Getting started with GymCalc Suite (core modules)

This guide is for a club with the modules a new club starts with: exercise library, training planning, training logging, monitoring and tests. When your club switches on more, the add-on sheets explain each one.

Menu names are the English ones. Screenshots follow your light or dark mode where the viewer supports it. Deutsch

Contents

• 1. Before you start: how GymCalc is organized
• 2. Owner and admin
• 3. Coach
• 4. Medical provider
• 5. Athlete
• 6. Guardian
• 7. The first week: checklist
• 8. Troubleshooting and FAQ

1. Before you start: how GymCalc is organized

One loop. Coaches plan sessions, athletes train and log them, athletes check in each morning, and GymCalc turns logs and check-ins into signals (load, wellness against each athlete's own normal, alerts). The signals come back to the coach as suggestions, which the coach decides on. Nothing in the plan changes by itself. Your club may use only part of this loop; this guide covers the modules your club has.

Roles. Everyone has one role per club:

Who sees which athlete. Coaches and medical providers see the athletes of the groups they're staff of. Athletes see themselves, guardians their children, owners and admins everyone. Health data (check-ins, load, health problems, growth) has a second gate: it's only recorded and shown with consent.

The menu. On a computer the sections are in the sidebar; on a phone they're in the tab bar at the bottom. Each section has tabs at the top of its pages. We write this as Section → Tab, e.g. Club → Groups.

Everything about one athlete in one place. An athlete's profile has its own tabs, such as Overview, Training, Health, Tests, Skills, Development, Results and Reports. Each person sees the tabs their role, the club's modules and the athlete's consent allow. The same data is also in its own section, so you can work by athlete or by topic.

Going back. Pages below the menu have a back link above their title (e.g. ‹ Athletes). It takes you to the page you came from, or, if you opened the page directly, to the page it belongs to.

Saving. Quick changes, such as an attendance status or a skill stage, save at once: you'll see Saved. with an Undo button for a few seconds. Forms with a Save button save only when you press it. If you try to leave a form with unsaved changes, GymCalc asks first.

Your name at the bottom of the sidebar (or top right on a phone) opens your personal menu: Settings (your own profile, password, language, light or dark mode, two-factor login) and, depending on your club's modules, Tablet PIN and Safe sport.

Two-factor login. Owners, admins, coaches and sports psychologists must set up two-factor login the first time they sign in. Athletes, guardians and medical providers can choose to.

2. Owner and admin

Plan about an hour for the first steps, and do the rest within the first week. You find most of this under Club.

2.1 Sign in and check your organization

1. Open the invitation email from the GymCalc team and choose Accept invitation. Sign in with email and password, and set up two-factor login.
2. Go to Club → Settings.
3. Check Name, Language (what members see unless they choose their own), Timezone and Units. Choose Save.
4. Under Colors and logo, set your Primary color and Secondary color and upload your Logo.
5. Under Consent age, set the age from which athletes decide for themselves (16 by default; 14 in Austria). Below it, guardians give consent for health data, receive copies of messages, and confirm the code of conduct.
6. Decide whether to tick Hide body weight from coaches (medical providers still see it; each athlete or guardian can choose otherwise).
7. Scroll to Modules and sports and check that everything you expect is On.

What you'll see: the app takes on your colours and logo right away. Modules and sports are switched on by the GymCalc team: as owner, choose Request next to a module that is off, and they get in touch.

2.2 Groups

1. Club → Groups → New group: give it a Name, a Sport and, if useful, a Discipline. Create your top-level groups, e.g. "Performance group", "Recreational".
2. Open a group and use New subgroup for squads inside it (e.g. "Juniors"). Being in a group means being in all its subgroups.

2.3 Athletes, staff, parents: members and invitations

Athletes can exist without a login, which is handy for young children. You can link an account later.

