Step-by-step, for every role

New program? Contact AthleteFlow — we set up your school and its first team, and you land as the team's admin.

If a colleague already set the school up, ask them to invite you instead (step 2) — one organization per school.

• Admins manage every team in the school: create teams, invite anyone, manage rosters school-wide.
• Coaches get the same daily tools (programs, testing, reports, conditioning, nutrition) scoped to the teams they coach.

In Team, invite members by email with a role — athlete, coach, or admin — or hand out a role-scoped join link or QR poster from the same screen so people join themselves, no email required.

• People who already have an account are added to the team instantly.
• New people get an invite email — the link signs them in, they set a password, and they land on the team. If an invite email doesn't arrive, share the join link or QR poster instead — it works the same.
• Print the join poster and post it in the locker room; coach links are staff-only, so share those carefully.
• Home shows an adoption count — joined vs. invited — so you can see who's still missing.
• Deactivate (don't delete) members who leave; their history stays for your records and they can be reactivated.

TipInvite a second coach early — every staff member can build programs and enter test results, which halves your data-entry time on test days.

On any athlete's row on the Team page, tap + Invite parent and enter the parent's email. They get read-only access to that athlete only — schedule and progress, no editing. Invite as many guardians per athlete as you need.

In Programs → Exercise library, check the built-in catalog, then add anything your program uses that's missing — name, category, muscle group, equipment. Templates and 1RM tracking both pull from this list, so get the names right once and reuse them everywhere.

In Programs → Templates, create a one-off workout for anything outside a program — a combine, a captain's practice, a makeup session. A program's day-by-day workouts are edited inside the program itself, on the Programs tab. Either way you set its session type (lift / practice / conditioning / recovery) and estimated duration, then add exercises in order. Each line is a full prescription:

• Sets, reps (ranges like "8-10" are fine), RPE target, rest seconds.
• Load type: absolute (a fixed weight), % of 1RM, or bodyweight.
• With % of 1RM, each athlete sees their own target weight, resolved from their own best evidence — a verified max, a capped estimate off their recent training, or an RPE effort target if they have never tested the lift. One template fits the whole roster.

TipA %-of-1RM prescription resolves even before you have tested anyone: with no verified max the app estimates from recent logged sets, and with neither it shows an RPE effort target instead of a weight. Verified maxes in step 7 still make the numbers sharper — they anchor the percentage instead of it being inferred — so record them early, but the first percentage-based session does not have to wait on them.

In Programs → Schedule, assign a template to the whole team or one athlete:

• One date, or a repeating series — weekly, every two weeks, or custom weekdays (e.g. Mon/Wed/Fri) until an end date. You'll see exactly how many occurrences it creates before you confirm.
• Add a time and it shows in athletes' session reminders (evening before and morning of).
• Add a location ("Main gym", "Track") so it shows on their schedule.
• Deleting a series origin removes all its future occurrences in one go.

Three tabs in Testing — the numbers arriving, the numbers as they stand, and setup:

• Test days — create a session (e.g. "Pre-season Testing"), add line items mixing performance tests and strength 1RMs, then enter results athlete-by-athlete right from the field. Only changed cells save, and your entries autosave to this device as you type, so a dropped connection or an accidental refresh won't normally cost you your typing.
• Pending verification, on that same tab below the sessions — athlete-logged 1RMs and benchmark scores land here, grouped by athlete so you can check a whole test day at once. Verify all or one at a time — a verified 1RM drives %-of-1RM targets, and any verified result counts on the leaderboard — or remove anything that doesn't look right. Verifying a new best offers a prefilled team-feed shoutout (optionally pushed to parents) you can edit or skip. The tab carries a count so you can see marks are waiting without opening it.
• Benchmarks — the team's standing numbers. Browse everyone's results for one test at a time for a quick scan or cleanup, and below that record a quick max anytime without a full test day. Your entries are verified immediately; stale ones get a retest flag.
• Setup — define what you measure beyond the global catalog: name, unit, and whether lower is better (sprints) or higher is (jumps, lifts). For sports with vetted collegiate standards (boys lacrosse today), the Collegiate tracked list on the same tab suggests the tests college programs actually look at — one tap adds any your team is missing. You touch this once a season, which is why it is no longer sitting next to the things you use with a stopwatch in your other hand.

TipTest days appear on the team calendar automatically, and entry boxes show right on each athlete's home screen, so nobody misses one.

On the Calendar, use + Add game / event for games, meets, scrimmages, and tournaments — title, date, optional time and location. Athletes and linked parents see them alongside training. Watch for the multi-team day badge on days where dual-sport athletes have commitments from more than one team.

• Inventory — add items with unit cost, starting quantity, and a low-stock threshold. When stock crosses the threshold, staff get a push alert.
• Labels — print the QR label for each item and stick it on the bin. Athletes scan to grab; stock decrements automatically and every grab is logged to the athlete.
• Sharing — grant other teams access to your items. Their grabs are billed to their team, and Activity shows your own vs. cross-program consumption in dollars.

Build a small library of Blocks (running / strength / mixed, with a description like "8x100m, 60s rest"). At practice, open Broadcast, pick a block (or type an ad-hoc note), and send — it appears on every athlete's phone instantly, and completions roll onto your live board as they log.

TipTie a block to a test type and every logged result also posts to the athlete's Metrics as a benchmark — conditioning that quietly builds your testing history.

Your Home screen is the morning check: Team pulse shows recent assignment activity across the roster, today's readiness per athlete (from their daily check-ins), missed and quiet flags, dual-sport conflicts, and recent PRs. Athletes who share a college target show their level (JuCo through D1) right on the roster board. Encourage athletes to do the 30-second check-in — readiness only shows up once they do.

Pick a team and a 4/8/12-week window: compliance %, total volume, with-team vs. solo split, weekly trends, readiness trajectory, and a per-athlete table sorted lowest compliance first — so the conversation finds you. Export summary or raw-sets CSV for deeper analysis.

Need recruiting packets? The Recruiting sheets card on the same page prints verified bests for any set of athletes — add them one by one, then print. One page per athlete in a single print dialog, so Save as PDF gives you one file for a whole camp or showcase group.

Install AthleteFlow to your home screen and enable push notifications in Settings — low-stock alerts, session reminders, and check-in nudges arrive like any other app notification.