Academy Manual

The team

Your role in the academy

Open your name. What you own, what you do not, how each procedure runs, and your checklist. Procedures open one at a time.

Admin

Nilar

Your mission: keep the academy running every day. Turn Jose's plan into reality, remove every obstacle for players, and turn new interest into academy students.

You own

Leads and conversion
Renewals and payments
Student communication: one voice to students
Conversion at events and championship days, in support of Catherine
Every student's Setpoint profile and the student Sheet

You do not own

A student's group, coach or level. Jose decides; you execute and tell the player.
Academy events. They are Catherine's domain: you are aware of them and help host on the day.

Your domains

Leads and conversion

Reply to every lead within 24 hours.
Turn new interest into academy students.
Meet new players at academy events and championship days. Brief the ones who are not students yet, and own the follow-up after.

Renewals and payments

Manual for now, moving to automatic later.
Nilar keeps control: knows who has paid, who is on which package, and who is due to renew.
Every request to join the academy is met and converted.

Student communication

Single voice to students: scheduling, confirmations, payment reminders, renewal messages.
Group coaching slots are fixed monthly. If a student cannot make a session, the slot is lost. This is a monthly subscription, not private coaching.

Events and the Championship, support role

Show up at championship days and academy events.
Be visible and warm. This is where conversion happens.
Coordinate with Catherine on the day.

You work with

JosePlacing students, group and schedule changes. He decides, you execute and tell the player. Weekly group review together, then the schedule is frozen.
AlvaroAnything above the daily: pricing, a rule change, a customer you cannot solve.
CatherineAcademy events (Catherine's domain): you are aware of them and help host on the day. Meet the players who show up. If they are not academy students yet, brief them on the academy and how to join.
The coachesYou give clear bookings and info; they give you attendance.

You never

Decide a student's group, coach or level. That is Jose.
Let a change reach a student later than 24 hours.
Take a payment that is not in Setpoint the same day.
Change the schedule or a group after the weekly review. Wait for the next one.

Your WhatsApp messages

Copy, fill the brackets, send. Short, warm, specific, every time.

Welcome · after first payment

Welcome to the academy, [name]!
Coach: [Y] · [Day] at [Time], 90 minutes
First session: [date] · [n] sessions this month, then 4/month
Rackets and balls are at the club, bring court shoes.

Anything about your schedule or package, message me here.

Payment · day 26

Hi [name], your [package] for [month] is [amount] THB.
Pay here: [link]
Once paid, your sessions for [month] are booked.

Can't make a group session · the rule

Thanks for letting me know, [name].
Group slots are fixed for the month, so [day]'s session can't be moved and counts as used.
See you [next day] at [time] with Coach [Y].

Change · group, coach or time

Hi [name], a change to your sessions from [date]:
Coach: [Y] · [Day] at [Time]
Everything else stays the same. Reply if this does not work for you.

Your checklist

Every lead and every student gets a reply within 24 hours. That is the obsession: turning new interest into academy students.
Each morning: check yesterday's unmarked sessions, ping the coach.
Weekly group review with Jose: every group, coach, court and slot on point in Setpoint. After it, no schedule or group changes until the next review.
Friday: audit the Sheet against Setpoint.
Day 24 to 26: run renewals; keep every payment recorded.

Your meetings

Weekly group review with Jose, before the week starts.
Academy meeting, every two weeks on Friday. You bring the numbers and take the notes: every agreed item goes into the Feedback log.

Head coach

Jose Mouliaa

Own everything on court. Levels, groups, who plays with whom, the schedule, and the quality of every lesson.

You own

Levels, groups, pairings, and the coaching schedule.
The quality of every session. Every student feels the same academy standard regardless of which coach they have.
Student packages: know what each student has (with Nilar's help) and make sure the promises are delivered. Group sessions, private sessions, and video reviews as included in their package.
Player interviews: reviewed and turned into a plan. Every coach understands their students' goals from those interviews.
New coach onboarding and development. You own onboarding and training every new coach who joins the academy, bringing them up to the Pad Thai Padel Academy standard. This includes Carlotta (new coach) and Eric (Local Talent Program). You run the onboarding, manage them as head coach day to day, and report progress to Alvaro. Alvaro supports; you own.

