Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
- Sports & Extra-curricular
- Student information system
- Payment provider
- League and meet systems
- Identity provider
Sports & Extra-curricular · Available now
Example screen with sample data
Every activity, every session, every award on record.
Sports & Extra-curricular runs a school's or youth program's athletics and enrichment activities, from the activity catalog to the awards learners earn. The Activities Coordinator keeps the catalog of activity courses with course code, capacity, term dates and instructor, and schedules the sessions each course meets.
- No per-user fees
- Manual work is free
- Configure it in Proto
OverviewCourse Catalog×
Sports & Extra-curricular · Courses
New cour
Course Catalog
Courses in one list
Courses in view
6Total capacity
3,530Planned
2Open
2Planned2
SWIM-BEG-F26Beginner swim, autumn term
530
28 OctDRAM-WKS-F26Creative drama workshop
450
20 OctAdd
Open2
TENN-JR-F26Junior tennis, ages 9 to 11
890
17 OctROBO-INT-F26Robotics club, intermediate
370
12 OctAdd
Active2
BASK-AFT-F26After-school basketball
710
25 OctCHES-SAT-F26Youth track and field
580
21 OctAdd
SWIM-BEG-F26Courses · CRS-78515
PlannedNameBeginner swim, autumn term
Capacity530
Starts at28 Oct
Ends at05 Nov
InstructorMaya Desai
Enrollment approvalCRS-78515 · SWIM-BEG-F26
Enrollment Administrator approves each enrollment request.
Waiting for Enrollment Administrator
ApproveReturn
- Tables, ready to use
- 12
- Saved views
- 16
- Roles with set permissions
- 5
- Reports and dashboards
- 8
Features
Screens for coordinators, coaches and administrators
Every feature works on the same records. Pick one to see the screen your team works in.
Activities and coaches
Keep the activity catalog with capacity and term dates, the coached groups each term, and the staff who run them.
- Catalog by term
- Coach-submitted groups
- Staff with accounts
- Courses
- Activity groups
- People
- Users
OverviewMy Courses×
Sports & Extra-curricular · Activities and coaches
New
My Courses
Courses
| Course code | Name | Capacity | Starts at | Ends at | Status | |
|---|---|---|---|---|---|---|
| SWIM-BEG-F26 | Beginner swim, autumn term | 60 | 14 Oct | 17 Oct | Planned | |
| TENN-JR-F26 | Junior tennis, ages 9 to 11 | 760 | 30 Oct | 08 Nov | Open | |
| BASK-AFT-F26 | After-school basketball | 250 | 25 Oct | 01 Nov | Active | |
| DRAM-WKS-F26 | Creative drama workshop | 240 | 18 Oct | 24 Oct | Completed | |
| ROBO-INT-F26 | Robotics club, intermediate | 510 | 18 Oct | 24 Oct | Planned |
6 of 6 records
SWIM-BEG-F26Courses · CRS-51117
PlannedNameBeginner swim, autumn term
Capacity60
Starts at14 Oct
Ends at17 Oct
Enrollments and learners
Keep learner records and approve each enrollment only after eligibility, capacity and duplicate checks.
- Request
- Approve against capacity
- One place per learner
- Enrollments
- Learners
- Courses
OverviewPending Enrollment Requests×
Sports & Extra-curricular · Enrollments and learners
New
Pending Enrollment Requests
Approval waits for the enrollment administrator
| Learner | Course | Enrolled at | |
|---|---|---|---|
| Owen Mercer | Youth track and field | 11 Oct | |
| Owen Mercer | Youth track and field | 11 Oct | |
| Isabel Duarte | After-school basketball | 12 Oct | |
| Leila Farouk | Beginner swim, autumn term | 26 Oct | |
| Leila Farouk | After-school basketball | 27 Oct |
6 of 6 records
Owen MercerEnrollments · ENR-45530
CourseYouth track and field
Enrolled at11 Oct
Sessions and attendance
Schedule the sessions each activity meets, record attendance once per learner and follow up the exceptions.
