Classes, students and attendance

In an academy, everything revolves around the class: it has the schedule, the coach and the age group. A student is enrolled in a class, not in the academy as a whole.

Academy, standalone class or pickup game

When you create one, you choose the type, and it changes what the screen asks for and what things are called:

Type	For	How it shows up
Academy	A sports school with several classes, age groups and guardians	Student, Coach, Monthly fee
Standalone class	A training group or class without a school structure	Participant, Organizer, Contribution
Pickup game	The weekly game among friends	Player, Game owner, “Who’s in?”

For standalone classes and pickup games, the screens skip the “academy” level and go straight to the class.

The fastest way to start is New class in the menu (or Create my group on the dashboard): a single screen with name, sport, type (class or pickup game), days and time. If you don’t have an organization yet, it is created along the way. At the end, the Invite everyone screen hands you the invite link and a WhatsApp button.

When the class grows, the Your group became an academy dialog converts the type into a full academy without losing students or history. Converting requires the owner or administrator role and a plan with full academies — see the limits in Plans, limits and upgrade.

Creating a class

Fill in:

• Name — “U11 Morning”, “Beginners Tue/Thu”
• Age group — U7 to U17 or Adult
• Days of the week, each with its own time (e.g. Tuesday at 7pm and Thursday at 8pm)
• Maximum students — the class’s number of spots
• Coach — picked from the organization’s members
• Team (optional) — see below
• Description — with AI text suggestions and voice dictation

Setting the maximum number of students from the start saves you the awkward conversation of discovering the class is full after the enrolment is already done.

The class list shows each class as a card, with occupancy, waiting list and shortcuts to attendance, students, team draw, teammate ratings, invites, sessions, rankings, calendar, cost split and monthly fees.

Linking a class to a team

A class can be linked to a team. That’s what connects development work to competition: the students in that class become the roster of the team that plays in tournaments.

Without that link, academy and competition remain two parallel records of the same child.

Enrolling a student

Every student is an athlete of the organization, and the enrolment is that athlete’s link to the class. Under New student, search for an athlete already on file or create one with the quick form. If someone with a similar name already exists, Torneyo suggests the existing record to avoid duplicates.

Name, date of birth, sex and photo live on the athlete. That’s why the same record serves the academy, tournaments and the athlete area, and a photo taken in the app shows up everywhere.

The guardian is a record of its own, with the contact details of whoever is responsible for the student, and one guardian can cover several students — siblings sit under the same record. A guardian is only required in an academy class for a youth age group (U7 to U17). In adult classes, standalone classes and pickup games, the guardian is optional.

Each student also has an enrolment form in PDF, which you can download from the student list.

Tip The class age group does not block enrolment by age: it decides whether a guardian is required. Double-check the date of birth at enrolment — it is what counts later for the tournament category.

Invite link

Instead of registering people one by one, use Invite on the class. You can generate an open link to share in a group chat or individual email invitations, with an expiry date and a maximum number of uses. You can copy the link again or revoke the invitation at any time.

Whoever opens the link signs in or creates an account and:

• is enrolled right away, if there is a spot;
• joins the waiting list, with their position, if the class is full.

In a youth academy class, the invitation also asks for the guardian’s details.

Spots and waiting list

The student screen shows taken spots, the total and how many are waiting, updated in real time.

• A manual enrolment in a full class is refused with the Class full notice.
• When an enrolment is deactivated, the first person on the waiting list moves up automatically and is notified. Anyone already at the activity limit is skipped.
• The manager can also promote someone from the waiting list manually or remove them from it.

Organization enrolment rules

Under Enrollment policy (shortcut on the organization dashboard) are the rules that apply to every class:

• Activity limit per student — how many active enrolments the same athlete can hold at once. The default is 5.
• Default enrollment validity, in months — it can also be set student by student.
• Expiration warning — how many days before expiry the guardian gets the email (default: 7).
• Grace period — how many days after expiry the student can still take part. After that, the enrolment is blocked and the student is left out of attendance until it is renewed.
• Require PAR-Q at enrollment — requires an up-to-date physical activity readiness questionnaire to enrol (and to promote from the waiting list). See Forms, PAR-Q and medical record.

