Closing your coach account

Before you close

If you have athletes on your roster, do these things first:

1. Hand off the athletes

See Transferring athletes to another coach. Athletes left on your roster when your account closes are eventually orphaned by the billing-lapse cron (described below). It is much better to migrate them deliberately while you still have full access.

2. Settle billing

Open /settings/billing/:

• Cancel the auto-renewal if you have one.
• Pay any outstanding invoices.
• Note your billing_until date. You retain coach access until then.

3. Wrap up notes

• Close out any in-progress CoachNotes you want the athletes to read on their dashboard (visible-to-athlete on). After your relationship ends, the privacy gate closes for other coaches but the athletes still see notes you flagged visible.

4. Final athlete communication

Send a personal note to each athlete explaining the transition, your timeline, and how they should expect to continue (new coach, self-coached, paused).

What the Hub does automatically when billing lapses

The check_coach_billing cron runs daily. Its behavior:

Day 0: billing lapses

• billing_active flips to False.
• billing_grace_started_at is set to today.
• A grace banner appears on your coach dashboard.

Days 1 to 30: grace period

• You can still sign in and use the platform.
• The banner counts down to the orphaning date.
• You can extend billing_until (re-pay) at any time to clear the grace state.

Day 31+: orphaning and lockout

This is where it gets serious:

• All your active CoachAthleteRelationship rows are flipped to status='ended' with ended_reason='coach_billing_expired'.
• All your active TeamCoachAssignment rows are ended.
• Your User.is_active is set to False. You can no longer sign in.
• Athletes are preserved: their accounts, their data, their MetricHistory all stay. They just have no active coach link until they pick a new one (or an admin reassigns).

How to close cleanly (the right way)

1. Migrate athletes to other coaches via join links.
2. Wait for confirmation each athlete has switched.
3. Cancel auto-renewal on /settings/billing/.
4. Stop using the account through your billing_until date.
5. After billing_until, the cron runs and your account enters grace. With no active relationships left, the orphaning step at day 31 is a no-op.
6. After day 31, your sign-in is disabled. The account record stays for audit.

What you keep after closing

• Your authored CoachNotes remain in the database. Admins can still read them. You can no longer sign in to view them, but they are not deleted.
• Your authored Assessments remain attached to the athletes who took the test.
• Your activity comments remain in the activity comment threads.

What is removed or hidden

• Your active roster (becomes ended relationships).
• Your team assignments.
• Your sign-in.

Reopening later

If you want to come back, contact admin. Reopening involves:

• Re-enabling User.is_active.
• Setting billing_until to a fresh paid period.
• Sending fresh join links to athletes who want to return to your roster.

Your historical CoachNotes do not "rejoin" the visible set automatically; the relationships you have when you sign in fresh are the ones that grant the privacy gate.

What you cannot do

• Self-delete your account in one click. The orphan / lockout is the formal pathway; contact admin if you need a different timeline.
• Bulk-export all your data in a single download today. Per-athlete and per-record exports are available via admin; bulk export is on the roadmap.

See also: Transferring athletes to another coach, Billing and subscription, Roles in the Hub.