1. Athletes → Athletes → New athlete: enter First name, Last name, Date of birth and Group, and, if you use tests or cycle tracking, Sex for norms. Do this for each athlete, or import them (see Bring your history, where your club has it).
2. On an athlete's profile, choose Invite athlete (from about 12–14, if they have their own email) and/or Invite guardian.
3. For staff: Club → Members → Invite members. Enter the Email address, choose the Role (Admin, Coach, Medical provider, ...) and choose Send invitation. For a guardian, also choose Guardian of.
4. Open each group and use Add staff to put coaches and medical providers on it, and Add athletes for athletes who aren't in it yet.

What you'll see: invitations are valid for 7 days and can be used once. Until someone accepts, they show as invited under Club → Members. Coaches and medical providers only see athletes once they're staff of a group. The athlete list warns when athletes are missing a date of birth: age groups and the rules for minors depend on it.

2.4 Sports and exercises

1. Your sports (e.g. women's and men's artistic gymnastics) are set by the GymCalc team; check them under Club → Settings → Modules and sports.
2. Club → Exercises shows the platform's exercise library and gymnastics elements. Add your club's own exercises with New exercise, or copy a platform exercise as a starting point.

2.5 Venues

Club → Venues → New venue: add each hall (and pool, track or gym) you train at. Coaches pick these for sessions, and gym tablets are tied to them.

2.6 Monitoring settings

1. Club → Settings → Wellness questionnaire: the daily check-in questions. The defaults (sleep, fatigue, soreness, stress, mood, hours of sleep, "Does anything hurt?") work well; change them only if you have a reason.
2. Club → Settings → Alert thresholds: every alert rule with its default and source. Leave the defaults for the first months.
3. Ask athletes (from the consent age) and guardians (below it) to give consent for health data. Until they do, nothing health-related is recorded. They do this under Health → Consent, or from the card on their Today page.

2.7 Tests

1. Open Tests. You'll find the platform's tests with protocols and norms.
2. Use Add test for your own tests and Add measurement for extra body measurements.
3. Use Add battery to group tests you run together (e.g. "Autumn strength tests").
4. Plan a test day: Training → Calendar → Events → New event, Type: Test day, pick the group and the Test battery.

What you'll see: on the day, the test day opens from the calendar with the protocol of each test and a result field per athlete. Results show a band against the norm (well below ... well above).

2.8 Bring your history

1. Club → Settings → Import data → Upload exports: upload the CSV exports from athletemonitoring.com (training logs, check-ins, attendance, injuries).
2. Choose Upload and check. Confirm the athlete matches in the preview, then import.

What you'll see: every import is listed under Imports and can be undone. Health data is only imported for athletes with consent.

3. Coach

Your main places: Today (your day at a glance), Dashboard, Training and Athletes.

3.1 First sign-in

1. Accept your invitation and set up two-factor login.
2. Check Today: you'll see your groups' sessions and who needs attention.
3. Open Dashboard → Arrange → Add a widget and add what you want to see each morning. The day picker shows another day.

3.2 Your athletes

1. Athletes → Athletes lists your athletes by group (the Roster view), with quiet chips for availability, open alerts and attendance this month. Search by name, use Filters (group, sport, category, status), sort by group, name or age, and switch between list and cards. Filters stay in the address, so you can bookmark a view.
2. Open an athlete for their profile and its tabs: everything about them in one place.

3.3 Exercises

Club → Exercises has the platform's exercises and elements and your club's own. Search by sport, apparatus, element group and value; add your own with New exercise.

3.4 Plan training

1. Training → Calendar. At Whose plan, pick your group.
2. Choose New session: Title, Date, Start, Venue, Duration (min) and Planned RPE (0 = rest, 10 = maximal). Add blocks with Add block or Add apparatus block, then Add exercise to search the library and elements.
3. For a weekly session, use Repeat and Weekdays with an Until date.
4. For gymnastics rotations, open the session and choose Plan a rotation: which subgroup is on which apparatus when.
5. Sessions start as Draft. When the week is ready, choose Publish week (or Publish date range). Only then do athletes see them.
6. For one athlete, open the session and use Adjust, Skip or Replace: they get their own version, and later changes to the group session don't overwrite it.
7. Save good sessions and weeks with Save as template / Save week as template and reuse them from Templates.
8. Events → New event for competitions, camps, test days and holidays. Season shows the cycles and blocks of the season.