- Sessions per course
- One attendance line per learner
- Exceptions surfaced
- Class sessions
- Attendance
- Courses
- Learners
OverviewScheduled Sessions×
Sports & Extra-curricular · Sessions and attendance
New
Scheduled Sessions
Delivered waits for the coach
| Course | Session label | Room | Starts at | Ends at | |
|---|---|---|---|---|---|
| Junior tennis, ages 9 to 11 | Swim lesson, Oct 19 | Aquatics pool A | 20 Oct | 28 Oct | |
| Creative drama workshop | Tennis clinic, Oct 20 | North court 2 | 20 Oct | 27 Oct | |
| Junior tennis, ages 9 to 11 | Basketball practice, Oct 21 | Main gym | 31 Oct | 09 Nov | |
| Saturday chess academy | Drama rehearsal, Oct 22 | Studio 3 | 23 Oct | 25 Oct | |
| Beginner swim, autumn term | Robotics lab, Oct 23 | Maker lab | 30 Oct | 06 Nov |
6 of 6 records
Swim lesson, Oct 19Class sessions · CS-14934
CourseJunior tennis, ages 9 to 11
RoomAquatics pool A
Starts at20 Oct
Ends at28 Oct
Assessments
Define skill and fitness assessments for each activity, score them within the maximum and have a reviewer confirm the grade.
- Assessments per course
- Scores within the maximum
- Reviewed before it counts
- Assessments
- Assessment results
- Courses
- Learners
OverviewAssessment Due Dates×
Sports & Extra-curricular · Assessments
New
Assessment Due Dates
Assessments
| Title | Course | Due date | Maximum score | |
|---|---|---|---|---|
| Freestyle technique check | Junior tennis, ages 9 to 11 | 02 Nov | 50 | |
| Autumn recital audition | Junior tennis, ages 9 to 11 | 21 Oct | 90 | |
| Beginner tennis skills | Junior tennis, ages 9 to 11 | 27 Oct | 55 | |
| Basketball passing assessment | Intro to contemporary dance | 20 Oct | 50 | |
| Robotics build review | Intro to contemporary dance | 13 Oct | 25 |
6 of 6 records
Freestyle technique checkAssessments · ASS-13385
CourseJunior tennis, ages 9 to 11
Due date02 Nov
Maximum score50
Achievements
Record awards learners earn in an activity group, with the date and evidence, confirmed by the coordinator.
- Achievement per learner and group
- Evidence attached
- Confirmed by the coordinator
- Activity achievements
- Activity groups
- Learners
OverviewAchievements Register×
Sports & Extra-curricular · Achievements
New
Achievements Register
Activity achievements
| Learner | Group | Achievement | Awarded at | Evidence | |
|---|---|---|---|---|---|
| Isabel Duarte | Raptors basketball squad | First 25-meter freestyle | 22 Oct | freestyle_trial_oct19.pdf | |
| Hana Kim | Cedar junior tennis group | Tennis rally of ten | 18 Oct | tennis_rally_video.mp4 | |
| Hana Kim | Circuit robotics club | Basketball teamwork award | 02 Nov | teamwork_coach_note.pdf | |
| Felix Navarro | Raptors basketball squad | Lead role in autumn play | 13 Oct | autumn_play_program.pdf | |
| Noah Patel | Raptors basketball squad | Robotics design badge | 20 Oct | robotics_build_photo.jpg |
6 of 6 records
First 25-meter freestyleActivity achievements · AA-79554
LearnerIsabel Duarte
GroupRaptors basketball squad
Awarded at22 Oct
Evidencefreestyle_trial_oct19.pdf
Activity fees
Issue activity fees to learners, record payments and see what is still outstanding.
- Draft, then issue
- Track part payments
- Void instead of deleting
- Fees
- Learners
- Enrollments
OverviewDraft Fees×
Sports & Extra-curricular · Activity fees
New
Draft Fees
Approval conditions
| Learner | Description | Amount | Due date | |
|---|---|---|---|---|
| Samira Bello | Autumn term activity fee | 70 | 16 Oct | |
| Isabel Duarte | Replacement swim cap | 140 | 18 Oct | |
| Leila Farouk | Weekend tournament entry | 780 | 15 Oct | |
| Isabel Duarte | Private coaching session | 220 | 31 Oct | |
| Noah Patel | Recital costume contribution | 820 | 13 Oct |
6 of 6 records
Autumn term activity feeFees · FSS-39324
LearnerSamira Bello
Amount70
Due date16 Oct
Process
From activity enrollment to recognized achievement
Activity enrollment to recognized achievement ships ready to use. 2 steps need a named approval before the work moves on: Enrollment approval (Enrollment Administrator) and Achievement review (Activities Coordinator).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
-
Activity planning
Plan each activity with capacity, dates and coach, and confirm coached groups.
