How to Use AcCountAble

Go to the login page and enter the email and password your group admin gave you. Once logged in, you'll see your Dashboard.

Open the app in your browser, tap the Share button (iOS) or the three-dot menu (Android/Chrome), then tap "Add to Home Screen." This gives you a full-screen app experience.

Tap "Participants" in the sidebar, then tap the blue "+ Add participant" button. Fill in the name, age, gender, activity, room, and chaperone. Tap "Save."

When adding or editing an participant, tap "Take Photo" to use your device camera, or "Upload Photo" to pick from your gallery. You can crop and adjust before saving.

Tap on any participant card to open their detail page, then tap the "Edit" button. Change whatever you need and tap "Save."

Open the participant's detail page and tap "Delete." You'll be asked to confirm. This cannot be undone.

On the Participants page, use the search bar at the top to find participants by name. Use the Activity, Chaperone, and Room dropdowns to narrow results.

On the Participants page, select multiple participants using the checkboxes, then click the red "Remove from [Major Event Name]" button that appears in the action bar. Confirm in the modal — this removes them from the active Major Event without deleting their records or affecting other event enrollments.

When adding or editing an participant, scroll to the green "Medical & Care Info" section. You can fill in Allergies, Medications, Dietary Needs, and Behavioral Notes. All fields are optional.

In the participant form, look for the red "Emergency Contact" section near the bottom. Enter the contact name and phone number. This is separate from the chaperone.

On the Participants grid, a green "Medical" badge appears on any participant card that has medical info filled in. In the list view, a Medical column shows "Yes" or a dash.

Open a participant's detail page. If an emergency contact is set, you'll see a red "Emergency Contact" card with Call and Text buttons.

On any participant card in the grid view, tap the blue "Check In" button. It turns green and shows the time. You can also check in from a participant's detail page using the "Check In" button in the action bar.

Tap the green check-in button again to update the timestamp. Each tap records a new check-in entry so you can track multiple sightings throughout the day.

The Dashboard shows a "Today's Check-In" card with a progress bar (e.g. "14/16 checked in"). Participants who haven't been checked in yet are listed as red badges you can tap to jump to their profile.

On the Dashboard, find the "Today's Check-In" card. Tap the "Reset" button in the header. A confirmation dialog will ask you to confirm. This clears all of today's check-ins so you can start fresh for the next activity.

On any participant card or detail page, tap the red "Alert" button. A confirmation dialog appears. Tap "Send Alert" to: (1) flag the participant as missing in the system, (2) open your phone's text app pre-filled with all chaperone & Supervisor phone numbers plus the alert page link. Everyone in your group will also see a red banner at the top of the app.

When any participant is flagged as missing, a bright red banner automatically appears at the top of every page for all users in that group. It shows the participant's name, age, and room. Tap "View" to see the full alert page with their photo and contact info.

When the participant is found, tap the "Found" button on the red banner. This clears the alert for everyone. Organizational Admins, Executive Directors, and Supervisors can resolve alerts.

Go to the Chaperones page. Tap the "Text All" button in the toolbar. Your phone's text app opens with all chaperone and coach phone numbers pre-filled — type your message and send.

Tap "Chaperones" in the sidebar, then tap "+ Add." You can take a photo or upload one, then enter their name, phone number, type (Chaperone / Coach / Both), and optionally assign an activity and room.

Edit the chaperone and pick their activity from the dropdown. Coaches and chaperones of all types can be assigned to activities.

Tap "Invite Members" in the sidebar. Choose the role, enter the person's name, and tap "Create Invite." Copy the link and text it to them — they can create their own login.

Tap "Groups" in the sidebar. The default "Chaperone" tab shows each chaperone's assigned participants.

In the Groups page, tap the "Activity" or "Room" tab. Each group shows both coaches/chaperones and participants, with separate sub-headers and counts.

Use the search bar at the top of the Groups page. It searches across participant names, chaperone names, phone numbers, activities, and rooms.

Tap "Activities" in the sidebar. Click "Add activity," enter a name (e.g. "Basketball", "Track & Field"), select one or more days using the day toggle buttons (e.g., Mon/Wed/Fri for multi-day activities), optionally set a time and location, and choose between Roster Only or Open check-in mode. Tap "Add activity."

On the Activities page, tap the pencil icon to edit details (name, schedule, check-in mode) or the trash icon to delete. Activities with assigned participants cannot be deleted — reassign them first.

Expand an activity by tapping it. In Roster Only mode, only assigned participants appear. In Open mode, all participants and staff are shown. Tap "Check In" to record attendance, tap "In" to check out. Search to quickly find someone.

When creating or editing an activity, choose "Roster Only" to limit check-ins to assigned participants, or "Open (Anyone)" to allow any participant to check in. This is useful for open practices vs. competitive events.

When creating or editing an activity, choose "Organization-wide" (tied to the active Major Event) or "Group-specific" (tied to a specific group only). Group-specific activities show an amber badge with the group name.

Major event enrollment lets you assign specific participants and chaperones to a major event. Once you enroll at least one person, only enrolled participants will show up on the dashboard, participant/chaperone lists, attendance, stats, and analytics for that event. If nobody is enrolled, all participants remain visible (legacy behavior).

Click the major event dropdown in the top-right corner of the dashboard. At the bottom of the dropdown, tap "Manage Roster" (green button). This opens the Roster Management modal for the currently selected major event.

