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Getting started with GymCalc Suite (planning only)

This guide is for a club that plans training and takes attendance with GymCalc: the exercise library and training planning. When your club switches on more, the add-on sheets explain each module.

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

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:

Role In short
Owner Runs the club account. Same rights as an admin, plus everything about the organization
Admin Sets up groups, members, venues, tests and settings
Coach Plans, logs in the hall, looks after the athletes of their groups
Medical provider Physio or doctor: health problems, return to play, the health data of their groups
Sports psychologist Sees only the mental skills that athletes choose to share with them
Athlete Checks in, logs, sees their own plan and data
Guardian Parent of a young athlete: sees their child, gives consent below the consent age

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.

Club → Settings with name, language, colours and consent age

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.

Club → Groups with groups and 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.

Club → Members with roles and open invitations

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.

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.

The coach's Today page on a phone

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.

Athletes → Athletes, Roster view grouped by group with chips

An athlete's profile with its tabs

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.

Training → Calendar, week view of a group

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.

The session editor with title, date, venue and planned RPE

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.

The hall page on a phone: status buttons per athlete

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.

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.

The athlete's own profile with its tabs

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.

Plan → My plan on a phone

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.

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

Coach

  • Dashboard arranged
  • The coming week planned and published
  • Attendance taken at every session

Athlete

  • Signed in, app on the home screen

Guardian

  • Signed in, app on the home screen

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.

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.