SWIM-BEG-F26CRS-78515 · Activities CoordinatorActivity planningBy Activities Coordinator -
Enrollment approval
Approve each learner's place against eligibility and capacity.
SWIM-BEG-F26CRS-78515 · Enrollment AdministratorEnrollment approvalBy Enrollment AdministratorApprovalEnrollment Administrator approves each enrollment request. -
Session delivery
Run sessions and record attendance once per learner.
SWIM-BEG-F26CRS-78515 · CoachSession deliveryBy Coach -
Assessment grading
Score skill and fitness assessments within the maximum.
SWIM-BEG-F26CRS-78515 · CoachAssessment gradingBy Coach -
Achievement review
Confirm awards with their evidence before they are celebrated.
SWIM-BEG-F26CRS-78515 · Activities CoordinatorAchievement reviewBy Activities CoordinatorApprovalActivities Coordinator confirms each submitted achievement.
Inside a record
One learner across activities, attendance and awards
Open any cour to see its assessments, the roles that work on it, its process stages and its approvals on one page.
- 1Record details
Name, Capacity, Starts at and Ends at.
- 2Assessments
Each line is linked to this cour.
- 3Who works on it
Admin, Activities Coordinator and Coach, each with their own permissions.
- 4Process stages
Activity planning and Term close and review, with the role that acts.
- 5Approvals
Enrollment approval and Achievement review, with who decides.
Course CatalogSWIM-BEG-F26×
Sports & Extra-curricular · Courses
Log activity
SWIM-BEG-F26
Beginner swim, autumn term · Planned
1
Record details
NameBeginner swim, autumn term
Capacity530
Starts at28 Oct
Ends at05 Nov
2
Assessments
SWIM-BEG-F26
| Title | Course | Due date |
|---|---|---|
| Freestyle technique check | Junior tennis, ages 9 to 11 | 02 Nov |
| Autumn recital audition | Junior tennis, ages 9 to 11 | 21 Oct |
| Beginner tennis skills | Junior tennis, ages 9 to 11 | 27 Oct |
- Assessments
- 6
- Total maximum score
- 350
3
Who works on it
- AdminManage People, Users, Courses, class sessions, activity groups…
- Activities CoordinatorManage Courses, class sessions, Assessments
- CoachManage activity groups, activity achievements, Attendance…
4
Process stages
- Activity planningActivities Coordinator, Coach
- Term close and reviewEnrollment Administrator, Activities Coordinator
5
Approvals
- Enrollment approvalEnrollment AdministratorApproved
- Achievement reviewActivities CoordinatorWaiting
Approvals
Enrollments and awards confirmed by the right person
OverviewApprovals×
Sports & Extra-curricular · Overview
Approvals
Signed in as Enrollment Administrator
Waiting for you
4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
- AR-74412Drama scene performanceWaiting3dActions
- AR-14794Freestyle technique checkWaiting3dActions
- AR-51009Robotics build reviewWaiting2dActions
- AR-65910Drama scene performanceWaiting3dActions
Who approves what
| Decision | Approver | |
|---|---|---|
| Enrollment approvalApprove each learner's place against eligibility and capacity. | Enrollment Administrator | |
| Achievement reviewConfirm awards with their evidence before they are celebrated. | Activities Coordinator | |
| Approve activity groups, activity achievements, assessment results | Activities Coordinator | |
| Approve Enrollments | Enrollment Administrator |
4 approval rules · set per role in Proto
Roles
A workspace for each role
Everyone opens Sports & Extra-curricular to the work that is theirs. Pick a role to see what it starts with.
Admin
Configures users, staff records and access, and corrects records across the app.
- Manage People, Users, Courses, class sessions, activity groups, activity achievements, Learners, Enrollments, Attendance, Assessments, assessment results, Fees
Activities Coordinator
Maintains the activity catalog and session schedule, confirms coached groups and achievements, and reviews graded assessments.
This is the first screen this role sees.
