Academy Reports and "Needs You" | PersonaCart Journey

This is a written-up look back at 5 to 12 October 2026. I am writing it on 12 October, the day this post goes up, from our commit history. Period covered: 5-12 October 2026.

In short

• The Academy owner now has a Reports page with seven reports, each one downloadable as a CSV file.
• "Needs you" on the Academy Today screen lists every payment problem, with a link to the family.
• Coaches, parents and owners all got more tools: cover requests, make-up sessions, camps by day and levels on groups.

The main thing: Academy Reports

An academy owner asks the same questions every month. Are my classes full? Who is not showing up? Who owes me money? We built one Reports page in the Academy section of the app, on our staging branch, with seven reports:

• Enrolment against capacity
• Attendance
• Revenue (gross minus refunds, shown as net)
• Outstanding payments
• Drop-outs
• Waitlist
• Birthdays

Pick a date range, read it on screen, or download the same report as a CSV. On a phone each row becomes a stacked card instead of a table that scrolls sideways. Only owners and admins can open it; coaches cannot.

Next to it, the Academy Today screen has a "Needs you" list. It shows every Academy payment problem, not just the ones from one kind of product, and each row has two actions: email the parent, or open the family. The owner can also get one short daily mail listing which families joined, paused or left.

What else the Academy got

• Teams and rosters: a Team page with Roster and Schedule tabs. An owner can see who answered a team event and ask for RSVPs. Families hear when a child joins a team. Rosters can be searched, printed and downloaded as CSV.
• Assigning families: on the Families page, "Assign many" puts several paying families onto teams in one go.
• Levels: you can set a skill level on each weekly group and team. The public class list can filter by level.
• Camps by day: a "Camp with days" dialog creates one draft event per weekday you choose, so families can pick the days they want.
• Waivers and terms: a waiver is signed once per child before a place is bought, and the default waiver can include emergency-care consent. A terms and fees tab and a re-enrol card for parents came in too.
• Coach side: a coach can accept or withdraw a cover request and see their own cover history. A "When I can work" card and an hours-this-month card sit on the coach's Me screen. The coach app shows an offline banner and a reminder when attendance has not been saved.
• Make-ups: a parent is told when a make-up or free-trial session is booked. A planned absence can run up to the end of the next paid period, and past absences show the state of their make-up credit.
• Parent side: one place for reminders and notifications, with quiet hours, receipts on the place card, and a switch for "offers and news".
• Pausing: when an owner pauses the Academy, every Academy mail and push stops, except the coach invitation.
• What to bring: each group can list what to bring, which appears in session mails and the parent's session view.

Outside the Academy

• Orders and customers: orders can carry tags and be searched by notes, tags, items, phone and payment reference. A customer now has a number shown on orders, bookings and support, and the list row opens the customer page.
• Search: the command palette groups results and jumps to the right page.
• Domains: a review dialog for links still using an old store address.

What it means for a coach or academy owner

The point is less back-office time. You open one screen and see who needs you. You download the roster before practice. Parents get the answer to "is there training and what do I bring" without messaging you. Your coaches see only their own groups and none of your money.

The Academy overview explains the whole thing, and each sport has its own page, for example basketball. Coaches are free; see pricing for the rest.

Want to talk? I am one of the co-founders of PersonaCart. If you have a question, an idea or something you want us to build, write to me directly: [email protected].

Vinod Morya, Co-founder, PersonaCart