You do not own

Messages to students about times, money or admin. That is Nilar.
Academy events and the Championship. That is Catherine; you support on court.

Academy presence at events and the Championship

You organise it. At every championship day and major academy event, the academy is represented on court by a coach. Not always you, not everyone: you decide who goes and give them the direction.
You administer this and support Catherine's events with coaching presence; the coaches support you by taking the days you assign.

You work with

NilarYou decide the sport; she executes and tells the players. Tell her every change the same day. Weekly group review together, then the schedule is frozen.
The coachesElisabeth, Carlotta, Eric and every coach who joins. They coach under you. You onboard and train every new coach, manage them day to day, set the standard, and decide who represents the academy at events and the Championship.
AlvaroHiring coaches, the level of the academy, and what you need to grow. You report progress on new coaches to him. For now, he approves any reassignment of a group or student.
CatherineFormat and coaching involvement for academy events. She gives you the dates; you decide which coach represents the academy on each championship day and event.
NestorLeadership meeting every two weeks with Alvaro: the academy's growth and what marketing needs from the court.

You never

Re-assign a group or a student to another coach without clearly communicating the reason and getting approval from Alvaro. This is sensitive at this stage; going forward it will not need to be, but for now Alvaro approves any reassignment.
Message a student about times, money or admin. Send them to Nilar.
Move a student without telling Nilar the same day.
Let a student train without a Setpoint booking.
Change the schedule or a group after the weekly review. Wait for the next one.

Your checklist

Weekly group review with Nilar: every group balanced by level (maximum 4), every coach, court and slot confirmed, every coach's availability set. Then the schedule is frozen.
Assign a coach to every interview and video-analysis slot.
Assign a coach to represent the academy at each championship day and major event, and brief them.
Find cover the moment a coach cannot come.
Watch quality and attendance marking across all coaches, every week.

Your meetings

Weekly group review with Nilar, before the week starts.
Academy meeting, every two weeks on Friday, with all coaches, Nilar and Alvaro. You bring groups and quality; you lead the coach round.
Leadership meeting, every two weeks on Friday, with Nestor and Alvaro.

Coaches · Elisabeth, Carlotta and every coach who joins

Coaches

Your mission: deliver great sessions and move every player forward. Keep the record straight in Setpoint. Support the academy's presence at events and the Championship when Jose asks you to represent it.

You own

Your sessions and your players' progress.
Attendance in Setpoint, the same day.
Video analysis delivered to your players.
Your weekly availability in Setpoint, set before the group review.

You do not own

Payments, packages or schedule changes with a student. That is Nilar.
Conversion at events. That is Nilar's and Catherine's domain. You focus on court quality.

You work with

JoseHe sets your groups and the standard, and runs your onboarding. Bring him what a player needs.
NilarShe gives you the bookings. Send her anything about schedule, money or a complaint.
CatherineWhen Jose assigns you a championship day or an academy event, you represent the academy on court. Catherine runs the day; you bring the coaching presence.

You never

Handle payments, packages or schedule changes with a student. Send them to Nilar.
Leave attendance for later. It makes the day-26 bill wrong.

Your checklist

Before each session: open Setpoint, check who is booked. No booking, ask Nilar.
After each session: mark attendance and no-shows the same day.
Set your availability in Setpoint before the weekly group review, so there is never a double booking.
Tell Jose the moment you cannot come.

Your meetings

Academy meeting, every two weeks on Friday. Your round: who is progressing, who is at risk, and one thing to change or improve.
Championship days and academy events, when Jose assigns you: represent the academy on court.

Community manager

Catherine

Own academy events end to end.

You own

First-timer padel events
Bi-weekly academy events
Certifications
The Pad Thai Padel Championship
Any other event that lives under the academy or the club

You do not own

Group coaching sessions
Private coaching sessions
Anything that is part of the regular coaching schedule. That is Jose.

Your domains

Academy events

Plan, communicate, run, and post-mortem every academy event.
Coordinate with Jose on format and coaching involvement.
Coordinate with Nilar on communication to students.

The Championship

You own the league end to end. See Events and the Championship.
The academy knows exactly who plays in the Championship. Every team and every player is on our radar.