OverviewCourse Catalog×
Course Catalog
Courses · Activities Coordinator
Planned2
SWIM-BEG-F26Beginner swim, autumn term
530
28 OctDRAM-WKS-F26Creative drama workshop
450
20 OctAdd
Open2
TENN-JR-F26Junior tennis, ages 9 to 11
890
17 OctROBO-INT-F26Robotics club, intermediate
370
12 OctAdd
Active2
BASK-AFT-F26After-school basketball
710
25 OctCHES-SAT-F26Youth track and field
580
21 OctAdd
Coach
Submits activity groups and achievements, records attendance and enters assessment scores for their activities.
This is the first screen this role sees.
OverviewResults Awaiting Grading×
Results Awaiting Grading
Assessment results · Coach
| Assessment | Learner | Score | Submitted at | |
|---|---|---|---|---|
| Drama scene performance | Noah Patel | 50 | 25 Oct | |
| Freestyle technique check | Noah Patel | 40 | 21 Oct | |
| Robotics build review | Felix Navarro | 40 | 25 Oct | |
| Drama scene performance | Avery Collins | 75 | 11 Oct | |
| Track endurance trial | Isabel Duarte | 60 | 12 Oct |
6 of 6 records
Enrollment Administrator
Maintains learner records and approves enrollment requests against eligibility and capacity.
This is the first screen this role sees.
OverviewCourse Catalog×
Course Catalog
Courses · Enrollment Administrator
Planned2
SWIM-BEG-F26Beginner swim, autumn term
530
28 OctDRAM-WKS-F26Creative drama workshop
450
20 OctAdd
Open2
TENN-JR-F26Junior tennis, ages 9 to 11
890
17 OctROBO-INT-F26Robotics club, intermediate
370
12 OctAdd
Active2
BASK-AFT-F26After-school basketball
710
25 OctCHES-SAT-F26Youth track and field
580
21 OctAdd
Finance Officer
Issues activity fees, records amounts paid and voids fees raised in error.
This is the first screen this role sees.
OverviewDraft Fees×
Draft Fees
Fees · Finance Officer
| Learner | Description | Amount | Due date | |
|---|---|---|---|---|
| Samira Bello | Autumn term activity fee | 70 | 16 Oct | |
| Isabel Duarte | Replacement swim cap | 140 | 18 Oct | |
| Leila Farouk | Weekend tournament entry | 780 | 15 Oct | |
| Isabel Duarte | Private coaching session | 220 | 31 Oct | |
| Noah Patel | Recital costume contribution | 820 | 13 Oct |
6 of 6 records
Reports
Course fill, attendance and achievements
Review enrollment against capacity, attendance, absences, achievements, assessment results and fees.
Overview×
Sports & Extra-curricular · Overview
Sports & Extra-curricular dashboard
This quarter
Fees in view
6Total amount
2,660Due date within 14 days
2Courses by status
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Planned | 30 | ||
| Open | 12 | 40% | |
| Active | 5 | 42% | |
| Completed | 2 | 40% |
Capacity by status
Sample totals per stage
- 01Enrollment against capacity
Active Enrollments per Course against Courses Capacity.
- 02Attendance by course
Attendance by the session's Course, then by Status.
- 03Absence follow-up
Which learners have missed several sessions this term?
- 04Achievements by activity
Activity achievements by Group, then by Achievement, with awarded at.
- 05Achievements per learner
Count of activity achievements per Learner for a term.
- 06Assessment results
Assessment results Score against Assessments maximum score by assessment and Status.
- 07Fees outstanding
Amount less paid amount for Issued and part paid Fees, by due date.
- 08Cancelled sessions
Class sessions marked Cancelled by Course and starts at.
Who it's for
Fit the program you run
See how Sports & Extra-curricular fits your kind of team.
School athletics programs
Middle and high school sports with squads by season, practice attendance and awards from competitions.
After-school enrichment programs
Clubs and enrichment activities such as music, robotics and drama, with term enrollment and fees.
Youth sports academies
Private academies running coached groups across terms, with skill assessments and recognized achievements.
Controls
No overfilled squads, no unconfirmed awards
Each stage of activity enrollment to recognized achievement names the role that acts and the status it records, so a change is never anonymous.
