The Kelab help centre
A little guidance goes a long way.
Learn the basics, complete a task or understand the details. Guides for the people running the academy and the families who belong to it.
New here? Start with your role.
54 guides to explore
Learn by doing
Learn by completing a first task.
Run your first academy day
Set up a small group, schedule a session and find the work that needs your review.
Owners and operations administratorsTutorialPrepare and record your first session
Find an assigned session, check its roster and submit attendance for review.
Coaches, assistant coaches and instructorsTutorialGet started as a parent or guardian
Join your academy, confirm your linked participants and find the next session.
Parents and verified guardiansTutorialFollow your first invoice to payment
Preview a fee run, issue an academy invoice and review the payment record.
Owners and finance administratorsTutorialFind your workspace as a learner or staff member
Learn which records are yours to see and update.
Players, learners and staff without wider management rolesGet something done
Get a specific job done.
Join, sign in and switch academies
Recover the right starting point when you have an invitation, several academies or a pending application.
All usersHow-to guideManage participants and guardian relationships
Keep directory records, family access, consent and restricted information accurate.
Owners and operations administrators; guardians for permitted self-serviceHow-to guideImport player records from CSV or Excel
Prepare columns, review the mapping and check imported records without guessing what was added.
Owners and operations administratorsHow-to guideSet up groups, instructors and staff
Assign people to the right roster and give staff the access their work requires.
Owners and operations administratorsHow-to guideSchedule, change or cancel a session
Keep groups, instructors, venues and local times connected.
Owners and authorised operations staffHow-to guideCapture, submit and review attendance
Keep the attendance sheet and its review history reliable.
Assigned coaches and authorised reviewersHow-to guideRequest or review an absence
Tell the academy about an absence and understand how approval affects attendance.
Players, permitted guardians and authorised academy reviewersHow-to guideSend notices and check delivery
Reach the intended people and distinguish delivery from reading.
Authorised academy staff; all members as recipientsHow-to guideAssign programmes and record progress
Publish structured activities and follow the participant's permitted progress.
Authorised coaches; assigned players and permitted guardiansHow-to guideManage offerings, placement and waitlists
Move a participant into the right class without losing capacity or waiting-list history.
Owners and operations staff; families responding to offersHow-to guidePublish an enrolment offer and review applications
Connect a public offer to intake, eligibility, payment conditions and placement.
Owners and operations administrators; applying familiesHow-to guideSet up and use enrolment packages
Understand what a package credit covers and how it differs from a make-up credit.
Operations staff and eligible familiesHow-to guideRequest and manage make-up lessons
Use an eligible credit to request a replacement session with the right capacity and policy.
Permitted guardians/players; owners and head coachesHow-to guideAssess progress and award a level
Publish criteria, capture evidence and make an explicit progression decision.
Authorised managers and instructorsHow-to guideWrite and publish a lesson report
Share topics, outcomes and homework without exposing private staff notes.
Assigned instructors and authorised staffHow-to guideRecord care, arrival and authorised pickup
Check current permissions and leave a clear release record.
Staff with explicit care permissionsHow-to guidePrepare a swim meet and publish results
Move from declarations to reviewed entries and versioned results.
Authorised swimming-school staff and participating familiesHow-to guidePlan and publish a dance recital
Build show orders, resolve conflicts and publish a clear revision.
Authorised dance-studio staff; families viewing published materialHow-to guideTrack recital costumes
Connect costume requirements to fulfilment and performer preparation.
Authorised dance-studio operations staffHow-to guideConnect recital ticketing
Understand which system owns seats, payments and admission.
Owners and permitted integration administratorsHow-to guidePrepare a match and record the result
Manage an academy fixture, lineup and match record.
Authorised sports staffHow-to guideSet fees and issue academy invoices
Preview the people, period and amounts before issuing a fee run.
Owners and finance administratorsHow-to guideReview a payment and its evidence
Keep bank slips, offline receipts and review decisions connected.
Owners and finance administratorsHow-to guideView or pay an academy invoice
Find the right child's fee and follow the payment options your academy provides.
Linked guardians and eligible playersHow-to guidePrepare, approve and settle payroll
Build staff pay from contracts and reviewed attendance.
Owners and finance administrators; staff viewing their own payslipsHow-to guideSubmit expenses and record payouts
Keep the claim, approval and outgoing payment separate.
Eligible staff submitting their own claims; authorised finance reviewersHow-to guideManage shop orders and stock
Keep products, variants, orders and fulfilment in agreement.
Authorised shop operators; members placing permitted ordersHow-to guideRead and export academy reports
Check scope and definitions before drawing conclusions.
Authorised managers and finance staffHow-to guideWork across more than one academy
Switch context safely and compare only compatible measures.
Users with memberships in multiple academies; eligible portfolio operatorsHow-to guideProtect your account and manage access
Use the security tools appropriate to your role.
All users; owners managing academy permissionsHow-to guideManage notifications and follow an update
Choose supported channels and know what a delivery status means.
Academy members and notice publishersHow-to guideRequest an export or account deletion
Understand verification, retention and request status.
Account holders; authorised academy administratorsHow-to guideManage your Kelab subscription
Distinguish a pilot, a paid trial, cancellation and academy closure.
Academy owners and permitted billing administratorsHow-to guideMove your academy into Kelab
Use a small, reviewed first group before a wider rollout.
Owners and operations leadsLook up the details
Check roles, limits and product details.
Payroll export boundaries
What the reconciliation exports do and do not establish.
Finance administrators and payroll reviewersReferenceFind the next step when something goes wrong
Resolve common access, save, file and payment questions.
All usersReferenceRoles, relationships and permissions
Understand why different people see different tools.
All members and academy ownersReferencePlans and included modules
Compare the configured plans without confusing them with launch availability.
Prospective buyers and academy ownersReferenceFiles, uploads and exports
Choose the right file and wait for its checks to finish.
Users uploading evidence, photos or programme filesReferenceAttendance marks and review states
Separate each person's mark from the sheet's approval state.
Coaches, reviewers and finance staffReferenceLaunch and integration availability
Check what is usable now, conditional or outside the current offer.
Prospective buyers, owners and integration administratorsReferenceWords used in Kelab
Map the workspace language to the records behind it.
All usersReferenceActivity-specific workflows
Choose the tools that match the way your academy operates.
Owners and specialist operations staffUnderstand the system
Understand how and why things work.
The different kinds of money in Kelab
Why subscriptions, member invoices and operational payments stay separate.
Owners, finance staff and familiesExplanationHow offerings, groups and sessions fit together
Understand placement before planning the lesson.
Owners, instructors and familiesExplanationProgrammes, assessments and lesson reports
Understand the different ways Kelab records development.
Instructors, owners and familiesExplanationWhy some actions need another review
Understand the difference between preparing a record and authorising it.
Owners, finance staff and attendance reviewersExplanationDates and times follow the academy
Avoid scheduling and reporting mistakes when people are in different places.
Schedulers, instructors and travelling familiesExplanationHow access and privacy fit together
Understand the boundaries around family and academy information.
All users and academy ownersNeed a hand with your academy?
Ask your academy about class placement, fees and family access. For technical account help, contact Kelab support. Keep passwords, medical details and payment credentials out of support messages.
Troubleshoot a problem