Player conversion at events

Every event is a chance to convert players into academy students.
This applies to external community events too: be present, be warm, hand new players to Nilar for follow-up.

You work with

JoseFormat and coaching involvement for each event. Give him the dates; he assigns which coach represents the academy on each championship day and event.
NilarCommunication to students, and the hand-off of every new player you meet, so she follows up within 24 hours.
AlvaroSpecial conversion packages for championship players. Details to be defined on his side.

You never

Run group or private coaching sessions, or change the regular coaching schedule. That is Jose.
Let a new player leave an event without handing them to Nilar for follow-up.

Your checklist

Plan each event's format and coaching involvement with Jose.
Share the event details with Nilar and Jose at least 14 days ahead. Proposed
On the day: run it, meet every player, hand new players to Nilar.
After: a short post-mortem, and who to follow up.

Your meetings

Event planning with Jose and Nilar as each event needs. Anything to change or improve goes into the Feedback log.

Owner

Alvaro

Your mission: grow the academy into the best in Bangkok and beyond. Strategy, business development and scale. Not day-to-day operations.

You own

Business development: new locations, new clubs, partnerships.
Promoting and selling the academy; making it bigger.
The system: this manual, Setpoint setup, payment automation, pricing.
Coach contracts and pay, and the numbers of the business.
Approval of any group or student reassignment between coaches, for now.
Special conversion packages for championship players. Details to be defined.

You do not own

Daily operations and messages to students. That is Nilar.
Coach onboarding. Jose owns it and reports progress to you; you support.

You work with

JoseThe level and standard of the academy, hiring, and what is needed to scale. He owns new-coach onboarding and reports progress; you support and, for now, approve reassignments.
NilarThe operation runs without you. She escalates only what is above the daily.
NestorLeadership meeting every two weeks with Jose: growth, marketing and content.
Catherine & partnersEvents, the Championship and the club.

You never

Run daily operations or message students directly. Through Nilar, like everyone.
Change a price or rule outside the Academy or Leadership meeting.

Your checklist

Read the month on day 8: paid, unpaid, frozen, left.
Review one part of this manual each month with its owner.
Keep the growth plan moving: new sites, clubs, partners.
Close the loop on the Feedback log: what was agreed is fixed, and the fix is shared.

Your meetings

Academy meeting, every two weeks on Friday, with all coaches, Jose and Nilar.
Leadership meeting, every two weeks on Friday, with Jose and Nestor.

Growth engine

Events and the Championship.

The Championship is a serious engine for converting players into academy students. Treat it that way. Catherine owns it end to end, and the whole academy team shows excitement about the league. It is not just Catherine's project.

Owner · Catherine

The Championship

Catherine owns the league end to end. Alvaro may define special conversion packages for championship players; the details are to be defined on Alvaro's side.

A serious engine for converting players into academy students.
Every team and every player is on our radar.
The whole academy team shows excitement about the league.

Presence on championship days

Catherine: On the day, running it.
Nilar: Present at some championship days: meeting players, briefing non-students, following up within 24 hours after.
Jose and the coaches: Jose organises a coach representation at every championship day. Not always him, not everyone: he decides who goes and gives the direction. Enough that the academy is visibly plugged into the league.

Owner · Catherine

Academy events

First-timer padel, bi-weekly academy events, certifications.
Same conversion loop: Catherine runs it, Nilar meets and follows up.

External

Community events

A great conversion opportunity even though we do not run them.
Nilar and Catherine attend or plug in where it makes sense.
Coaches do not own this. It is not their job.

Coaches focus on court quality. Conversion at events is Nilar's and Catherine's domain.

The vision

The best padel academy in Bangkok.

Not the biggest. The one players talk about, recommend, and stay with for years. That is the standard every page of this manual serves.

A full academy

Full groups, full courts, a waiting list for the best slots. A full academy is the proof that the training is worth paying for, and it is what pays for everything else we want to build.

Organised like professionals

Every session booked, every player informed, every payment recorded, every promise delivered. A player should never have to chase us for an answer. The systems in this manual exist so the coaching is the only thing anyone has to think about.

Resources are not the excuse

If we need a coach, a court, a tool or a budget to make the academy great, we get it. Ask for it in the Feedback log, with the reason. The answer may be not yet, but it will never be silence.

