As a tennis coach, you wear a lot of hats. You’re not only teaching backhands and services – you’re managing your schedule, remembering students’ goals, tracking progress, communicating with parents, and trying to make everything a mess.
If you ever find yourself thinking, “What did I do with her last week?” or digging out text messages to remember who paid for you – this post is for you.
This step-by-step guide will take you to set up Digital Player Folder System use Google Drive. It’s simple, free, and will immediately make your coaching business more organized, professional, and easier to manage – whether you’re working with five students or fifty.
Let’s dive.
Why does every tennis coach need this system
Organize your student records digitally to give you structure and peace of mind. A complete folder system can help you:
-
Tracking zero guess progress and goals
-
Share updates with players and parents
-
Expand your coach without losing control
-
Show yourself like a professional
Step by step: Create a digital player folder system in Google Drive
1. Create the home folder
First create a home folder in Google Drive. Name it clearly and easily find.
Recommended name: Player_Profiles or Tennis_Students
In this folder, create a subfolder called:Template_Player_Folder
This will serve as a copy base folder for each of your new students.
2. Build folder structure
internal Template_Player_Foldercreate the following subfolders:
-
Notes– For coach notes and course reviews -
Videos– Upload technical clips and match shots -
Photos– Snapshots of form or game action -
Match_Logs– Results, feedback and takeaway
Keep the folder name short, consistent and clear. No folder should be named “stuff” or “miscellaneous”. That was a chaotic fast track.
3. Add the Getting Started File
Now create these template files in the folder:
exist Notes:
The title of Google Doc is: Player_Notes_Template
include:
-
Player name, age and skill level
-
Goals (short-term and long-term)
-
Advantages and areas of improvement
-
Run the course summary by date
exist Match_Logs:
Google Sheets are: Progress_Tracker_Template
use:
-
date
-
Skill focus
-
Key Notes
-
Training or exercise
-
Performance or score
-
Next step
4. Using smart naming conventions
This is what makes everything searchable and organized.
Folder format:Firstname_Lastname
Example: Emily_Tran,,,,, Luca_Mendez
File format:
Use underscores instead of spaces to maintain consistency. example: Progress_Tracker_Emily_Tran
Staying consistent will save you time and frustration when searching for past records.
5. Copy and customize for each new student
Students on board:
-
Right-click
Template_Player_Folder -
Select Make Copy
-
Rename it to a student name (e.g.
Jason_Li) -
Customize internal files as students progress
Once the template is set, you can build and personalize folders in one minute.
6. Share with parents (optional but potentially impressive)
Want to look super professional? Share folders or individual files with parents.
you can:
-
Only visits to the course or progress
-
Show video to show improvements
-
Provide transparency and build trust
Simply right-click on the file or folder and select Share and control the permissions as needed.
7. Make it move
Download the Google Drive app on your phone or tablet, so you can:
-
Upload videos immediately after class
-
Add notes when your head is fresh
-
Stay in sync no matter where you guide
This makes your digital system completely portable.
Bonus: Get a free copy of the template folder
Don’t want to build this from scratch? We got you.
Click here to access the Digital Player Folder Template on Google Drive
Make a copy. Rename. Customize. complete.
This Google Drive system helps you organize your coaching life, track your student growth, and demonstrate your services like a top professional.
Easy to start. One folder at a time. It adds up very quickly.
Need help implementing such a system or would you like to support marketing your coaching business?
Resource marketing is for you. We specialize in helping tennis coaches build smarter and more successful plans.
