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, included in the published beta.2 evaluation release.

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.

People and settings refinements (beta.2)

The merged changes in PR #139 adds athlete-first role tabs to People, full profiles for every role and a Manage details tab for administrators. Coaches retain access to their scoped athletes; athletes cannot browse staff. Administrators can message active members across roles. Directories use 10 records per page; program and exercise grids keep their existing sizes.

Invitations can include athlete sports or coach sports/specialties. Administrator invitations have no sports. Upgrade with forward migration 202610210100_invitation_sports; existing invitations are preserved. Institution settings use full-width sections. Branding is restricted to the initial super administrator; sports and coaching specialties are listed side by side. Closing an institution requires typing its exact name in a confirmation dialog.

Password forms include a localized show/hide control; password requirements and account verification behavior are unchanged. These web refinements do not require rebuilding the Android app. This section describes beta.2.

Consistent editing and list controls (beta.2)

Substantial assessment-template, training-group, task and exercise forms open on dedicated create/edit pages. Save returns to the list after confirmation. The back link keeps a device draft; an explicit discard action removes it. A request that is still running cannot be retried from a remounted screen. Errors and uncertain writes retain their recovery controls; routine success uses a short action-specific toast.

Main lists offer Per page beside navigation, with 10/25/50/100 records; program/exercise grids offer 12/24/48/96 and keep their default size. The choice survives reload. The exercise library keeps local catalog paging; other directories request the selected bounded size from the server. Search boxes include hints, and standalone uploads use a file chooser/drop area with the existing limits. Resource details take a companion column only after a file is selected.

Assigning and editing programs (beta.2)

When assigning a program, first set how it runs (schedule, dates, optional goal and sport). Then search for athletes by name (administrators can also search by email); the five closest matches appear as compact cards, and selecting one adds it. Athletes already on this program version are shown as unavailable. An athlete on an earlier version of the same program, even if it was renamed, is moved to the new version instead of receiving a second copy. Selected athletes are listed beside the search with their current plans and what assigning will do; Change opens a dialog to keep current plans or replace one. You can remove an athlete (with undo) or clear the whole selection after confirming. The program editor keeps Athlete preview and Duplicate at the start of one top action bar, and Assign this program, Save draft and Publish program at the end; it stays visible while scrolling on tablets and computers.

Schedule and search (beta.2)

Schedule combines Calendar and List views behind one navigation entry. Its view button names the destination. Calendar initially selects today and pages booking cards four at a time; previous/next arrows beside the month name change the period. The list shows each event's date and time range. When you start an event from a training group, the group's coaches are added to any coach you already chose. Nutrition, athlete plans and session history use inline athlete-name search; simple desktop filters stay visible. When choosing people (for groups, events, tasks, nutrition or coaching teams), the picker shows only the five closest matches as name cards; select a card to add or remove that person, and search to find anyone else. Create a plan in Nutrition opens a dialog to choose the athlete. On a nutrition plan, Edit meal plan on the example-meal tab edits only the example day.

Assessment templates use a responsive card grid; groups retain membership-oriented rows. People, Programs, athlete plans, nutrition, session history, Schedule, groups and templates share aligned search/filter/Per page toolbars; empty lists show an explanation instead of page controls. See the beta.2 release notes for source and download details.