Overview

On rare occasions, a coach may become unavailable to deliver a scheduled session due to illness, emergency, or unexpected circumstances.

When this happens, it is important that the situation is managed quickly and professionally to minimise disruption to players and families. Wherever possible, sessions should still go ahead with an alternative coach.

Franchisees are responsible for ensuring that appropriate action is taken so that training can continue smoothly.

Confirm the Situation

If a coach notifies you that they are unable to attend a session, the first step is to confirm:

  • Which sessions are affected

  • The exact time of those sessions

  • Whether the coach will be absent for the full session block or only part of it

Having clear information helps you respond quickly and organise a solution.

Attempt to Arrange Coach Cover

The preferred solution is to arrange coach cover so that sessions can still take place as scheduled.

This may involve:

  • Assigning another available coach

  • Adjusting the schedule so another coach can deliver the session

  • Delivering the session yourself if necessary

Maintaining the scheduled session is always the best outcome for players and families.

Check the Session Schedule

Before assigning a replacement coach, review the schedule to ensure:

  • The replacement coach is available at that time

  • The session pairing remains suitable

  • The coach is comfortable delivering that session

Clear scheduling helps prevent further disruption.

Communicate With Parents if Necessary

If the session will be delivered by a different coach, parents do not always need to be notified in advance, but it can sometimes be helpful depending on the situation.

If communication is required, keep it simple and professional.

Parents should feel confident that the session will still be delivered to a high standard.

If Cover Is Not Possible

In the rare situation where coach cover cannot be arranged, the session may need to be rescheduled.

If this occurs:

  • Inform the parent as soon as possible

  • Offer an alternative session time

  • Update the booking system accordingly

Late cancellations should always be avoided where possible, so this should be a last resort.

Preventing Future Issues

While occasional absences are unavoidable, it is helpful to maintain a coaching structure that allows flexibility.

Franchisees should aim to:

  • Maintain good communication with coaches

  • Keep visibility over coach availability

  • Ensure backup options exist where possible

Having alternative coaching support available helps maintain stability within the schedule.

Summary

If a coach is absent, franchisees should:

  • Confirm which sessions are affected

  • Attempt to arrange coach cover

  • Review the schedule carefully

  • Communicate with parents if necessary

  • Reschedule sessions only if cover cannot be arranged

Responding quickly and professionally helps maintain the reliability and standards expected from Calculated Performance sessions.