Why Athletics Clubs Need a Member Portal

An athletics club communicates more information to its members than almost any other grassroots sport. Training times vary by event group. Competition calendars change weekly. PB records need updating. Coach session notes contain drill descriptions that athletes want to review. Kit requirements differ by discipline and season. Travel arrangements for away competitions involve logistics that parents need well in advance.

Without a centralised portal, this information flows through a chaotic mix of Facebook groups, WhatsApp messages, emails from different coaches, and word of mouth at the track. The result is that parents miss competition deadlines, athletes arrive at the wrong session, coaches repeat the same information individually to every parent who asks, and the club secretary spends hours answering questions that should be self-service.

A member portal consolidates all of this into a single access point. It does not replace personal communication between coaches and athletes, but it eliminates the repetitive information requests that consume volunteer time and cause frustration on both sides.

Essential Portal Features for Athletics Clubs

Not every feature is equally important. Prioritise the features that address the most common communication pain points in your club.

Training Schedule and Event Group Timetable

The single most-asked question in any athletics club is "What time is training and where do I go?" Your portal should display the weekly training schedule filtered by the athlete's event group and age group. If a junior sprinter logs in, they should see their relevant sessions without scrolling through throws coaching times and veterans' running group schedules. Include venue details, meeting points, coach names, and any kit requirements for each session. When the schedule changes for school holidays, weather, or facility closures, update the portal and send a push notification or email alert.

Competition Calendar

Display upcoming competitions with dates, venues, entry deadlines (your internal deadline, not just the organiser's), events available, qualifying standards where applicable, and whether the club is entering a team or athletes enter individually. Allow athletes or parents to express interest or confirm availability through the portal. This gives the team manager or competition secretary a live view of who is available for each competition, eliminating the rounds of text messages and email chains that currently precede every entry.

Personal Best Records

Every athlete should be able to view their full PB history across all events, with progression over time. Display the date and competition where each PB was set, the conditions (wind reading for sprints and jumps), and the timing method. Where possible, link to the Power of 10 result for external verification. A PB wall showing recent personal bests across the club is a powerful motivational feature and should be visible to all members, not just the athlete's own records.

Coach Session Notes

After each training session, coaches should be able to post brief session notes visible to the athletes in their group. These notes might include the session focus (such as acceleration mechanics, discus technique, or threshold running), key coaching points from the session, any drills that athletes should practise between sessions, and individual feedback where appropriate. This is not about creating a burden for coaches. A three-sentence session summary posted via a phone takes two minutes and saves 20 minutes of individual messages from parents asking what their child did in training.

Structuring Access and Permissions

Athletics clubs have a specific set of access requirements that differ from other sports because of the age range and the parent-athlete relationship.

Parent vs Athlete Accounts

For junior athletes (under 18), the parent or guardian is the primary account holder. They need to see training schedules, competition entries, payment information, and any safeguarding-related communications. The athlete themselves may also want access, particularly from age 13 or 14 upward, to view their PB records, session notes, and competition calendar. Your portal should support linked accounts where a parent account can view and manage one or more child athlete profiles, and from a specified age, the athlete can have their own login with appropriate access.

Coach Access

Coaches need access to athlete profiles within their event group, including performance data, attendance records, medical information (allergies, conditions, emergency contacts), and parental consent status. They should be able to post session notes, update training performances, and view competition entries for their group. Coaches should not have access to financial information such as payment history or outstanding balances, which is the domain of the club administrator or treasurer.

Administrator Access

Club administrators, typically the secretary and treasurer, need full access to membership records, payment data, and communication tools. They should be able to manage user accounts, update the competition calendar, publish club-wide announcements, and generate reports on membership numbers, attendance, and financial status.

Communication Tools Within the Portal

A portal is most effective when it becomes the primary communication channel between the club and its members, reducing reliance on fragmented external platforms.

Targeted Announcements

The ability to send announcements to specific groups is essential. A message about a throws coaching change should go to throws group members only, not the entire club. A message about cross-country league fixtures should reach endurance group members and their parents. Broad announcements (facility closure, AGM dates, annual awards evening) should go to everyone. Your portal's announcement system should support group-level targeting based on event group, age group, or custom member lists.

Event RSVP and Availability

For competitions and special events (such as club championships, inter-club matches, or social events), the portal should allow members to confirm or decline attendance. This replaces the "Can everyone reply to this message with their availability" posts that generate 50 replies in a WhatsApp group with no easy way to compile the responses. An RSVP feature with a deadline gives organisers a clean list of confirmed attendees.

Document Storage

Club policies (safeguarding, anti-bullying, complaints procedure), coaching resources, competition guides, and administrative forms should be stored in the portal where members can access them at any time. This eliminates the recurring requests for documents that someone saved on their personal computer and forgot to share.

A portal does not replace the coach-athlete relationship or the community atmosphere of a club night at the track. It replaces the administrative noise that gets in the way of both.

Implementation Priorities

If you are building or adopting a portal for the first time, do not try to launch every feature simultaneously. Start with the features that solve your most pressing communication problems.

Phase One: Information Access

Training schedule, competition calendar, and club announcements. These are the features that immediately reduce the volume of repetitive questions to coaches and administrators.

Phase Two: Performance Data

PB records, session notes, and progression tracking. These features add coaching value and motivational impact.

Phase Three: Transactional Features

Competition entry management, payment history, consent forms, and RSVP tools. These features streamline operations but require more setup and integration.

Key Takeaways

Prioritise the training schedule and competition calendar as the first portal features because they address the most frequent member queries.
Display PB records with full context (wind readings, timing method, competition) and provide a club-wide PB wall for motivation.
Structure access so parents manage junior accounts, coaches see their event group's athletes, and administrators handle finances and membership.
Use targeted announcements by event group and age group to reduce notification fatigue and ensure messages reach the right people.
Implement in phases: information access first, performance data second, transactional features third.