Admin Punchlist
Coach Onboarding

• Send Zoom invite, 45-min block on the calendar
• Block a backup 15-min slot the next day in case the live app setup runs long
• Christine / second admin invited as backup (helpful for the prototype phase — fewer needed once the script is tight)

• Open the master contract template → File → Make a copy
• Rename copy: Coach Contract — <FirstName LastName> — <YYYY-MM-DD>
• Fill in:
  • Coach legal name
  • Coach address
  • Effective date
  • Anything else flagged in yellow on the template
• Leave bank info section blank (coach fills that in)
• Set sharing → Anyone with the link can comment (not edit)
• Save the doc URL — you'll paste it into the welcome email after the call

This is the "add a row" step Christine watched in the Ross call. Get it done before the call so when the coach lands on the app, "Not authorized" doesn't happen.

• Open the Coaches tab (link opens straight to the right tab)
• Add a new row — 12 columns:
  • A — active: TRUE (set FALSE later if the coach leaves — keeps their name in historical reports but hides them from filter UI)
  • B — email: their Google account email (Gmail or Workspace). Must exactly match what they sign in with — typos here cause "Not authorized" errors
  • C — displayName: first name only (e.g. Ross) — first-name convention across the app
  • D — initials: 2 letters for calendar pills (e.g. RS)
  • E — iconKey: one of bolt, heart, star, wave, flag, compass, sun, moon, bike. Pick one not already used
  • F — colorToken: one of yellow, orange, pink, blue, mint, paper. Pair distinct icon+color so info isn't conveyed by hue alone
  • G — photoUrl: in-app head-shot, Shopify CDN URL (blank initially, fill in Stage 3.2)
  • H — cartoonUrl: customer-facing cartoon, Shopify CDN URL (blank initially, fill in Stage 3.2)
  • I — sortOrder: next available integer
  • J — ecaWidgetUrl: their ECA widget URL (format: https://app.eventcalendarapp.com/editor/<uuid>). Leave blank initially
  • K — Phone: their phone number
  • L — isMaster: FALSE for coaches; TRUE only for admins
• Verify the row saved — refresh the sheet

Hey [COACH FIRST NAME], looking forward to tomorrow. A few quick asks so we can use the call efficiently:

1. Be on a LAPTOP (or have one ready alongside your phone). We'll set up the Coaches App live during the call — phone-only makes that painful.

2. Have your GOOGLE ACCOUNT ready (Gmail or Workspace). The email address you use must match what's on your contract.

3. Know your PREFERRED PARK — name + full street address. We'll create your first test workshop in the app together.

4. (Optional) Skim the contract — linked here — so we can spend the call discussing, not reading: [CONTRACT URL]

5. SEND US A FACE PHOTO of yourself (clear, well-lit, looking at camera). We'll turn it into your coach avatar that shows up on the calendar + customer cart.

P.S. Here's a preview of what we'll cover, personalized for you:
[DECK URL]

See you at [MEETING TIME].
— [YOUR NAME]

★ After pasting into your email client, swap the bracketed placeholders:

• Replace [COACH FIRST NAME] with their first name
• Replace [CONTRACT URL] with the personalized contract URL (from Stage 1.2)
• Replace [DECK URL] with their personalized deck link, e.g. …coach-onboarding-2026-7k4mr3xq2p?coach=Sarah (swap "Sarah" for the real name)
• Replace [MEETING TIME] with the actual Zoom time
• Replace [YOUR NAME] at the bottom, then send

• Coach row is in the sheet
• Personalized deck URL loads correctly with ?coach= param
• Contract doc is shareable

• Have the Coaches App admin view open on a second monitor
• When the coach hits "Not authorized" → check the Coaches sheet matches the email they actually signed in with (this is the #1 friction point)
• When the coach submits the test 2027 workshop → approve it live (proves the loop)
• Delete the test workshop together so it doesn't show up publicly

• Watch the Pending tab in the admin view as the coach submits their first 3 workshops
• Approve all 3 before the call ends — they should see them turn yellow on their calendar in real time
• Verify each has a full street address (the Lauren bug — workshops submitted without addresses)

• Jot any feedback / friction points — you're still in prototype mode, every coach surfaces something
• Note what their stated income target was — drives how aggressively you'll market for them

Send a single email with:

• Personalized contract Google Doc URL (the copy made in Stage 1.2 from the master contract)
• SOP document
• Onboarding deck URL with ?coach=<FirstName> appended (so they can re-read it personalized)
• McKay Insurance contact (sports@mckayinsagency.com)
• Workshop policy URL (learn2ride.us/pages/policies)
• Your direct cell # for questions

• Receive the coach's face photo (asked for in pre-meeting email; nudge if not yet sent)
• Generate the cartoon avatar (admin-side process — yours)
• Upload both to the Coaches sheet:
  • Col G — photoUrl: the original head-shot (used in-app on coach cards)
  • Col H — cartoonUrl: the cartoon (used customer-side on cart, receipt, calendar pills)
• Confirm the cartoon shows up on learn2ride.us/pages/workshops for one of their pending workshops

• Draft Facebook ad for their region (city + 25mi radius)
• Launch the ad pointing at their first 3 workshop URLs
• Reshare on Learn2Ride socials
• If the coach has a local Facebook moms-group or community page, ask them to post in it

• Coaches text thread / Slack / whatever the comms channel is
• Subscribe them to any internal admin announcements

• Receive coach's invoice email (manual until Stage 4+ Finance section is built)
• Cross-check invoice against:
  • Shopify ticket count per workshop (from Reporting sheet)
  • Approved workshops that actually ran
• Issue ACH bank transfer: $50 × group tickets + $100 × 1-on-1 sessions
• Note the payment in the Coach's payroll log (Stage 4+ will automate this)

• Coach submits progress report per kid in the app
• Verify report was submitted within 24h of workshop — nudge if not
• Track kid-success rate against the 80% performance target (averaged over time)