Frequently asked questions

Proletics is a modern club management platform built specifically for sports clubs — from single-sport grassroots setups to multi-sport academies with hundreds of athletes. It brings athletes, coaches, parents, scheduling, attendance, and progression tracking into one workspace, with each club's data completely separated from every other club on the platform.

If your club is spending too much time on spreadsheets, WhatsApp groups, and chasing attendance records, Proletics is designed to fix that. Whether you manage 30 athletes or 300, the platform scales with you without any complex configuration.

Security is built into the foundations of Proletics, not added on afterwards. A few things worth knowing:

• Tenant isolation — your club's data (athletes, coaches, records) is strictly separated at the database level from every other club on the platform. No cross-club data bleed is possible.

• Role-based access control (RBAC) — every user can only see and do what their role permits. A coach sees their assigned sports; a parent sees their child; an admin sees the club. Nothing more.

• Encrypted in transit — all connections use TLS. Passwords are hashed with argon2id.

• Hosted on Neon PostgreSQL — data is stored on enterprise-grade infrastructure with daily automated backups.

Yes — GDPR compliance isn't a checkbox for us, it's part of how the system is designed. Here's what that means in practice:

• Data Subject Access Requests (DSAR) — any member can request a full export of the personal data held about them. Club admins can action this directly from the settings panel.

• Right to erasure — club admins can initiate a full data erasure for any member. Soft-deleted records are permanently removed on confirmation.

• Consent tracking — the platform records explicit consent for each member and surfaces it for audit purposes.

• Cookie consent — a compliant cookie banner is shown to all unauthenticated visitors.

• Data minimisation — we only collect what's needed to run the club. We don't sell data or use it for any purpose other than operating the platform.

If you have specific compliance questions for your organisation, reach out and we're happy to discuss further.

No — not by default, and that's deliberate. Coach notes are private to coaching staff and club administrators. A coach can choose to mark a note as "shared," which makes it visible to the athlete and their parent or guardian through their own account.

This gives coaches full control over what feedback reaches families. Day-to-day internal observations stay internal; structured feedback that's ready to share can be published in a couple of clicks. Parents will never see unshared notes, and they won't even know those notes exist.

Parents and guardians (linked as a child's guardian) can view:

• Their child's session attendance history
• Skill progression levels as approved by coaches
• Any coach notes that have been explicitly shared with the family

Athletes with their own login see the same information about themselves.

Neither parents nor athletes can see other athletes' data, unshared notes, financial records, or any administrative features. Access is strictly role-scoped at every level.

Each sport has its own sessions — training, matches, whatever suits your club's workflow. When a session is scheduled, the full roster of enrolled athletes is automatically available.

Taking attendance takes seconds: coaches or staff simply mark each athlete as present, absent, or late directly from the session page. The record is saved instantly and becomes part of the club's permanent history.

Attendance data is kept indefinitely. It's useful for safeguarding purposes, insurance requirements, and when coaches want to review an athlete's commitment over time.

Absolutely — Proletics is multi-sport by design. Each sport gets its own space within your club: its own athlete roster, coaching team, sessions, progression framework, and note history.

Athletes can be enrolled in multiple sports (a swimmer who also does athletics, for example), and their profile reflects activity across all of them. Coaches are assigned to the sports they manage and can only see those sports. Club admins get a full view across everything.

There's no additional cost or configuration required to add more sports — it's just how the platform works.

Most clubs are fully set up within a couple of hours. The typical onboarding flow looks like this:

1. Create your club workspace
2. Add your sports
3. Invite your coaching staff and administrators
4. Add or import your athletes (and link their parents/guardians)
5. Schedule your first session

There's no complex configuration, no lengthy setup wizard, and no need for technical expertise. The platform is designed to feel intuitive from the moment you log in. Our team is on hand to help if anything isn't immediately obvious.

Private beta means we're working closely with a small group of clubs to refine and expand the platform before a wider launch. What it does NOT mean is that the platform is a prototype or unfinished — everything you see is production-grade software, used by real clubs with real athletes.

Being a beta club has some real benefits: you get a direct line to the Proletics team, your feedback genuinely shapes what gets built next, and early clubs typically receive preferential pricing when we move to public billing.

Your data is just as safe and your experience just as reliable as it will be at full launch.

During the private beta, you have direct access to the Proletics team. The best way to reach us is by email at hello@proletics.club — we aim to respond within one working day, often much sooner.

We're genuinely interested in hearing about anything that isn't working as expected or any features you wish existed. A help centre with guides and video walkthroughs is on the roadmap and will be launched alongside the public release.

You're not just a user — you're a partner in building what Proletics becomes.