Frequently asked questions

RapidCoach is a scheduling and athlete-management app for private and performance sport coaches. It keeps your calendar, athlete roster, attendance, and session notes in one fast, mobile-first place — plus read-only schedule access for parents.

It's built for private and performance sport coaches running 1-on-1 and small-group sessions. It is deliberately not built for large organizations, leagues, or enterprises.

No. RapidCoach is a hosted web app that runs in your browser on phone, tablet, or computer. It's designed mobile-first for use between athletes, and works just as well on tablet and desktop. It needs an internet connection — there's no offline mode.

RapidCoach is currently in early access — invitation only. Founding coaches get 30 days of Pro Plus free, a personal onboarding session, and 50% off for life. Request access and we'll send your invite code as a spot opens for your organization. Request early access.

There are three plans, each billed monthly or annually (annual saves you a few months' cost). Standard is $19/month ($199/year) for one coach and up to 50 athletes; Pro is $39/month ($379/year) for one coach and up to 100 athletes, adding text notifications, document storage, and online booking; and Pro Plus is $79/month ($699/year) for up to 5 coaches and 300 athletes. Founding coaches get 30 days of Pro Plus free, a personal onboarding session, and 50% off for life. See the full pricing comparison.

We're onboarding a limited number of founding coaches by invitation, slowly at first so every coach gets a real setup session. Founding coaches get 30 days of Pro Plus free, a personal onboarding session, and 50% off for life.

If you haven't subscribed, your account is locked until you upgrade — but your data is retained, never deleted. Upgrade any time and you pick up exactly where you left off.

Billing is handled securely through Stripe. You can upgrade, change, or cancel your subscription whenever you like from Settings → Billing.

Your monthly plan is the fee for the software itself. Accepting online payments is an optional feature available on every plan, handled through Stripe. When you take a payment, Stripe charges its standard processing fee (about 2.9% + 30¢ per transaction), billed to you directly by Stripe, and RapidCoach adds a 1% per-transaction fee on top of that — above and beyond Stripe's fees. If you don't accept payments, there are no transaction fees at all.

Day, week, and month views. Sessions are color-coded by category, and you can drag and drop an appointment to another day or time to reschedule it — booking a slot blocks it off so nothing double-books.

Yes. Mark each athlete present, late, or absent right on the session. For a group, everyone defaults to present and you just flip the exceptions. Reports roll attendance up per athlete so you can see rates over time.

Yes. Build your own test library — 40m dash, 5-10-5, vertical jump, anything you measure — setting each test's unit and whether a lower or higher score is better. Record a result by picking the athlete, test, and value, and every athlete's profile shows their latest result, personal best, and trend over time.

Yes — video analysis is available now. Record or upload a clip from your phone and review it on the spot: slow motion (0.25× / 0.5×), frame-by-frame stepping, and a scrubber to study every rep. Nothing uploads until you choose to save it to the athlete's profile, where saved clips stay private to your coaches.

Yes — email is available now. Send to one athlete's family, a group, or your whole roster from a rich editor. Every message shows delivery tracking (delivered, opened, or bounced) and a full sent history, sends under your own name with replies routed to your inbox, and includes a built-in unsubscribe.

Yes. On Pro and Pro Plus, RapidCoach can send one-way text notifications to athletes and parents/guardians for reminders, cancellations, schedule changes, and important updates. Texts are sent from the RapidCoach platform, and they go only to people who have opted in — so your messaging stays professional, with no messy group threads or unwanted messages. See how text reminders work.

RapidCoach helps you collect texting permission the right way. You invite parents, guardians, and eligible athletes to opt in, and we send texts only to those who agreed. Imported contacts are never texted automatically. Anyone who doesn't opt in can still receive the same updates by email or your other channels, so no one is left out — and opting in protects coaches, athletes, families, and the platform alike. Recipients can reply STOP at any time to opt out or HELP for help. Message frequency may vary, message and data rates may apply, and consent to receive texts is never a condition of using RapidCoach.

No. RapidCoach text notifications are one-way — replies are not monitored through RapidCoach. If a parent, guardian, or athlete needs to respond, they should contact the coach directly using the coach's normal contact information. (For minor athletes, texting is parent- and guardian-first.)

Yes, on Pro Plus — it supports up to 5 coaches who share the org's athletes, categories, and groups, each with their own calendar. Standard and Pro are single-coach plans built for one coach running their own schedule. Invite a coach with a shareable link and they're set up in seconds.

Yes. Categories are defined by you and color-code your calendar — add, rename, recolor, or archive them as your program changes. New accounts start with a seeded set (Sprinters, XC, Distance, SAQ, Form Assessment).

If you want them to. Self-booking is an optional feature on Pro and Pro Plus, and it's off by default — each coach decides whether to use it. Turn it on and you get a personal booking link to share; clients pick from the open times you set, and every booking drops onto your calendar and blocks the slot. You choose your availability, session types, and minimum notice, and whether bookings confirm instantly or need your approval. It's protected against spam with a bot check and rate limits, every booking can be canceled by link, and you can switch it off anytime.

Add them one at a time, or bulk-import a roster by CSV (name plus optional birth date). You can record sport(s), school, grade, age or birth date, an optional address, and one or more parent/guardian contacts.

Mark them inactive. They drop off your working roster but keep all their session and attendance history, and you can filter back to inactive athletes and reactivate them anytime — useful for athletes who come and go by season.

Yes. Every athlete has a running notes journal on their profile — add, edit, date, and delete entries over time to build a season-long picture. Notes you add to a session also roll up onto the athlete's page automatically. Notes are coach-only and never shown to parents.

Parents get read-only access to their own athlete's schedule through a passwordless magic-link login. They never see your private notes, other athletes, or any coaching or admin tools.

No. We deliberately keep athlete records lean — basics plus guardian contacts — to limit the handling of minors' personal information. There are no medical notes in RapidCoach.

Each account's data is isolated at the database level so organizations can't see each other's information, coaches can enable two-factor authentication, and we store only what's needed to run sessions. See our Privacy policy for details.

You do. You retain ownership of your organization's data — see our Terms and Privacy policy for the specifics.