One workspace code connects your whole team: here's how to use it properly

If you're still texting injury updates to your physio and emailing session plans to parents separately, you're doing double the admin for no reason. CoachCraft's workspace code is built to fix exactly that, but most coaches only use a fraction of what it does.

What the code actually does

Every team gets a single 6-character workspace code. Share it once, and coaches, physios, and players all land in the same connected environment. No separate logins to manage, no "did you see my message" chasing.

• Coaches see session plans, drills, and squad status in one place.
• Physios get visibility into who's available, who's carrying knocks, and who's booked in for check-ins.
• Players can view their own data, book physio slots, and request SafeHouse time with a coach, all without a phone call.

The point isn't just convenience. It's that everyone is working off the same live picture of squad availability, instead of three different versions of the truth.

Get the physio loop working properly

The physio check-in workflow is the feature most teams underuse. Instead of a player mentioning a tight hamstring in passing at training, they log it through their portal. That flags it to the physio, who can offer a check-in slot directly instead of a back-and-forth over text. As the coach, you see the outcome (cleared, modified load, rest) reflected against that player in your squad view before you even plan the week's session.

Set expectations early: tell your squad that niggles go through the portal, not a WhatsApp message to you. It takes one team meeting to make this the default, and it's the single biggest time-saver once it sticks.

Use SafeHouse bookings for the conversations that matter

SafeHouse is the feature for the stuff that shouldn't happen in a group chat: a player wanting to talk through a form dip, a parent wanting five minutes on game time, a leadership conversation that needs privacy. Players and parents can book that slot directly through their portal instead of cornering you after training or sending a vague "can we chat" text.

This does two things: it protects your time by keeping requests structured, and it signals to players that there's a proper channel for it, which tends to mean issues get raised earlier, before they become bigger problems.

Don't let the code become a bottleneck

One mistake we see: coaches treat the workspace code like a password and only give it out reluctantly. Do the opposite. Get it into every player and parent's hands in week one, alongside a two-minute walkthrough of what the portal does. The value only compounds once your physio, players, and parents are actually using it, not just holding a code they've never entered.

If your squad set up their portals at the start of the season and it's gone quiet since, that's normal, but it's worth a five-minute check this week to see who's actually logged in and using it.