Festivals with lots of teams
In mini volleyball you play in festivals with staggered times and several courts in the same hall. Working out when your team plays and telling the families means reading every email carefully.
Mini volleyball for the youngest, U13 and U15 teams in regional competitions, a tournament at the end of the season. Ugo organises halls, festivals, team selections and away trips, and messages parents from your WhatsApp Business only after you confirm.
An app for youth volleyball coaches has to follow a season with its own rhythm. The youngest players take part in mini volleyball festivals, with several teams in the same hall and short games on small courts; from the junior age groups upwards come competitions with fixtures, scoresheets and away trips. In between there are tournaments, groups that are often very large and halls to share with basketball and other clubs.
Ugo is an assistant on WhatsApp that uses your calendar, inbox and the club’s sheets. It sums up the email with the festival schedule, creates the events, works out travel times and drafts team selections. Every message to parents goes out from your WhatsApp Business, one by one, only after you confirm, so nobody sees anyone else’s number.
In volleyball players rotate on court, and in a junior team selections should rotate too: everyone gets to play, positions are mixed up, groups of twenty are managed. With a voice note after each game you keep track of sets played, so you always know who has had less court time and can take it into account at the next selection, explaining the approach to families.
Serve, pass, attack: on court it’s all clear. Off court, a bit less.
In mini volleyball you play in festivals with staggered times and several courts in the same hall. Working out when your team plays and telling the families means reading every email carefully.
With eighteen players signed up and twelve on the scoresheet, choosing who to select and giving everyone fair court time over the season is a delicate balance, which parents watch closely.
Slots shared with basketball and futsal, school halls closing for events, the net to adjust between one group and the next. Every change turns into a round of messages to families.
Weekend tournaments, sometimes at the other end of the country, with fees, forms and consents to collect. Organising lifts, times and kit lists with parents takes up whole evenings.
From the mini volleyball festival to the league game.
The festival programme arrives by email. Ugo reads it, tells you when and where your team plays and creates the events in your calendar after you confirm.
Skills used
Has the November mini volleyball festival schedule come in?
Yes, in yesterday’s email from the regional association. Your dates: • Sunday 8 November, Horsforth Leisure Centre, 9:00–12:30, 3v3 • Sunday 22 November, Pudsey Sports Centre, 14:30–18:00, 4v4 Shall I create the two events in your calendar?
Choose the twelve for the scoresheet: Ugo reads the contacts from the team sheet and sends the selection to each family from your WhatsApp Business, after you confirm, without involving anyone who isn’t on the list.
Skills used
Select the U15s for Saturday: Amy, Bella, Chloe, Ella, Erin, Grace, Isla, Lily, Maisie, Nina, Ruby, Sophie. Meet 15:00 at Allerton Grange sports hall
I’ll send this to the parents of the 12 players, from your WhatsApp Business: “Hi, on Saturday the U15s are playing at home. Meet at 15:00 at Allerton Grange sports hall, with match kit, knee pads and a water bottle. Thanks!” The other 6 players in the group won’t receive anything. Shall I go ahead?
After the game, dictate who played and how many sets. Ugo updates the season sheet and tells you who has played least, so by the end of the season opportunities are shared out fairly.
Skills used
🎤 Voice message (0:19)
I’ll update the “U13s – season” sheet, game against Wakefield Volleyball won 3-1: • 4 sets: Grace, Isla, Lily, Nina, Sophie, Amy • 2 sets: Ella, Maisie, Bella • 1 set: Ruby, Chloe, Erin Shall I go ahead?
Confirm
Done. Since the start of the season Ruby and Erin have played the fewest sets: 6 out of 22.
For a tournament out of town, Ugo works out the journey and creates a document on Drive from your template, with the programme, departure times and kit list, to share with families.
Skills used
Tournament in Bournemouth on 6 June, leaving from Leeds. How long by car?
From Leeds to Bournemouth is about 410 km, 4 hours 30 minutes with current traffic, without stops. With breaks, allow at least 5 hours. Shall I create the document “Bournemouth Tournament” on Drive from your away trip template, with programme, departure and kit list?
From school or the office to the sports hall, until late evening.
Scheduled task: Ugo sends you the day’s training and games with hall and time.
An email arrives bringing a game forward: Ugo sums it up and creates the new date in your calendar.
Before training you ask for last week’s notes: passing to work on and overarm serves to try.
U13s done: a voice note with the absences and the attendance sheet is up to date.
You choose the twelve for Saturday and send the selections after reading them over.
You ask how far the away hall is and create the event with the meeting time.
Connected once, used every day from WhatsApp.
An Excel file on OneDrive for each group: players, position, parents’ contacts, attendance, sets played, consent form renewal date. Ugo updates the cells and sends you the tables as an image.
One calendar per team in Google Calendar or Outlook. Ugo creates events from the emails you receive and finds free slots for friendlies and rearranged games.
A document with {{tournament}}, {{date}} and {{meettime}}: Ugo fills it in for every trip, with programme and kit list, and updates it if anything changes.
If times, subs and club rules are on your website, Ugo learns them with Company websites and helps you answer families asking for information in September.
The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.
It depends what you need: for scouting and stats there’s specialist software; for organising the week, meaning halls, team selections and parents, simplicity matters. Ugo lives on WhatsApp and works with your calendar and sheets: you organise everything with a message, and families don’t need to install anything.
It’s the way younger children are introduced to volleyball: small courts, small teams such as 2v2, 3v3 or 4v4, a lower net and simplified rules, with formats that progress as players develop. Up-to-date programmes and rules are on Volleyball England’s website and those of the regional associations.
Keep a record of sets played and check it before each selection: it’s the simplest way to share out court time without relying on memory. Explain your approach to families at the start of the season. Ugo updates the record from a voice note after every game and tells you who has played least, so you rotate selections fairly.
Set out the programme, times, staff and helpers, parental consents and kit list well in advance, and put it all in writing in one document. With Ugo you work out travel times, create the document from a template on Drive and send families the summary from your WhatsApp Business, after you confirm.
If they arrive by email, yes: Ugo finds the email, sums up your team’s dates and halls and creates the events in your calendar. If they’re published on a web page, it can read it with Company websites. It doesn’t, however, log into governing body systems with the club’s credentials.
€50 a month or €550 a year, excl. VAT, per person, with every skill included. The price is the same for professionals and volunteers. If several coaches at the club use it, you create a single team, where Maps and Company websites are shared.
Associations, bodies and official sources for the sector: external websites, independent of Ugo.
Connect your calendar and team sheet and try Ugo with your next game.