OverviewActivity enrollment to recognized achievement×
Sports & Extra-curricular · Process
Activity enrollment to recognized achievement
Each stage, the role that acts and the status it records
Process stages
9Approval steps
2Roles involved
4Tables touched
12Activity planning
Activities Coordinator, CoachStatusPlanned → Open
RecordsActivity groups, Class sessions, Courses
Enrollment approvalApproval
Enrollment AdministratorStatusRequested → Approved → Active
RecordsEnrollments, Learners
Session delivery
CoachStatusScheduled → Delivered
RecordsAttendance, Learners
- StartActivity groupsActivity planningPlanned → Open
- ApprovalEnrollmentsEnrollment approvalRequested → Approved → Active
- StepAttendanceSession deliveryScheduled → Delivered
- StepAssessment resultsAssessment gradingSubmitted → Graded
- ApprovalActivity achievementsAchievement reviewActivities Coordinator, Coach
AI agent
Prepare the next term with Proto
Prepare and review activities, enrollments and attendance with Proto.
It can
- Activities Coordinator: List learners with two or more absences this week, by activity.
- Coach: Show my sessions this week that have no attendance recorded yet.
- Enrollment Administrator: List open activities with two or fewer places left.
- Finance Officer: Group outstanding activity fees by due date.
Stays with a person
- Enrollment approval belongs to the Enrollment Administrator, and confirming achievements and grades to the Activities Coordinator.
- Proto works with the signed-in person's permissions.
- It can find gaps, prepare lists and draft records; it does not admit a learner, confirm an award or approve a grade on anyone's behalf.
List learners with two or more absences this week, by activity.
Show my sessions this week that have no attendance recorded yet.
List open activities with two or fewer places left.
Enrollment approval belongs to the Enrollment Administrator, and confirming achievements and grades to the Activities Coordinator.
Data model
Your data, in tables you can change
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 12 tables12tables
- Activities and coaches4
- Enrollments and learners3
- Sessions and attendance4
- Assessments4
- Achievements3
- Activity fees3
Implementation
Roll out one team at a time
Start with one team and one process, then add the rest once the basics are running.
Agree the operating boundary
The app runs activities, groups, enrollments, sessions, attendance, assessments, achievements and fees. Competition fixtures, payment collection, parent messaging and the student information system remain connected systems. Your coordinator confirms groups and achievements; Proto prepares information and configuration for review.
Map the source data
Gather activities with capacity and dates, coaches, learners and current enrollments, and the fee schedule.
Configure a bounded pilot
Pilot two activities for one term. Approve enrollments, record attendance, grade one assessment and confirm achievements.
Rehearse the exceptions
A full activity must not take another enrollment. A duplicate enrollment must be turned down. A score above the maximum must be refused. An enrollment must not complete before results are reviewed.
Reconcile and release
Compare enrollments, attendance and fees with your current records. Obtain sign-off from the activities coordinator, keep an export of the source and agree the rollback window before the term starts.
Pricing
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
- No per-user or per-seat fees
- Viewing, editing, approving and exporting records in the app is free
- Pay only for machine work: API calls, imports, workflows and AI agents
- Prepaid credits from $5. Purchased credits never expire
Machine work rate card Included per $1 of credit
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
How do I get started?
Click Get started, then use Proto to configure Sports & Extra-curricular for your business. Pilot two activities for one term. Approve enrollments, record attendance, grade one assessment and confirm achievements, then compare with your current records before adding activities.
Can an activity be overfilled?
No. Enrollments are approved against the course capacity, and a learner cannot hold two active enrollments in the same activity.
How is attendance followed up?
Coaches record attendance at every session. Absences and missing attendance appear on the attendance review page so staff can act the same week.
Does it manage competitions and fixtures?
Fixtures and results stay in your league or meet system. Placings and awards are recorded here as achievements with the official sheet.
How are achievements confirmed?
Coaches submit them with evidence and the activities coordinator confirms them. Corrections add new evidence and keep the original.
How are assessments graded?
Coaches score within the assessment's maximum and the coordinator reviews the grade before it counts.
How are activity fees handled?
Fees are issued per learner, part payments are tracked, and errors are voided.
Can we migrate from spreadsheets?
Prepare activities, coaches, learners and current enrollments. Rehearse one term and reconcile it before extending.
What drives the cost?
Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work consume prepaid credits; implementation is scoped separately. The pricing page lists the current rates.
Set up Sports & Extra-curricular your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.