Coaches App User Manual

Welcome to the Learn2Ride Coaches App. This is your home base for everything coaching-related — your calendar, your student rosters, your post-workshop reports, and the form you use to put a new workshop on the calendar.

1First-Time Setup

What You Need

• A Google account (Gmail or Workspace) — the email address must match the one your admin invited you with
• A phone OR laptop with a browser (Chrome, Safari, Edge all work)
• About 10 minutes for the first sign-in walkthrough

Open The App

In your browser, go to www.learn2ride.us/coaches.

Bookmark this URL on your phone home screen — it's where you'll come every workshop day.

Sign In (The First Time Only)

You'll walk through 5 short screens:

1. Google sign-in. Pick the Google account you were invited with.
2. "This app isn't verified." This is normal. Click Advanced, then Go to Learn2Ride Coach App (unsafe).
3. Permissions. Click Continue to let the app read your roster.
4. Final approval. Click Allow.
5. You're in. You'll see your calendar.

2The Main Calendar

When you open the app, you land on the calendar view — a month grid showing your workshops.

Color Key

Click any day to see the workshops on it.

What's Listed Under Each Day

Each workshop card shows:

• Location (the park name)
• Date and time
• Registered student count (e.g., "3 registered / 2 open")
• "Workshop" or "1-on-1" badge

Click a card to open the workshop's full details and student roster.

3Running A Workshop (Day-Of Tasks)

When you open a workshop on the day it's happening (or any day), you'll see the student roster. Tap a student card to open the student detail modal with everything you need.

Student Section (Top)

• Parent name and email — tap email to open your mail app
• Phone — tap the phone icon to call or message icon to text
• Age and Where (workshop location)
• Notes — if a parent flagged a disability or special consideration, it appears here in red. Read it.

Coach Report Section (Middle)

Fill this in during or right after the workshop:

• Instructor — your name (pre-filled)
• Woom bike used? — Yes / No (did the kid ride our Woom rental, or their own?)
• Level completed — Level 1, Level 2, Level 3, or Level 4
• Remarks — free text. How did the student do? Notable progress, challenges, safety notes?

Tap Save Report when done.

You can save the report for one kid, close it, open another kid, and come back later. Your work is saved per-kid — no need to do all 5 at once.

Best Practice

• Save each student's report while the workshop is still fresh — at the venue if you can, or in the car right after.
• Use Remarks for anything the parent should hear at pickup ("Liam got both feet up for the first time today!").
• Levels matter for end-of-season promotions. Be honest. A Level 1 isn't a failure; it's data.

4Managing A Registration

In the same student modal, scroll down to Manage Registration.

Move To Another Workshop (Transfer)

Use this when a parent says "we can't make Saturday, can we move to next week?"

1. Tap Move to another workshop
2. You'll see a list of your other upcoming workshops
3. Pick the one they want — tap it
4. Confirm

What happens automatically:

• The student's row moves to the new workshop's roster
• The old workshop gets its spot back (inventory +1)
• The new workshop loses a spot (inventory -1)
• No money changes hands — the parent's original payment carries over

Cancel A Registration

Use this when the parent wants their money back, not a reschedule.

1. Tap Cancel registration (pink button — be sure)
2. Confirm

What happens automatically:

• The student is removed from your roster
• The old workshop's spot opens back up on the website
• The parent is NOT refunded automatically. That's a separate step your admin handles in Shopify.
• Tell the parent: "You're off the roster. Your refund should hit your card in a few business days."

5Requesting A New Workshop

You're empowered to put workshops on the calendar yourself. They show up as mint-colored pending pills until your admin reviews and approves them.

How To Request

1. From the calendar view, tap the + Workshop button
2. Fill in:
   • Location name — e.g., "Coxhall Gardens"
   • Full street address — required. Parents see this in their confirmation email.
   • City and State
   • Date — must be in the future
   • Start time — pick one of: 8:00 AM, 9:00 AM, 10:00 AM, 11:00 AM, 1:00 PM, 3:15 PM (1-on-1)
   • Workshop type — Group or 1-on-1
3. Tap Submit

What Happens Next

• The workshop appears on your calendar as a mint pill
• Your admin reviews and approves (usually within 24 hours)
• Once approved, it goes live on the public website and turns gray (empty, ready for bookings)
• As parents register, it goes yellow (group) or blue (1-on-1)

Tips

• Book aggressively. Kids are out of school in June and July — fill those weeks. Don't skip holidays. They're often the best days.
• The address has to be complete. No address = parent confusion = bad reviews. Use the full street address, not just "Carmel UMC."
• One workshop per time slot per location. Multiple workshops at the same place same day? Stagger them by at least 30 minutes.

6Getting Paid

Coaches submit a weekly invoice to your admin. Friday at 5 PM is the cutoff for the week's earnings. ACH payment hits the following Friday.

Your Payout

• Group workshop: $50 per ticket sold (a full 5-kid workshop = $250 to you)
• 1-on-1 session: $100 per session

How To Invoice

1. Open your Coaches App on Friday afternoon
2. Tap through each workshop from the past week
3. Count tickets sold (registered plus no-shows) and multiply by $50 (group) or $100 (1-on-1)
4. Send your admin a one-line email or text:

   "Week of June 1: 4 group workshops = 18 tickets x $50 = $900. 1 one-on-one = $100. Total: $1,000."

Your admin reconciles against the Shopify ticket count and confirms.

A self-serve Finance section is on the roadmap. Eventually the app will calculate your weekly total for you. For now it's manual — a 5-minute task once a week.

7Troubleshooting

"I can't sign in"

• Make sure you're using the exact Google account email your admin invited you with. If you signed up with Gmail but they invited your Workspace email, that's the issue.
• Try a different browser or incognito window.
• If you see "Access denied," ask your admin to re-check the Coaches sheet — your row may have an issue with the active flag.

"A student isn't on my roster but they say they paid"

• First, refresh the app (pull down on mobile, or Ctrl-R / Cmd-R on desktop)
• If they're still not there, contact your admin. There may be a sync delay or a data issue with their order.

"A workshop disappeared from my calendar"

• Refresh first.
• If it's truly gone, it was probably cancelled (either by you, the parent, or admin).
• Check the mint pending pills — your request may not have been approved yet.

"I made a mistake on a student's report. Can I fix it?"

Yes. Open the student again, change the answer, tap Save Report again. Reports are not locked.

"The parent is asking me about their refund"

Tell them: "Your registration has been cancelled in our system. The refund itself is processed by our admin in our payment system — it should hit your card in 3-5 business days." Don't promise a specific date. Let admin handle the money.

"I'm worried I'll oversell a workshop"

You can't. When inventory hits 0, the website stops selling that workshop and shows "Full." Your roster matches what was actually sold.

"Can I see another coach's workshops?"

You only see your own. That's by design — your calendar is yours.

8Quick Reference

9Getting Help

If something's broken or you're stuck, contact your admin directly. Text is fastest. Include:

• What you were trying to do
• What you saw on screen (screenshot helps)
• Which workshop or student (date and name)

Most issues get resolved within an hour.

Welcome to Learn2Ride. Now go make some kids' weekends.