What you'll see: planned load = duration × planned RPE (e.g. 90 min at RPE 6 = 540). Athletes get a notice on Today when a published session in the next 7 days is moved, shortened, made harder or cancelled; you can add a Message to the athletes about this change in the session editor.

3.5 Camps and competitions

Open the event and add participants (Add a whole group or Or one athlete). Camp sessions are planned with Plan a session and reach only the participants. Competition days go into their calendars, and after the competition you use Enter results. Results then show on each athlete's Results tab.

3.6 Attendance

Open today's session from Today or Training → Attendance (the hall page) and set each athlete's Status. Mark the rest present finishes the list. Each tap saves at once, with Undo if you hit the wrong one.

3.7 Log training in the hall

1. On the hall page (Training → Attendance), tap Everyone as planned if the session went to plan, or set Minutes and RPE per athlete.
2. To count attempts, pick the apparatus and Element or exercise under Count attempts, and tap per athlete (clean, with mistakes, fall).
3. Training → Logs shows planned vs. actual for a period: completion, load, enjoyment, with Export CSV.

What you'll see: athletes can also log themselves in about three taps. Logs you enter are marked as entered by you. Compliance colours: green within ±20 % of the plan, yellow within ±50 %, red otherwise.

3.8 Who needs attention today

1. Athletes → Athletes → Today shows the athletes who need attention first: wellness against their own normal, pain, ACWR and availability. The day picker looks at another day.
2. On an athlete's Health tab: their trends (wellness, every answer, load, ACWR, monotony and strain).
3. Athletes → Alerts: each alert comes with a suggestion (e.g. reduce the next 7 days by 10 %). Preview it, apply it with one tap, or acknowledge it. Applied changes can be undone.
4. Athletes → Health problems → Report a health problem when an athlete gets hurt or ill. Your report starts at the stage "Reported", and a medical provider takes it from there. Once a stage and restrictions are set, the athlete shows as unavailable or restricted in plans and on the hall page.

What you'll see: ACWR only appears after 28 days of logs, so the first month is quieter. Athletes without consent show as No consent, without data. The readiness widget on the dashboard shows a reliability level per athlete (high, medium, low) based on how regularly and carefully they check in, never on what they answer.

3.9 Test days

1. On the test day, open it from Training → Calendar.
2. Pick the test, read the protocol, and enter each athlete's result. The test day stays open for late entries. Each athlete's results are on their Tests tab.

4. Medical provider

You see the athletes of the groups you're staff of, and their health data where they've given consent. Two-factor login is optional for you but recommended.

4.1 First sign-in

1. Accept your invitation. Ask the owner or an admin to add you to your groups with Add staff.
2. Athletes → Athletes lists the athletes you look after; open one for their profile.

4.2 Health problems

1. Today and Athletes → Athletes → Today show who is injured, restricted or in pain today.
2. Athletes → Health problems: record injuries, illnesses and mental-health problems with Record a health problem. Set the Stage and Restrictions; add notes.
3. Notes are shared with coaches by default. On a health problem, Stop sharing notes keeps your notes between you, the athlete and the guardians, while the stage and restrictions stay visible to coaches.
4. Athletes → Alerts includes alerts from strong pain.
5. You see body weight even when it's hidden from coaches.

5. Athlete

Everything you need daily is on Today.

5.1 First sign-in

1. Accept the invitation from your club and sign in.
2. On your phone, add GymCalc to your home screen from the browser's share menu, so it opens like an app.

5.2 Your profile

Profile is everything about you in one place, with a tab for each kind of data. You can change your photo and some details with Edit.