What we are building

Eight principles

Every rule in this manual serves one of these eight. When something does not fit them, it goes in the Feedback log and we change it.

Best in Bangkok

We are building the academy players talk about. Every session, message and payment either raises that bar or gets fixed.

Full courts, full groups

Every free seat is a player we have not reached yet. Leads answered in 24 hours, students who stay, and groups that fill are how the academy grows.

Jose owns the sport

Everything on court is Jose's call: levels, groups, who plays with whom, the schedule, the quality of every lesson. For now, Alvaro approves a reassignment between coaches.

Nilar makes it happen

Nilar turns the plan into reality and removes friction for players. If a player is stuck, Nilar finds the way.

One voice out

Students hear one voice: Nilar, on WhatsApp. Coaches coach. It stops players getting three different answers.

Setpoint is the truth

If it is not in Setpoint, we cannot count it, bill it or plan around it. Setpoint first, everything else follows.

We win with the club

The academy and the Championship feed each other. League players become students; students become competitors.

Say what you need

Nobody is expected to make it work with what is missing. Put it in the Feedback log with the reason and it gets answered.

Best practice for everyone

Everything on point

Two short checklists the whole team shares. If every box is ticked, nothing falls through. If one is not, we fix it before it reaches a player.

A session is ready when

Check this for every single session, before it happens.

✓The court is booked in Setpoint
✓Every player is added to the session
✓A coach is assigned
✓All players are informed of day, time and coach
✓Every player has confirmed
✓The coach has the session on their schedule

A clean week, after the review

Settled in the weekly group review between Jose and Nilar. After it, the schedule is frozen.

✓Every coach's availability is set in Setpoint for the week
✓No double bookings: one coach, one court, one slot
✓New students placed, dropouts removed
✓Setpoint bookings match the schedule
✓Every schedule change sent to players the same day
✓No changes to the schedule or group coachings until the next review

Reference

The packages, and how they work

So everyone answers a player's question the same way. Prices are the academy list prices in Thai baht.

Monthly plans · billed on the 1st

Essential

4,500per month

Group training foundation. Build skills with the squad.

✓4 group sessions / month, 90 min
✓Recovery space, 4× / month
–Individual lessons (on request)
–Video analysis

Growth

9,500per month · most popular

Group plus individual coaching and video analysis to accelerate.

✓4 group sessions / month, 90 min
✓2 individual lessons / month
✓2 video analyses / month
✓Unlimited recovery space
✓Tournament support

Performance

14,500per month

The complete program: group, individual, conditioning and analysis.

✓4 group sessions / month, 90 min
✓3 individual lessons / month
✓Physical conditioning with Ballrs, 1× / month
✓2 video analyses / month
✓Unlimited recovery + tournament support

Credit packs · one-time, valid 3 months

Starter Pack

12,500valid 3 months

Get started with a mix of group and individual sessions.

✓8 group sessions
✓2 individual lessons
✓Unlimited recovery during validity

Pro Pack

32,000valid 3 months

The full experience: training, conditioning and analysis.

✓12 group sessions
✓6 individual lessons
✓2 conditioning + 4 video analyses
✓Unlimited recovery during validity

1,200

Extra group class / session

2,000

Individual lesson / session

2,000

Conditioning (Ballrs) / session

1,300

Ball machine / hour, court included

1:1 sessions · non-academy members

3,000

1 session

14,000

5 sessions · 2,800 each

27,000

10 sessions · 2,700 each

38,000

15 sessions · 2,533 each

Shared 1:1. A 1:1 session can be shared by 2 people at no additional cost. Same price, same session, two players on court with the coach.

How monthly plans work. 4 group sessions per calendar month in a fixed slot. A missed session is lost; unused sessions expire on the last day of the month, no rollover. Billing is on the 1st for everyone. Joining mid-month? The first month is prorated: (sessions still on the calendar this month ÷ 4) × the monthly price. Example: Growth (9,500), joining 15 Sept with 2 sessions left = 4,750 for September, then 9,500 from 1 October. Credit packs are one-time and never prorated.

Live from Setpoint

The groups we run

Groups are named by level, capped at 4 players, 90 minutes. This mirrors Setpoint. The full roster and exact enrolment always live in Setpoint, so it stays right even when this snapshot is old.

