YouthNet Onboarding Guide

Version 1.0
Getting Started with YouthNet

Welcome to YouthNet

Congratulations on choosing YouthNet. Whether you manage a sports academy, coaching center, dance school, music academy, fitness studio, or community program, YouthNet is designed to help you simplify operations, improve participant engagement, and gain better visibility into your organization.

This guide will walk you through the recommended setup process and help you get your organization operational as quickly as possible.

Before You Begin

Before setting up your account, gather the following information:

• Organization Information: Organization Name, Logo, Contact Information, Website (if applicable)
• Programs & Services: Programs you offer, Age groups or participant categories, Program pricing, Registration requirements
• Team Information: Coaches, Teachers, Instructors, Administrators
• Existing Participant Data: If migrating from spreadsheets or another system: Participant list, Parent contact information, Coach information, Fee information

Understanding Key Concepts

Before configuring the platform, it is important to understand the core YouthNet structure.

Program
A Program represents an offering provided by your organization.
Examples: Summer Cricket Camp, Annual Dance Program, Mathematics Excellence Program, Tennis Development Program.
Programs serve as the foundation for registrations and enrollments.

Bracket
A Bracket is a category within a Program.
Examples:

• Sports: Under 10, Under 14, Under 18
• Dance: Beginner, Intermediate, Advanced
• Education: Grade 8, Grade 9, Grade 10

Each Bracket may have its own pricing, registration requirements, and schedules.

Batch
A Batch represents an operational group.
Examples: Morning Batch, Evening Batch, Weekend Batch.
Participants are assigned to batches after enrollment.

Registration
A Registration is a participant’s request to join a Bracket. Registrations can be submitted by Parents, Participants, or Administrators.

Order
An Order represents a payment transaction. A single order may contain One participant, Multiple participants, or Multiple registrations.

Recommended Setup Process

Follow the steps below in order.

Step 1 — Configure Organization Settings
Navigate to: Settings → System Settings. Configure: Organization Name, Logo, Branding, Contact Information, Email Settings. This information will be used throughout the platform.

Step 2 — Create User Roles
Navigate to: Settings → User Roles. Review available roles: Administrator, Coach / Instructor, Parent. Ensure appropriate permissions are assigned.

Step 3 — Add Coaches & Staff
Navigate to: Roster Hub → Coach. Add: Coaches, Teachers, Instructors, Staff Members. Verify email addresses before saving.

Step 4 — Create Your First Program
Navigate to: Programs → Add Program. Enter: Program Name, Modality, Discipline, Payment Type, Description. Save the Program.

Step 5 — Create Brackets
Within the Program: Create Brackets based on Age Group, Skill Level, Grade, or Membership Category. Examples: Under 10, Beginner, Grade 8. Configure pricing and registration requirements for each Bracket.

Step 6 — Assign Coaches
Within each Bracket: Assign appropriate coaches or instructors. This ensures communication and attendance tracking are connected correctly.

Step 7 — Configure Registration Questions
Within each Bracket: Create registration forms that collect the information required from participants. Examples: Medical Information, Emergency Contacts, Experience Level, Special Requirements. Keep forms concise and relevant.

Step 8 — Configure Fees
Within each Bracket: Define Registration Fees, Enrollment Fees, and Payment Structure. Review all pricing carefully before publishing.

Step 9 — Create Batches
Create operational groups for enrolled participants. Examples: Monday & Wednesday Evening, Saturday Morning, Weekend Program. Assign coaches and schedules.

Step 10 — Publish Registrations
Once configuration is complete: Open registrations for participants and parents. Verify Registration flow, Payment flow, and Confirmation emails before public launch.

Understanding the Participant Journey

The participant experience follows a simple workflow.
Registration → Order Creation → Payment → Enrollment → Batch Assignment → Attendance Tracking → Communication → Reporting.

Understanding this journey helps administrators troubleshoot and manage operations effectively.

Attendance Workflow

Coaches can manage attendance directly from their assigned batches. Recommended process:

1. Open Batch
2. Select Attendance
3. Mark attendance
4. Add session notes
5. Submit

Parents receive notifications and can review updates through the mobile application.

Communication Workflow

YouthNet supports communication through Email, Push Notifications, and In-App Messaging. Use communication tools for Attendance Updates, Session Notes, Announcements, and Schedule Changes. Consistent communication improves engagement and retention.

Reporting Overview

Reports help administrators monitor organizational performance. Current reports include:

• Shopping Carts: Track registration activity and incomplete purchases.
• Open Balances: Monitor outstanding payments.
• Enrollments: Track participant growth.
• Payments: Monitor collected payments.
• Revenue: Review overall financial performance.

Recommended Launch Checklist

Before inviting participants:

• ✓ Organization branding configured
• ✓ Coaches added
• ✓ Programs created
• ✓ Brackets configured
• ✓ Fees configured
• ✓ Registration forms configured
• ✓ Batches created
• ✓ Payment processing tested
• ✓ Registration flow tested
• ✓ Attendance workflow reviewed
• ✓ Communication tools tested

Best Practices

• Keep Program Structure Simple: Avoid creating unnecessary programs or brackets.
• Standardize Naming: Use consistent naming conventions for programs, brackets, and batches.
• Test Registrations First: Complete at least one registration and payment before launch.
• Communicate Frequently: Regular communication improves participant engagement and retention.
• Review Reports Weekly: Monitor Enrollments, Open Balances, Revenue, and Payment Activity on a regular basis.

Getting the Most Value from YouthNet

Organizations achieve the best results when they use the platform consistently across registrations, payments, attendance, communication, and reporting.

The goal is not simply to digitize administration. The goal is to create a more organized, efficient, and professional experience for participants, parents, coaches, and administrators alike.

Welcome to YouthNet.