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Onboarding athletes with QR codes and invite links

Coaches and org owners can now create shareable invite links to onboard athletes, no manual profile creation required. Athletes scan a QR code or open a link, fill in a short form, and appear in your roster immediately.

Written by Leon Foley

Creating an invite

In Hub, go to Settings.

  1. Click Invite Athletes to create a new invite.

  2. Give the invite a name (for your own reference).

  3. Configure the options:

Group

Scope the invite to a specific group. This is optional for org owners and required for coaches. Each invite link can only be assigned to one group.

Expiry date

The date after which the link stops working. Defaults to 90 days from creation; maximum is 6 months.

Usage cap

The maximum number of athletes who can sign up through this link. Capped at your organisation's total athlete profile limit.

Require email

When enabled, athletes must provide an email address to sign up. This triggers the standard onboarding email so they can set a password and log in to Capture.

  1. Save the invite. Hub generates the link and a QR code automatically.

The QR code can be downloaded as a high-resolution image, suitable for printing on A4 or projecting on a screen during a session.

What athletes see

When an athlete opens the invite link (by scanning the QR code or tapping a shared link):

  1. They land on a sign-up page showing your organisation name.

  2. They enter their first name and last name (and email if required by the invite).

  3. They submit the form. Their profile is created immediately and appears in your roster in real time.

The confirmation page shows a success message and links to download the Capture app.

If email is enabled, athletes receive a password-reset email so they can activate their login and access Capture.

Managing invites

Your invites are listed in the Invite Athletes section of Athlete Management.

For each invite you can see:

  • Current usage vs. the cap

  • Status (active or expired)

  • The expiry date

Coaches can view, edit, and delete their own invites. Org owners have visibility of all invites across the organisation and can revoke any of them.

Updating an invite

To update an invite, click it in the list and edit the name, expiry date, usage cap, or email requirement. The invite link itself stays the same, you don't need to redistribute it.

Deleting an invite

To stop an invite from being used before it expires, delete it from the list.

Viewing invites in Capture

Org owners and coaches can also view their active invite links within Capture (read-only). Invites cannot be created, edited, or deleted from Capture, use Hub for that.

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