YouthNet Administrator Guide

Version 1.0
Complete Administration Manual

Introduction

The Administrator Portal is the operational hub of YouthNet. It provides complete control over programs, registrations, payments, participants, coaches, attendance, communications, and reporting.

This guide is intended for:

• Organization Owners
• Administrators
• Operations Managers
• Program Managers

Administrator Responsibilities

Administrators typically manage:

• Programs
• Registrations
• Participant Records
• Coaches
• Payments
• Attendance Oversight
• Communications
• Reports
• System Configuration

YouthNet centralizes these responsibilities within a single platform.

Administrator Dashboard

Purpose
The dashboard provides a high-level overview of organizational activity. Administrators should review the dashboard regularly to monitor:

• Registrations
• Payments
• Revenue
• Attendance Activity
• Operational Performance

The dashboard serves as the starting point for daily administration.

Programs

What is a Program?
A Program represents an offering provided by your organization.

Examples:

• Summer Cricket Camp
• Tennis Development Program
• Mathematics Excellence Program
• Annual Dance Training

Programs are the foundation of participant registrations and enrollments.

Creating a Program
Navigate to: Programs → Select: Add Program
Complete:

• Program Designation
• Modality
• Discipline
• Payment Type
• Description

Save the Program.

Best Practices
Use clear and descriptive program names.

• ✓ Summer Cricket Camp 2026
• ✓ Beginner Dance Program
• ✗ Camp
• ✗ Training

Brackets

What is a Bracket?
A Bracket categorizes participants within a Program.

Examples:

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

Managing Brackets
Within a Program, navigate to: Brackets. Administrators may:

• Create Brackets
• Configure Fees
• Assign Coaches
• Configure Questions
• Configure Emails
• Create Batches

Best Practices
Keep Brackets meaningful and easy to understand. Avoid excessive segmentation.

Registration Management

Purpose
Registrations allow participants to apply for available Brackets. Registrations may be submitted by Parents, Participants, or Administrators.

Registration Workflow
Program → Bracket → Registration → Order → Payment → Enrollment

Monitoring Registrations
Navigate to: Registrations. Review Pending Registrations, Completed Registrations, and Registration History.

Administrator Actions
Administrators may Review Registrations, Modify Registrations, View Participant Information, and Track Registration Activity.

Orders

What is an Order?
An Order represents a transaction. A single Order may contain Multiple Participants, Multiple Registrations, and Multiple Brackets.

Order Management
Navigate to: Orders. Review Order Details, Payment Status, Registration Details, and Participant Information.

Common Uses
Verify payment activity, review participant purchases, investigate registration issues.

Roster Hub

The Roster Hub contains all participant and coach records.

Athletes / Participants
Navigate to: Roster Hub → Athlete. Administrators may View Profiles, Update Information, Review Registrations, and Review Enrollment History.

Participant Profile Information
Typically includes Name, Contact Information, Parent Information, Registration History, and Enrollment History.

Coaches
Navigate to: Roster Hub → Coach. Administrators may Add Coaches, Edit Profiles, Assign Programs, Assign Brackets, and Review Activity.

Best Practice
Assign coaches only to relevant brackets and batches. This improves communication and attendance accuracy.

Batch Management

What is a Batch?
A Batch is an operational delivery group. Examples: Morning Batch, Evening Batch, Weekend Batch.

Creating Batches
Navigate to: Program → Bracket → Batch. Configure Batch Name, Schedule, and Assigned Coach.

Batch Management
Administrators may Assign Participants, Reassign Participants, Modify Schedules, and Review Attendance.

Attendance

Attendance tracking is one of the most frequently used operational features.

Attendance Workflow
Coach opens assigned batch → Marks attendance → Adds notes → Attendance saved → Parents receive updates.

Administrator Oversight
Administrators may Review Attendance Records, Monitor Attendance Trends, and Verify Participation.

Attendance Best Practices
Attendance should be recorded immediately after each session. Encourage coaches to include meaningful notes.

Communications

YouthNet supports direct and broadcast communication.

Direct Communication
Supported between Parent and Coach, Coach and Parent, and Administrator and Parent. Communication is associated with the participant’s Batch.

Announcements
Administrators may publish announcements to Participants, Parents, and Coaches. Announcements are delivered through Mobile App Notifications, In-App Messages, and Email.

Recommended Uses
Schedule changes, Holiday notices, Program updates, and Important reminders.

Reports

Reports provide visibility into operational and financial performance.

• Shopping Carts: Review registration activity and incomplete purchases. Use for Registration monitoring and Conversion analysis.
• Open Balances: Monitor outstanding payments. Use for Collection follow-up and Financial review.
• Enrollments: Monitor participant growth. Use for Program performance and Capacity planning.
• Payments: Review collected payments. Use for Revenue verification and Financial reporting.
• Revenue: Review organizational revenue performance. Use for Business planning and Performance evaluation.

Settings

Settings control platform behavior and organizational configuration.

User Roles
Navigate to: Settings → User Roles. Administrators may Create Roles, Modify Permissions, and Control Access.

Best Practice
Follow the principle of least privilege. Users should receive only the permissions required for their role.

System Settings
Navigate to: Settings → System Settings. Manage Branding, Logos, Organizational Information, and Platform Configuration.

Administrator Checklists

Daily Review:

• ✓ New Registrations
• ✓ Payments Received
• ✓ Open Balances
• ✓ Attendance Activity
• ✓ New Messages
• ✓ Program Updates

Weekly Review:

• ✓ Enrollment Trends
• ✓ Revenue Reports
• ✓ Attendance Reports
• ✓ Outstanding Payments
• ✓ Coach Activity
• ✓ Communication Activity

Monthly Review:

• ✓ Program Performance
• ✓ Participant Growth
• ✓ Revenue Analysis
• ✓ Outstanding Balances
• ✓ Communication Effectiveness

Conclusion

The most successful organizations use YouthNet to simplify administration, improve payment visibility, enhance participant engagement, improve communication, gain operational insight, and support organizational growth.

YouthNet delivers the greatest value when used as the central operating platform for your organization. Maintain accurate program structures, review reports regularly, encourage coaches to use tools consistently, and communicate proactively with participants and families.