Administer your club

This guide is for administrators of a club in the pilot. Gestión de club (club management) brings together provisioning, members, assignments, categories and allowance distribution. Changes affect your club and can change other people's access: check the selected person before confirming. Controls retain their current Spanish labels.

Add a person

Adding and activating are separate steps

1. Open Gestión de club and choose Añadir persona (add a person).
2. Enter their Email and Rol (role): Atleta, Coach, Observador or Administrador (athlete, coach, observer or administrator). Read Roles and permissions before choosing.
3. Confirm Añadir persona. The app reports whether provisioning is in progress or was already pending.
4. The person receives a welcome email to set a password and complete their first sign-in, including their display name and acceptance of the pilot documents.
5. Once active, check their participation and set up the required assignments.

Check the address before sending. Pending provisioning does not yet make someone an active participant. If the email is delayed, verify the address and ask them to check spam; do not create duplicate accounts to try to speed up access.

If the email belongs to someone who left the pilot, the app may offer Reincorporar persona (bring the person back). Review that confirmation: it preserves their profile and history instead of treating them as someone with no previous participation.

Find members and pending situations

Miembros (members) lets you search by name or email and filter by role and access state. Resumen (summary) highlights athletes without an active coach, staff without active athletes, categories and allowances. Some counters explicitly describe people or categories as “loaded”: use Cargar más (load more) when available before treating the list as a complete roster.

Organize assignments and categories

Coaching assignments

1. Open Relaciones (assignments) and select an athlete.
2. Choose Editar responsables (edit responsible staff).
3. Select coaches or observers who should follow them and deselect those who should no longer do so.
4. Choose Guardar asignaciones (save assignments) and check the result.

You can also organize assignments from the staff member's perspective using Editar atletas (edit athletes). Choose the perspective that makes the change easiest to review without losing sight of who will gain access.

An assignment grants access for follow-up; it is not a tag. An assigned coach can work with the athlete; an assigned observer reads the published content within their scope. Administrators have club-wide scope. None of these relationships exposes the athlete's private feedback. Favorites are personal choices and do not replace assignments.

Assignable people must be active and have the appropriate role. Review warnings about athletes without a coach and staff without athletes after access changes or returns. Do not assume that a newly added person already has the necessary assignments.

Category catalogue

In Categorías (categories), choose Crear categoría (create category), complete Título (title) and Descripción (description) and save. You can edit a category, deactivate it or activate it again. The list also uses Archivar and Restaurar (archive and restore) for this lifecycle.

• Activa (active): can be assigned to club athletes.
• Archivada (archived): unavailable for new assignments, but retains references from athletes who already had it. Their history is not deleted.

Select Categoría competitiva (competitive category) in the member's or athlete's detail. Sin categoría (no category) clears that classification. Administration maintains the catalogue; an assigned coach can also change their athletes' categories among the available options. Athletes and observers cannot change this classification.

A category organizes the directory. Sharing one does not grant access to other athletes or replace their staff assignments.

Manage access, departures and returns

Deactivate and reactivate access

In Miembros, select a person and use Desactivar acceso (deactivate access) to suspend club access. Reactivar acceso (reactivate access) enables it again when appropriate. These actions are not removal from the pilot or instructions to erase shared records.

Deactivated access and pilot offboarding are different situations. If the app offers Reincorporar al piloto (bring back into the pilot), follow that process; the access toggle does not replace reincorporation.

Remove a person from the pilot

1. Open the member and choose Dar de baja del piloto (remove from the pilot).
2. Read the notice: access is revoked, the sign-in identity is deleted and shared history is preserved.
3. Type the requested email to confirm and choose Dar de baja del piloto.
4. Check the result. Access revocation may be confirmed while identity deletion is still in progress.

Do not use offboarding to correct a name or photo. It is also not a data-erasure request; data handling is explained in the Privacy information, in Spanish.

Bring someone back

Find the offboarded member and choose Reincorporar al piloto. Review and confirm Reincorporar persona if requested. Their profile and history remain, but they receive a new sign-in identity and must complete first sign-in and terms acceptance again. Afterwards, review the assignments they need to participate.

You cannot deactivate or offboard your own account from that account. The club must retain at least one active administrator. If the person responsible for the change is also its target, another authorized administrator needs to handle it.

Redistribute available allowance

Understand the figures

Cuotas de IA (AI allowances) in the summary shows the month's Total, Asignado and Reserva (total, allocated and reserve). Each member's Cuota de IA details:

• Asignadas (allocated): units assigned to that person for the period.
• Usadas (used): units already consumed.
• Reservadas (reserved): units committed to work in progress.
• Disponibles (available): units still free for new audio operations.

Although the screen says “AI allowance,” this distribution concerns the audio pool. It counts audio units, not minutes, and should not be confused with an athlete's guidance-generation limit. See Audio and Guidance for those operations.

Change an allocation

1. Open the member and review Cuota de IA, its period and the club's available reserve.
2. Change Asignacion (allocation).
3. Choose Guardar (save) and check the updated figures.

The allocation cannot fall below used plus reserved units. Increasing it requires sufficient reserve. For example, 4 used units and 1 reserved unit mean a minimum of 5; reducing the allocation to 4 is invalid. Reducing a member's free units returns that capacity to the reserve for redistribution.

These changes redistribute the current period's pool. They do not increase the pilot's total or remove other usage limits. Deactivation or offboarding returns only unused, unreserved units. Reactivation or completing a new account may require available reserve; neither erases consumption already recorded in the period.

Manual writing remains available when audio runs out. Lack of allowance is not a reason to create another identity or lose a reflection.

If an operation fails

• Provisioning is pending: verify the address and welcome email with the person. Do not repeat provisioning with another address.
• The person is missing: check role, access filters and unloaded results. An unfinished account may not yet be an active member.
• No assignable people appear: check that the athlete and staff member are active and that the staff member is a coach or observer.
• A category is unavailable: it may be archived. Reactivate it if useful again or choose an active category; archiving does not erase earlier assignments.
• Reserve is insufficient: review free units that can be redistributed. If that is insufficient, contact the pilot coordinator; this screen cannot increase the total.
• Allocation is below usage: keep at least used plus reserved units and check whether work is still in progress.
• Offboarding or reactivation is rejected: check whether it is your own account, the last active administrator or someone who needs reincorporation.
• A connection or permission error occurs: check the current state before repeating an operation that may have completed. If your role changed, speak to another administrator.