Activities and coaches

Every activity starts in the catalog. Each activity course has a code, a name such as “Junior Varsity Soccer” or “Robotics Club”, a capacity, the start and end of its term and the instructor responsible. Courses move from Planned to Open for enrollment, Active once sessions start, and Completed or Cancelled at the end.

Coaches also run activity groups for each academic term: the activity name, the term, the group’s capacity and the coach. A coach submits the group, the submission is checked and saved with the coach’s name, and the Activities Coordinator confirms it. Staff records hold each coach’s and instructor’s name, role title, active marker and user account.

• Catalog by term. Courses carry their own dates and capacity, so each term’s offer is clear.
• Coach-submitted groups. Coaches submit the groups they run; the coordinator confirms them.
• Staff with accounts. Each coach and instructor has a staff record linked to their user account.

Agree course codes and how activities are named across seasons. Agree how capacity is set for each activity, for example by squad size or room size. Agree which staff can coach which activities. Decide when courses open for enrollment and when they close. Agree who confirms coach-submitted groups.

For the fall term, the coordinator records Junior Varsity Soccer: capacity 22, September 2 to November 15, with a named instructor. She opens it for enrollment in August. The soccer coach submits two activity groups, “JV Soccer A” and “JV Soccer B”, each with capacity 11 for Fall 2026. The coordinator confirms both.

A new volunteer coach starts in October. Admin creates the staff record with role title Assistant Coach and links the user account, and the coach submits a goalkeeping group for the rest of the term. At the end of the term the course is marked Completed and the groups stay on record with their achievements.

Rehearse this before go-live: plan one course, submit and confirm two groups, retire a coach, and check that past groups still show the coach’s name.

• Course Catalog — Planned, open and active courses with capacity, dates and instructor.
• Activity Groups — Coached groups by term with capacity and coach.
• My Activity Groups — The signed-in coach’s own groups.

• Activity planning to enrollment: Plan the activity and enroll learners.

Review the data model before loading activities.