Group	Level	Coach	This week	Seats
Iron	IRON	Elisabeth	Tue 16:30 · Wed 17:00 · Fri 16:30	2/4
Bronze Female	BRONZE	Elisabeth	Wed 15:30	4/4
Bronze A	BRONZE	Elisabeth	Wed 18:30	4/4
Bronze	BRONZE	Carlotta	Fri 16:30	2/4
Silver B	SILVER	Jose	Mon 15:30 · Fri 10:00	3/4
Silver C	SILVER	Elisabeth	Thu 18:30	4/4
Gold A	GOLD	Jose	Tue 17:00 · Thu 18:30	4/4
Gold B	GOLD	Jose	Mon 17:00 · Wed 17:00	2/4

Snapshot: week of 31 Aug to 6 Sep 2026. Eleven level groups are defined in Setpoint (Iron, Bronze, Silver A to D, Gold A to B); eight ran this week. Academy court occupancy: 67% (211.5 of 315 hours). To keep this current, Nilar re-checks Setpoint, Academy, Planning weekly. Player names are not printed here on purpose: they change constantly and live in Setpoint.

The beat

The rhythm we keep

One review that locks the week, two meetings every second Friday, and a monthly cycle for money. Everything we agree to change goes into the Feedback log and stays there until it is fixed.

Every week · Jose + Nilar

Weekly group review

Before the week starts, Jose and Nilar go through every group and every slot. Coaches have set their availability in Setpoint before it, so there is no double booking.

Every group: level fit, coach, court, slot, players booked, seats free.
Every coach's availability set in Setpoint. One coach, one court, one slot. Never two.
New students placed, dropouts removed, Setpoint bookings match the schedule.
Changes sent to players the same day, by Nilar.

Then the schedule is frozen. After this review there are no changes to the schedule or to group coachings until the next one.

Every two weeks · Friday

Academy meeting

All coaches, Jose, Nilar and Alvaro. Everyone has a round to bring anything they suggest to change or improve. We discuss, Nilar takes the notes, and we agree what gets resolved.

Numbers (Nilar): students, renewals, leads converted, who is at risk.
Groups and quality (Jose): what changed this fortnight, what is at risk, coach development.
Events and the Championship: next dates and who is on court.
The round: each person, in turn, brings what they suggest to change or improve. We discuss it.
Agree what gets resolved: who runs it, by when. Nilar records each one in the Feedback log.
Close the loop: items fixed since last time are confirmed and the solution is shared.

Notes: Nilar, in the Feedback log. Length: 45 minutes. Proposed

Every two weeks · Friday

Leadership meeting

Jose, Nestor and Alvaro. The academy's direction, after the Academy meeting.

Growth and numbers: where the academy is against the plan.
Coaches: development, onboarding progress, hiring.
Marketing and content (Nestor): what the academy needs, what the court can give.
Decisions raised in the Academy meeting that need leadership.

Agenda to be confirmed by Alvaro. Proposed

Every week

DailyNilar replies within 24h and checks unmarked sessions. Coaches mark attendance after each session.
Before the weekWeekly group review, Jose + Nilar. Then the schedule is frozen.
FridayNilar audits the Sheet against Setpoint.
Friday, every 2 weeksAcademy meeting, then the Leadership meeting.

Every month

Week 1Nilar books individual lessons and video-analysis slots for Growth and Performance students.
24 to 26Renewal check; credit packs expiring within 30 days get a warning.
26Payment message with link.
1 · 4 · 7New cycle booked · reminder to unpaid · bookings frozen after a payment check.
8Alvaro reads the month: paid, unpaid, frozen, left.

Living document

Feedback log

Anyone in the academy can add something here, at any time. No permission needed, nothing is too small. If something slows you down, or you see a way to do it better, write it down and we look at it together.

Write it

Fill the form: what should change, what you would do instead, and who you think should run it. Two lines is enough.

We review it

Every entry is read in the Academy meeting, every two weeks on Friday. We discuss it and agree what gets resolved.

It gets fixed

Whoever runs it marks it fixed and writes the solution, with the date. Nothing disappears: you can see what happened to everything you asked for.