Setting up your gym for the first time

New to GymTeamHub? This is the order that works. Each step links to a deeper guide, but you can get a gym fully running from this page alone — most gyms are set up in under an hour.

1. Set up your gym and create your hub

A hub is the home for one program or team — many gyms run everything in a single hub, while larger programs create one per team (say, a JO Team hub and a Boys Team hub).

1. Create your account, then go to your My Hubs page and choose Start your gym — name your gym and enter your billing info to begin your 30-day free trial. You aren't charged until the trial ends, and you can cancel any time before then. GymTeamHub is a paid subscription for gyms with everything included — but families never pay. See Billing and your subscription.
2. With your gym started, choose Create Hub, give your hub a name, and confirm your gym's timezone.
3. Pick which features to turn on. The defaults cover the essentials — Roster, Calendar, Messages, Meets & Camps, Scores, Skills, Groups, Staff, Schedule, and Attendance — and you can add or remove features any time later in Settings.

You're the hub's owner, which means every setting on this page is yours to change.

2. Make it look like your gym

In Settings → Hub Settings, upload your gym's logo as the hub photo and pick your accent color — the app's highlight color swaps to match your gym's branding everywhere, for everyone. See Hub branding.

3. Define your levels

This is the most important setup step. In Settings → Program → Levels, add the competition levels your program runs — Level 3, Level 7, Xcel Gold, whatever applies. Levels drive grouping across the whole app: the roster, skills grids, attendance, assignments, announcements, and more.

While you're in the Program tab, glance at Seasons — the season start date defaults to August 1, and your first season is created automatically. Details in Levels and seasons.

4. Add your athletes

Head to the Roster tab and choose Add Member → Athlete. Two paths:

• Bulk import — coming from iClassPro? Upload a roll sheet and your gymnasts, birthdates, levels, and guardian contacts come in all at once. Follow Importing your roster.
• Add one at a time — enter each gymnast's name, birthdate, level, and guardian info by hand.

Athletes don't need accounts — a gymnast's record lives on the roster, and parents connect to it in step 6.

5. Invite your staff

In Settings → Hub Settings → Invite Codes, create a code for each staff role you need — coach, admin, or director — and send your staff the invite link. Whoever signs up with a code lands in your hub with that role. What each role can see and do is covered in Roles — who sees what.

6. Invite parents and link their gymnasts

1. Create a parent invite code and share the link with your families (a group email or flyer with a QR code works well).
2. As parents join, link each one to their gymnast from the Roster's Linked column — that link is what unlocks their child's skills, scores, and reports in the parent's app.

If a parent signs up with the same email that's on their gymnast's guardian record — which is usually the case after an iClassPro import — the link happens automatically. See Managing members.

7. Set up practice schedules

In the Schedule tab, build each level's weekly practice schedule (with A/B groups if a level splits). Attendance runs off these schedules — once they're in, coaches can take daily attendance with one tap per gymnast. See Taking attendance.

8. Build your skills lists

In the Skills tab, pick a level and apparatus and add the skills you track. Coaches update statuses from the floor, and parents watch progress from home. This one's a marathon, not a sprint — many gyms start with one or two levels and grow from there. See Managing skills.

When you're ready for more

Everything above gets a gym running. When it feels routine, explore the features that are off by default in Settings → Feature Tabs: Assignments, Progress Reports, Appointments, Floor Music, Tryouts, Mentorship, Resources, and Marketplace.

Common questions

What happens when my free trial ends?

Nothing you need to do — your subscription continues on the card you entered when you started your gym. Decide it's not for you? Cancel from Settings → Hub Settings → Billing before the trial ends and you won't be charged; your hubs switch to view-only and nothing is deleted. Details in Billing and your subscription.

Do I have to finish all of this before inviting anyone?

No — but do levels (step 3) before athletes (step 4), and athletes before parents (step 6), or you'll be re-doing links and level assignments. Staff can join any time.

Can I change my mind about features later?

Yes. Feature tabs, branding, levels, and schedules are all editable after launch — nothing in setup is permanent.

What if my gym has multiple teams?

Create a hub per team from My Hubs. Your account owns them all, and staff and families can belong to more than one hub.