Institution administration

First institution

On an empty private instance, first-run setup creates the first super admin and institution atomically. Keep setup private so an unknown person cannot claim administrative authority.

Invite the team

Administrators create one-role memberships for coaches and athletes. Invitation links are single-use and expire after seven days. Share them privately. Email is an account identifier; the app neither verifies it nor sends invitation email.

Daily administration

Review memberships, assigned coaches, groups, appointments and tasks. Revoke access when someone leaves and recheck role boundaries. Old browser state does not preserve authorization.

Password recovery

An administrator can issue a one-time password setup link expiring in 24 hours. Completion revokes existing sessions. New passwords require 8–128 characters with upper/lowercase, a number and punctuation or a symbol.

Why clear responsibility helps the institution

An explicit coach-to-athlete assignment gives staff a defined working scope and a place to check responsibility during a handover. Changing the coach preserves institutional training history; it does not authorise the former coach to keep reading the athlete’s current records. Review memberships, tasks and planned events together when someone changes responsibilities.

A practical first rollout

Start with a small synthetic group and one reviewed program. Confirm invitation acceptance, coach assignment, the athlete’s view and access revocation before widening the evaluation. Agree which staff maintain the roster, who reviews incomplete records and who operates backups. Software roles do not replace these operational responsibilities.

Use features and institutional value to plan evaluation, then programs, calendar and assessments, tasks and reports to follow the work across the institution.

Sports and coaching teams (beta.2 foundation)

These steps apply to the merged sports and coaching foundation, being packaged as beta.2.

1. In Institution settings, add the institution's sports and general coaching specialties, such as strength and conditioning. Rename or archive them later; archived entries stay on existing records.
2. In People, open Manage for a person. Link athletes to the sports they take part in, and coaches to the sports or specialties they cover.
3. For an athlete, set the Primary coach. Then add any Supporting coaches, each for one of the athlete's sports or a coaching specialty.
4. Use the People sport filter and the athlete Profile link to check the result.

Removing a sport from an athlete or coach ends the supporting links that depended on it. Deactivating a membership, or removing a coach or athlete role, ends that person's coaching links immediately.

Upgrading: this source adds forward migrations 202610191200_sports_and_specialties through 202610191500_delegated_sessions. Back up PostgreSQL and private files together first. Existing assigned coaches become primary coaches automatically, and existing plans are kept. Do not reset or reseed the institution. See the API reference.

Source and scope

Reviewed against the maintained local university branch on 17 October 2026. docs/reference/api.md.