In the Roster modal, switch between the Participants and Chaperones tabs. Check the box next to each participant to enroll them. Use the search bar to filter by name, group, or room. Use "Select All" or "Clear All" for bulk actions. When done, tap "Save Roster."

Open the Roster modal, find the participant, and uncheck their box. Tap "Save Roster" to apply changes. Removing all enrollments reverts the major event to showing everyone.

In the major event dropdown, the "Manage Roster" button shows enrollment counts (e.g. "12A · 4C" meaning 12 participants, 4 chaperones). Events with zero enrollments show no count.

Tap "Schedule" in the sidebar. Browse by date, or use the search bar to find events by name, location, notes, or even an participant's name (to find which games involve their group).

On the Schedule page, tap "+ Add." Enter a title, date, time, optional end time, location, and notes. Tap "Save."

On the Schedule page, tap the file import button. Upload a PDF, Excel, or CSV file with schedule data. The importer will detect columns and let you map them before importing.

On the Schedule page, tap "Export" to download all entries as a spreadsheet (CSV). Great for backups before clearing.

On the Schedule page, tap the teal "Quick Add Activities" button. Select a date range, then check the activities you want to add. The system generates schedule entries for each matching day of the week within the range. Participants from activity rosters are automatically assigned.

When adding or editing a schedule entry, use the participant and chaperone picker dropdowns. Click "Select All" to quickly add everyone, or "Deselect All" to clear selections. This works in both manual entry and edit modes.

On the Schedule page, tap "Clear All" (red button). You'll need to type CLEAR to confirm. This removes all schedule entries but keeps participants, ' + clp.toLowerCase() + ', and everything else. Use before a new season.

Tap on any schedule entry to expand it, then use the edit or delete options. You'll be asked to confirm deletions.

On the Schedule page, tap the blue calendar icon on any event card. A .ics file will download — open it to add the event to Google Calendar, Apple Calendar, Outlook, or any calendar app.

On the Schedule page (with a major event selected), tap the "Share" button. A public link is copied to your clipboard. Send it to anyone — they can view the full schedule without logging in, and subscribe to it in their calendar app.

Go to Settings and find the "Calendar Subscription" section. Tap "Generate Calendar Link" to create your personal feed URL. Then tap "Google Calendar" or "Apple / Outlook" to subscribe instantly. Events will sync automatically as the schedule changes.

In Settings → Calendar Subscription, tap "Regenerate" to create a new link (the old one stops working) or "Revoke" to disable the feed entirely. Useful if you accidentally shared your personal link.

On the public schedule page (shared via the Share button), tap "Subscribe in Google Calendar" or "Subscribe in Apple / Outlook" at the top. The public feed updates as events are added or changed.

Go to "Transportation" in the sidebar. On the Vehicles tab, tap "+ Add Vehicle." Enter the vehicle name (e.g., "White Van #1"), optional seat capacity, and type (Van, Bus, Car, or Other). Tap "Save."

On the Vehicles tab, tap the trash icon next to the vehicle. All trip assignments for that vehicle will be removed automatically.

Switch to the "Trips & Assignments" tab and tap "+ New Trip." Enter a trip name (e.g., "Hotel → Opening Ceremony"), date, optional departure time, from/to locations, and notes. Tap "Save."

Tap any trip card to expand it. You'll see all participants and staff in your group. For each person, pick a vehicle from the dropdown and tap the green checkmark. The vehicle summary at the top updates to show seats filled vs. capacity.

In the expanded trip view, tap the red X button next to any assigned person to unassign them from their vehicle.

Chaperones can see all vehicles, trips, and who is assigned where — but cannot make changes. Great for knowing which vehicle to board.

Go to "Analytics" in the sidebar. You'll see summary cards for total participants, chaperones, activities, and check-in activity. Below that are charts for demographics, coverage gaps, and activity participation.

Organizational Admins and Executive Directors see a group filter dropdown at the top. Select a specific group to see its stats, or choose "All Groups" for the full picture. The group breakdown table at the bottom shows a comparison across all groups.

In the major event selector (top of the page), select the event you want to close. Open the dropdown again and tap "Archive Event" (amber button). The event moves to the "Past Events" section, and the app switches to the next active event automatically.

In the major event selector, scroll to "Past Events" and select the archived event. Open the dropdown again and tap "Reactivate Event" (green button). The event moves back to the active section.

If all major events are archived or deleted, the event selector shows "Select Major Event" and data views will be empty. Create a new major event to start a new season, or reactivate an existing one.

Visit the /onboard page (linked from the login screen as "Create your workspace"). Complete the 3-step wizard: name your org, create an admin account, and launch. You'll start on the Free plan.

Navigate to the "Organizations" page in the sidebar. Here you can create, edit, suspend/activate, or delete organizations. Only Super Admins see this page.

If no Super Admin exists yet, any Organizational Admin can call the promote endpoint. Once promoted, you gain cross-organization access and the Organizations management page.

Tap "Users" in the sidebar. Pending accounts show a yellow badge. Tap "Approve" to grant access or "Reject" to deny them.

On the Users page, use the role dropdown next to each user to change them between Organizational Admin, Executive Director, Supervisor, Chaperone, and Coach.

On the Users page, tap the trash icon next to a user. You'll be asked to confirm. This removes their login access but does not delete associated data.