How to Set Up Your Coaching Club in PlyoPlanner

You just signed up for PlyoPlanner. Now what?

This guide walks you through the complete setup process—from creating your club to having athletes training on their first plan. The whole thing takes about 15 minutes, and by the end, you’ll have a fully operational training system for your entire program.

Step 1: Create Your Club

Your club is the top-level container for everything. Think of it as your organization—the umbrella that holds all your teams, coaches, and athletes.

How to create your club:

Open PlyoPlanner and tap the menu icon (three lines, top left)
Select Settings
Tap Create Club
Enter your club name

Naming best practices:

Keep it recognizable: “Northside Athletics” beats “NA Training”
Include your location or specialty if you have multiple programs
Avoid abbreviations that only you understand

Your club is now created. You’re the owner by default, which means you have full administrative control.

Step 2: Add Your Teams

Teams live inside your club. Each team has its own roster, coaches, and training assignments.

How to add a team:

From Settings, tap Manage Teams
Tap Add Team
Enter the team name
(Optional) Add a description

Team hierarchy tips:

Age groups work well: U12, U14, U16, Varsity
Position groups also work: Goalkeepers, Defensive Unit, Speed Group
Seasonal teams: Spring Development, Summer Elite, Fall Prep

Create all your teams now. You can always add more later, but having the structure in place makes the next steps faster.

Example Structure

Here’s what a typical club setup looks like:

Northside Athletics (Club)
├── U12 Development
├── U14 Academy
├── U16 Elite
├── Varsity
└── Goalkeepers

Each team operates independently. Athletes can belong to multiple teams if needed (like a goalkeeper who’s also on the U16 roster).

Step 3: Invite Your Coaching Staff

Before adding athletes, get your coaches set up. This way they can help manage their teams from day one.

Coach roles explained:

Head Coach: Full control over the team—training plans, athlete management, settings
Assistant Coach: Can view everything, log workouts, and track metrics. Cannot modify team settings or assign plans.

How to invite coaches:

Select a team from Manage Teams
Tap Invite Coach
Enter their email address
Select their role (Head Coach or Assistant)
Tap Send Invite

The coach receives an email invitation. Once they accept, they’re automatically added to that team with the appropriate permissions.

Pro tip: Add yourself as Head Coach to every team you want oversight on. As club owner, you already have admin access, but the Head Coach role keeps you in the team’s workflow.

Step 4: Bulk Invite Your Athletes

This is where PlyoPlanner saves you serious time. Instead of adding athletes one by one, you can invite an entire roster at once.

How to bulk invite:

Select a team
Tap Invite Athletes
Choose Bulk Invite
Paste your list of email addresses (one per line, or comma-separated)
Tap Send Invitations

That’s it. Every email on that list receives an invitation. When athletes accept, they land on the correct team automatically.

Where to get email lists:

Export from your existing registration system
Copy from your team spreadsheet
Pull from your league’s roster database

What athletes see:

Athletes receive a simple email: “You’ve been invited to join [Team Name] on PlyoPlanner.” They tap the link, create an account (or sign in if they already have one), and they’re in.

Handling Large Rosters

We’ve tested bulk invites with 100+ athletes at once. The system handles it fine. If you’re onboarding an entire club with 200+ athletes across multiple teams, do it by team to keep things organized.

Typical onboarding timeline:

5 minutes: Send all invitations
24-48 hours: Most athletes accept
3-5 days: Stragglers trickle in

Follow up with any athletes who haven’t accepted after a week. Usually it’s a spam folder issue.

Step 5: Assign Training Plans

Athletes are on the roster. Now let’s get them training.

How to bulk assign a training plan:

Go to Plans in the main menu
Select the plan you want to assign (or create a new one)
Tap Assign Plan
Select Assign to Team
Choose the team
Confirm

Every athlete on that team now has the plan assigned. They’ll see it on their home screen the next time they open the app.

Assignment options:

Full team: Everyone gets the same plan
Individual athletes: Customize who gets what
Start date: Schedule assignments for future weeks

Plan Assignment Best Practices

New athletes: Start with your beginner/foundation plan. Don’t throw them into week 6 of an advanced program.

Mixed ability teams: Assign the base plan to everyone, then adjust individual athletes as needed. You can always upgrade someone to a harder plan without affecting the rest.

Multiple teams, same plan: You can assign one plan to multiple teams. The plan lives in your library; assignments are just pointers to it.

Step 6: Verify Everything’s Working

Before you call it done, do a quick sanity check.

Check your club structure:

Go to Settings → Manage Teams
Verify all teams appear
Tap each team and confirm coaches are listed

Check athlete invitations:

Select a team
Tap Members
Review the roster—accepted invites show as active members, pending invites show as “Invited”

Check plan assignments:

Go to Plans
Look at the “Assigned to” count for each plan
Verify the numbers match your expectations

If anything looks off, fix it now. Much easier than troubleshooting later when athletes are confused.

What Happens Next

With your club set up, here’s what the day-to-day looks like:

For athletes:

Open app → See assigned plan → Complete workouts → Log metrics
Progress automatically tracked and visible to coaches

For coaches:

Dashboard shows team completion rates
Tap any athlete to see detailed progress
Get alerts for missed workouts or new personal records

For you (club admin):

Overview of all teams in one place
Add/remove athletes and coaches as rosters change
Adjust plans based on season or performance

Common Setup Questions

Can I have the same athlete on multiple teams? Yes. Invite them to each team separately. They’ll see both teams in their app.

What if an athlete’s email bounces? You’ll see “Invitation failed” in the pending list. Get the correct email and resend.

Can I change a coach’s role after inviting them? Yes. Go to the team settings, find the coach, and update their role.

What if I need to delete a team? You can archive teams (keeps the data but hides the team) or delete them entirely. Athletes won’t lose their personal history either way.

How do I rename my club? Settings → Club Settings → Edit Name.

You’re Ready

That’s the complete setup. You’ve got:

✓ A club that organizes everything
✓ Teams with proper hierarchy
✓ Coaches with the right permissions
✓ Athletes invited and rostered
✓ Training plans assigned and ready

From here, it’s all execution. Your athletes train, you track their progress, and you make adjustments based on real data instead of guesswork.

Questions? Reach us at support@plyoplanner.com or @plyoplanner on X.

Now go build something that scales.

How to Set Up Your Coaching Club in PlyoPlanner (Step-by-Step)