The student list flags enrolments that are expired or blocked.

Attendance

Attendance is recorded per session, on the class’s Attendance screen. Reopening a day already taken loads what was saved, and there is always one record per student per day. In the mobile app, attendance works offline and syncs when the connection is back.

It’s the data behind two difficult conversations:

• With parents — “he missed six of the last eight sessions” is very different from “he’s been missing a lot”.
• About drop-out — falling attendance usually comes before an enrolment is cancelled. Whoever watches attendance has a chance to act before losing the student.

Class sessions appear in the organization calendar, alongside matches and bookings.

Sessions: who’s in?

Under Sessions in the class, open the next training or match with a date, time and, optionally, a response deadline. Torneyo generates a link to share in the group chat (Copy link and WhatsApp buttons): whoever opens it taps their own name and answers in or out, without signing in. The screen shows how many are in, how many are out and who hasn’t answered yet.

Confirmation doesn’t replace attendance: it shows who said they’d come; attendance records who came. In the team draw, the Use confirmed option brings in the list of people who confirmed.

If the WhatsApp group integration is active for the organization, you can link the class’s group and use Post to group: the invitation goes out in the group and, close to the deadline, a reminder tags whoever hasn’t answered.

Class rankings

Under Rankings, two independent leaderboards, by month, year or all time:

• Attendance — one point per attendance day the person showed up, with “x of y days” and the current streak.
• Reliability — confirmed and came: +1; confirmed and didn’t show: −1.

Days without attendance taken don’t count, so nobody is penalised because the manager forgot. Participants also see the rankings on the class detail page, with their own position highlighted.

Technical assessment

Beyond attendance, you can record technical assessments of the student over time.

In an academy that charges a monthly fee, this is what shows the guardian that real development work is happening — not just an hour of kicking a ball once a week.

Features for pickup games and standalone classes

Three features exist only in standalone class and pickup game types — never in an academy, where students are usually children.

Teammate ratings

Each participant with an active enrolment gives teammates an overall score from 1 to 5 and, optionally, attack, defence and commitment scores. It’s one vote per teammate per month (you can change it within the month) and nobody rates themselves.

Balanced team draw

In Team draw, pick the date, who’s playing and how many teams. Torneyo builds balanced teams from teammate ratings (with at least two ratings) and attendance over the last 90 days; players not yet rated count as average. The same group of players always produces the same draw.

Optionally, ask for an AI suggestion to fine-tune the teams. Save the draw to keep a history. It also works in the app.

Cost split

For a one-off expense — a new ball, extra court rental, a barbecue — create a cost split in the class. Enter the amount and the date: Torneyo suggests who was present at that day’s attendance (or everyone active, if no attendance was taken) and splits it in equal parts; leftover cents go to the first people on the list.

Payment is by instant transfer, outside the platform: the split shows the payment key (its own or the one from the monthly fee settings) and you mark who paid, tracking “N of M paid”.

Athlete area

An enrolled athlete sees the class under My area → Classes: upcoming sessions, participants, waiting list, team draws, ratings, rankings and their own fees. On mobile, switching between manager mode and athlete mode is in the user menu.

Suspending a session, deactivating a class

These are two different things:

• Suspend one day’s session — public holiday, rain, court closed. The session disappears from that day’s calendar and the reason is recorded. Today this is done in the mobile app’s calendar.
• Deactivate the class (or the academy) — ends the class. It’s done in the edit form; students and history remain on file.

FAQ

Can a student be in two classes? Yes. The same athlete can hold active enrolments in several classes, up to the organization’s activity limit (default: 5).

What happens when a class is full? Manual enrolment is refused and people arriving through the invite join the waiting list. When a spot opens, the first in line is enrolled automatically.

Does billing come from the class? No. The monthly fee configuration belongs to the academy — see Academy monthly fees.