Let Me Run — Preparing Boys for the Long Run
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How-To · Coaches

Approve a coach and put them on a team

For RDs and staff. Assigning a coach to a team is the approval; there is no separate approve button.

Before you start

  • The team must already exist in Pinwheel. The Team list comes from the live Pinwheel registration.
  • The coach must have filled in the coach application. If not, the row shows Hasn’t applied yet and the button reads Invite them to apply. Click it to email them the form, and come back once they apply.
  • Open the row and read Child protection. If they answered Yes, review it individually before any contact with boys.

Assign them

  1. Open Incoming in the left menu, click Coach applications next to Show, and click the coach’s row.
  2. Click Assign to a team.
  3. Check the Region. For Expansion, also pick the Event.
  4. Pick the team under Team and click Add this team. Do it again for a second team.
  5. Set Role on the team.
  6. Leave Send a welcome email ticked and click Assign & write the welcome email. If you untick it, the button reads Assign & move to Handled.

Send the welcome email

  1. The email box opens by itself once the assignment saves.
  2. Pick your region’s welcome template under Start from a template. Nothing is picked for you.
  3. Read it, then click Send welcome email. It goes from your own @letmerun.org address and you get a copy. Or click Skip — don’t send; the assignment stays.

What happens

  • The row moves to Handled with a Placed on a team chip.
  • The coach goes on the public team card and gets their Coach Hub sign-in.
  • The coach shows on the school’s page in Team Journey, under Coaches & compliance.
  • Pinwheel is not changed.

Changing it later

To add a team, open the row on Handled and click Assign another team. To take a team off, click remove beside it, then Yes, remove. Moving a placed coach to Not Now takes them off every team and ends their Coach Hub sign-in. You can also take them off from the school’s page in Team Journey: click Remove from team on the coach’s card.

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