Help · Academy & platform admins
Running an academy
Set up and style your academy, build its squads, manage staff, decide on applications and moderate media. Platform admins also add academies, style the platform and vet scouts.
01Three staff levels.
Who can do what
Coach
Sees and edits only their own team. See the coaches' guide for their day-to-day work.
Academy admin
Runs one academy: age groups, teams, players, staff, branding, applications, events and media approval. Only admins can delete.
Platform admin
Sees every academy, creates new ones, sets the platform look and approves scouts.
02Academy → Academies → edit.
Set up your academy page
Identity
Name, short name (what families type to find you), crest and contact details.
Page
About, a highlight reel, social links, the call to action and search-engine text. Reorder the sections to set the order on the page.
Colours and type
Your colours, page tone, and heading and body fonts — or follow the platform's.
Kits
Home and away kits, drawn as the shirts players wear on squad screens.
Backdrop
A library photo, an uploaded image or video, a YouTube loop, a gradient or a plain colour. Uploads are moderated.
Check and list
Use “Preview page” to see it as a visitor does. Turn on “Listed in Find My Academy” when you're ready to be found.
03Age groups, then teams, then players.
Build the squads
Age groups
Squad → Age groups. Only an empty age group can be deleted, and it can be restored.
Teams
Squad → Teams → New. Choose the age group and the coach; the coach then sees only this team.
Players
Squad → Players, or bulk-import age groups, teams and players from the Import buttons on each list.
04Academy → People.
Manage people
Add staff
Create coaches and admins with their email and a starting password. Share it privately.
Families
Parent accounts are created when they register in the portal. Their children are linked when an application arrives.
Deactivate
Turn off “Active” to stop someone signing in without deleting their history.
05Academy → Enrollments.
Decide on applications
Review
Read the child's details, the requested squad and the guardian's notes.
Accept
Choose “Accept”, pick the team to place them on and add review notes. The child becomes active and appears on the public site.
Other outcomes
Open the application to change its status. The family sees the decision in the portal.
06Nothing of a child goes public unreviewed.
Moderate photos & footage
Photos
On the player's record, check the photo and turn on “Approved for public display”.
Highlights
Progress → Highlights. Watch the clip, then use “Publish” (or “Unpublish” to take it down).
Consent comes first
Even approved media stays hidden unless the parent's photo and video consent is in place. Parents can withdraw it themselves.
Medical notes, allergies and emergency contacts are never shown publicly or to scouts, whatever the visibility settings say.
07Academy → Events.
Announce events
What's on
Title, type, a one-line summary and full details.
Who it is for
Pick a squad, or leave it empty to invite every squad.
When and where
Start and end, all-day, a capacity, a location — or a joining link for webinars.
Publish
Add a cover image and turn on “Published”. Unpublished events stay drafts.
08Academies, the platform look and scout vetting.
Platform admins only
Add an academy
Academy → Academies → New. Then use “Create academy admin” to give someone the keys to just that academy.
Platform look
Academy → Platform look sets the site logo (Logo tab), the fonts for the whole site and the backdrop behind Find My Academy. Changes show within a minute.
Vet scouts
Scouting → Access requests. Review the applicant, then Approve, Decline or Revoke. Internal notes are never shown to the scout — email them to tell them the outcome.
Revoking ends a scout's access at once, including any session open right now.