Setting up a team takes a few minutes. This guide walks through creating your workspace, migrating existing data, and inviting your coaching staff.
Before you start
Teams require a Club plan ($29/month USD -- see planner.coach/pricing for your local currency). If you're on Free or Pro, you'll need to upgrade first. Only the team creator becomes the owner and handles billing -- members you invite don't need their own paid plan.
Your Club subscription covers the entire team. Members get access to all Club-tier features (training programs, athlete forms, email reports, unlimited limits, and more) while working in the team workspace, regardless of their personal plan.
Step 1 — Create the team
Open the team switcher in the sidebar and click Create Team. Enter a team name -- you can change this later in Team Settings.
After creation you'll land in the Setup Wizard, a three-step flow that helps you populate the team workspace with your existing data.
Step 2 — Transfer athletes
The first wizard step shows your personal athletes. Select any athletes you want to move into the team. Transferred athletes become team data -- all members with the right permissions will be able to view and manage them.
You can skip this step and transfer athletes later from their individual profile pages.
Step 3 — Share activities
Next, choose personal activities to share with the team. Shared activities appear in the team library for all members to browse and use in sessions. The original stays in your personal library too.
Again, this is optional -- you can share activities at any time using the Share to Team button on any activity.
Step 4 — Invite members
The final step lets you send invitations. Enter an email address and choose a role:
- Admin -- Can manage members and all team data.
- Coach -- Can create and edit team data.
- Assistant -- Can view and edit their own items.
- Viewer -- Read-only access.
Each person receives an email with a join link. If they don't have a Planner.coach account, they can sign up through the link and will be added automatically.
You can always invite more members later from Team Settings.
Switching between personal and team
Use the team switcher in the sidebar to move between your personal workspace and the team. A badge in the topbar shows the team name when you're in team context.
- Team context: Data you create belongs to the team and is visible to all members.
- Personal context: Data stays private to your account.
Accept the Data Processing Agreement
The first time you open Team Settings as the team owner, you'll see a banner asking you to accept the Data Processing Agreement. It's the Article 28 contract that confirms your club is the data controller for athlete records and Planner.coach is the processor -- a written DPA is a hard requirement under UK and EU data-protection law for any club holding personal data on minors. Read the full text at /dpa and accept once you're comfortable.
You can keep using the workspace before accepting, but the banner stays in place until you do.
What happens next
Once your team is live, explore these topics:
- Roles and Permissions -- Understand what each role can and can't do.
- Teams Overview -- AI credit pooling, context switching, and more.
- Data Processing Agreement -- The Article 28 contract you accept on first sign-in.
- Plans & Pricing -- Details on the Club plan.