5.3 Your plan

Plan → My plan shows today, tomorrow and this week. Plan → Calendar shows the month. If you can't come, open the session and give an Excuse. Plan → Attendance shows your own attendance.

5.4 Log your training

1. After training, log it on Today: Done as planned, or Not as planned? to change the duration. Give How hard was it? (RPE) and how much you enjoyed it.
2. Did extra training (e.g. a run)? Plan → My plan → Log an extra session.

What you'll see: progress rings for the week (logged sessions, load against the plan) and today's session.

5.5 Consent

Health → Consent: from the consent age, give consent for health data yourself. Below it, your guardian does.

5.6 Check in every day

On Today, choose Check in and answer How are you today?. If something hurts, say where and how much. That's it: it takes less than a minute, and your coach sees how you are.

5.7 Your health

• Health → Overview: your wellness and load trends, your check-ins, and how reliable your check-ins are, with tips.
• Health → Measurements: your body measurements.
• Health → Health problems: Report a health problem if you get hurt or ill; your coach and medical provider see it, and a medical provider takes it from there.

5.8 Your tests

Tests → My tests: your results, compared with norms and your earlier results.

6. Guardian

You see your children's plans and, with consent, their health data. Each child has their own card on Today.

6.1 First sign-in

1. Accept the invitation. If you have several children in the club, they all appear under one account.
2. Athletes: your child's profile with the same tabs the athlete sees.

6.2 Your children's plan

Today shows each child's training and any changes to it. Plan → My plan / Calendar has your children's sessions; give an Excuse there if they can't come.

6.3 Logging for a young child

Under Plan → My plan you can log a session for a child who has no phone.

6.4 Consent and check-ins

1. Below the consent age, give consent for each child under Health → Consent (or from the card on Today). You can withdraw it at any time; then nothing new is recorded and staff no longer see the data.
2. Today shows per child whether they checked in.

7. The first week: checklist

Owner and admin

• Organization settings, colours and logo, consent age
• Groups with subgroups
• Venues
• All athletes created with a date of birth; staff and guardians invited; staff added to groups
• Consent requested from athletes and guardians
• Optional: history imported

Coach

• Dashboard arranged
• The coming week planned and published
• Attendance taken at every session
• At least one session logged on the hall page
• The Today view of your athletes checked each morning

Athlete

• Signed in, app on the home screen
• Consent given (from the consent age)
• Checked in on at least 5 days
• Every session logged

Guardian

• Signed in, app on the home screen
• Consent given for each child below the consent age

8. Troubleshooting and FAQ

I don't see a menu this guide mentions. Either your club doesn't have that module (owners see which ones are on under Club → Settings → Modules and sports, and can Request one that is off), or your role doesn't have that page.

Where do I find everything about one athlete? Open the athlete (from Athletes → Athletes or anywhere their name is a link). Their profile has a tab for each kind of data.

A coach doesn't see any athletes. They need to be staff of a group: Club → Groups, open the group, Add staff.

An invitation has expired. Invitations last 7 days. Send a new one from Club → Members → Invite members or from the athlete's profile.

I lost access to my two-factor app. Use one of the recovery codes you saved when you set it up. Otherwise, ask the GymCalc team.

Athletes don't see the sessions I planned. They're still drafts. Choose Publish week or Publish date range in the calendar.

I tapped the wrong attendance status or skill stage. Choose Undo in the Saved. message, or simply tap the right one.

An athlete shows "No consent". Below the consent age, a guardian gives consent; from it, the athlete does, under Health → Consent. Without consent, check-ins and health data aren't recorded.

Why is there no ACWR yet? It needs 28 days of logged history. Where your club has the data import, importing history from athletemonitoring.com (Club → Settings → Import data) fills this gap.

Coaches don't see Tests in the menu. Only owners and admins see Tests as a menu; coaches open test days from the calendar and results on each athlete's Tests tab.

Can we share an athlete's data with a national squad or performance centre? Not yet. Athlete sharing with other organizations comes with federations in a later version.