and can log in to see the training plan, results and other relevant information
Tips for Invitations
Check that email addresses are spelled correctly before sending invitations
Sometimes invitations end up in the spam folder, so ask members to check there if they don't receive the email
You can send reminders if someone hasn't accepted the invitation after a few days
3. Managing Members
Over time you may need to update your member list. Hoopit makes it easy.
Removing Members
Go to "Members" on the web dashboard
Find the member you want to remove
Click on the member or the icon for more options (often a three-dot menu)
Select "Remove from team" or "Remove member"
Confirm that you want to remove the person
The member will no longer have access to the team's information
If a coach or manager should be removed from their role, you can often change their role to "player" instead of deleting them completely.
Handling Duplicate Registrations
Sometimes duplicate member records occur, for example if a person registers themselves and is invited at the same time.
Identify duplicate accounts in the member list
Keep the account that has the most information and is most up to date
Remove the other account by following the steps above
If duplication occurs regularly, you can ask members to check if they've already been invited before registering
Updating Member Information
Click on the member to view their profile
Click "Edit" or the edit icon
Update phone number, address, or other relevant information
Save the changes
4. Creating Activities
Activities are training sessions, matches and other events. This is one of the most important tasks as a manager.
Creating a Single Activity
Log in to admin.hoopit.io
Go to "Activities", "Training" or "Calendar"
Click "Create activity", "New training" or "+ Add"
Select activity type (training, match, other activity, etc.)
Fill in the following information:
Name or title of the activity
Date and time
Duration
Location or where the activity takes place
Description or agenda (optional)
Who is invited (entire team, specific group, etc.)
Click "Create" or "Save"
All invited members receive a notification on the Hoopit app
Creating Recurring Activities
If your team has a regular training day every week, you can create a recurring activity that saves time.
Create an activity as usual
Find the "Repeat" or "Recurring" option
Select frequency: weekly, every two weeks, monthly, etc.
Choose when the recurrence should stop (date or number of times)
Save the activity
Hoopit will now automatically create all training sessions on your calendar
You can edit or cancel individual instances without affecting the rest of the series.
Creating a Match or Tournament
Create an activity and select "Match" as the type
Fill in the opposing team (if known) or add it later
Specify home or away
Add relevant details such as starting lineup, if desired
You can record result and goal scorers during or after the match
Tips for Activity Planning
Create activities at least a week in advance if possible, so members have time to plan
Be consistent with times - it makes it easier for members to remember
Add detailed location information, such as address or building number
If an activity is cancelled or postponed, update it quickly and send a notification
Remember that attendance is often recorded during the activity, so create all relevant training sessions
5. Sending Messages via Posts
Hoopit has a post feature that lets you communicate with the entire team or specific groups.
Create a Post
Log in to admin.hoopit.io or open the Hoopit app
Go to "Posts", "Messages" or "Feed"
Click "New post" or "+ Write something"
Write your message
Select who should receive the post (entire team, specific group, or specific people)
Add images or files if you wish
Click "Publish" or "Send"
What Can You Use Posts For?
Important announcements (cancellations, changes to training schedule)
Congratulating team members for good performances
Sharing match results
Reminders about upcoming activities or deadlines
Instructions for warm-ups or special training sessions
Social updates to build team cohesion
Best Practices for Posts
Be clear and concise - people don't read long messages
Use clear headings for important messages
Avoid sending too many posts - it can become noise in the feed
Important messages can be sent at the best possible time (not too early in the morning or late in the evening)
Try to maintain a positive and inclusive tone
6. Managing Membership Fees and Training Fees
Hoopit has built-in payment functionality that makes it easy to manage fees.
Setting Up Fees
Go to "Settings", "Finance" or "Payments" on the web dashboard
Select "Create fee" or "Add charge"
Select fee type: membership fee, training fee or other
Fill in name, amount and payment deadline
Select which members should pay (entire team or specific people)
Save the fee
Sending Invoices and Getting Payment
Once you've created a fee, Hoopit can automatically send invoices to members
Members can pay directly in the Hoopit app using Vipps, card or other payment methods
You get notified when payments are received
You can see the status of all outstanding payments on the dashboard
Transferring Money to Your Team Account
Collected funds are collected in a Hoopit account
You can transfer money to your team's bank account at any time
Go to "Finance" and select "Transfer" or "Withdrawal"
Enter the amount and which bank account the money should go to
Confirm and process the transfer
For more detailed information about payments and fee management, see Hoopit's own finance guide.
7. Using the Hoopit App as a Manager
While the web dashboard is for administration, the app is perfect for training and daily use.
Download and Log In
Download Hoopit from the App Store (iOS) or Google Play (Android)
Log in with the same email address and password as on the web dashboard
The app will synchronize with your teams and activities
Recording Attendance
During a training session or match you can quickly record who is present.
Open the activity in the app when you're at the training facility
Click on each player to mark them as "present"
You can also mark as "absent" or "injured"
Attendance information is saved automatically
Guardians and members can see their attendance history
Recording Results and Statistics
After a match, open the match in the app
Enter the result (how many goals your team scored and how many the opponent scored)
You can add goal scorers and other details
All members and guardians can see the result immediately
Sending Quick Messages
Use "Posts" or "Chat" to send messages to the team
You can also send direct messages to individual members or their guardians
Messages are received as notifications on the app
Viewing the Activity Calendar
Open the "Calendar" or "Activities" tab in the app
You see all upcoming training sessions, matches and events
You can see who has confirmed their attendance
Click on an activity to see all details
App Tips for Coaches
Pin the app to your phone's home screen for quick access during training
Enable notifications so you don't miss important messages from the team
Use the app to take photos or videos from training and share in the post feed
The app works offline - attendance and results are synchronized when you have internet again
Check member profiles in the app for contact information, injuries or special notes
Summary
You are now ready to get started with Hoopit! Here are the key steps:
Log in to admin.hoopit.io with your login details
Invite your athletes and parents to the team
Create weekly training sessions and matches in the calendar
Use posts to communicate with your team
Download the app to record attendance and results
Set up fees if your team requires membership or training fees
If you have questions or need help, you can contact Hoopit support or see their online resources. Good luck with your team!
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