Organization Admin Guide
For the people who run a club, league, or gym on RateMyCoach. Your home base is the Locker Room — it holds your teams, your staff, your families, and your records. This guide walks through standing one up and running it.
1. Create your organization
Submit an organization request
Your name, location, type, and contact.
A RateMyCoach admin reviews it
You'll get an email when it's approved.
Finish your org setup
Address, logo, settings. You land in the Locker Room.
2. Add teams and people
- Teams — create a team with its sport, age group, and assigned coach.
- Members — invite staff and coaches, team coordinators, and parents, with roles from owner and admin to manager, director, and board member.
- Volunteers & training — track volunteer compliance and assign required training courses.
3. Open registration and build your roster
Create a registration form
Add the fields you need: emergency contact, medical, payment amount, custom questions.
Publish it
You get a public link — no login required for families to fill it out.
Share the link
Submissions land on your roster, and fees are collected through Stripe's hosted checkout.
Or bulk import
Upload a CSV of parents and athletes; the platform sends claim invitations so families confirm and connect.
4. Equipment inventory
- Maintain an inventory with categories and counts.
- Check items out to athletes and generate hand-receipts (printable PDFs) for accountability.
- Run bulk returns at the end of a season, and review outstanding-item reports.
5. Compliance & safety
Compliance shows every staff member's background-check and verification status, with an "Expiring Soon" view and automatic reminders before things lapse. The goal: never have unscreened staff working with kids.
6. Communicate
- Announcements — publish org-wide; team admins approve them down into their team chats as stickies.
- Bulletin — curated posts and event credentialing for your organization.
7. Billing
Organizations are billed per athlete, per year:
- $5 per athlete / year base — no monthly fees.
- Optional add-ons at $1 per athlete / year each: Stat Tracker, Medical Vault, and Compliance Pack — turn these on per season.
To collect registration and tournament fees directly into your bank account, onboard with Stripe Connect from your payment settings. Until that's done, paid registrations fall back to an invoice. The platform's $5/athlete fee is applied automatically; you keep the rest.
8. Tournaments
Host tournaments for your organization: create them, take registrations (with entry-fee payment via Connect), and run brackets, schedules, and standings. RateMyCoach takes no cut of tournament entry fees by default.
Common questions
How fast is org approval?
A platform admin reviews your request; you'll get an email when it's approved.
Do I pay monthly?
No — it's per athlete, per year ($5), plus any $1 add-ons you choose.
How do families pay registration fees?
Through the public registration form via Stripe hosted checkout; funds settle to your connected account once Connect is set up.
Can I require background checks for my coaches?
Yes, and you'll see their status and expirations under Compliance.
We're a big league with member clubs.
Use the organization hierarchy — a parent org with child orgs and teams beneath it.
Set up your organization
Submit a request and a RateMyCoach admin will review it.
Request an organization