How to Organize Your Tennis Students Using Google Drive

Why Every Tennis Coach Needs This System

Organizing your student records digitally gives you structure and peace of mind. A well-built folder system helps you:

• Track progress and goals with zero guesswork

• Share updates with players and parents easily (share verbally, but do not share the folder)

• Scale your coaching without losing control

• Present yourself like the professional you are

Wait, What is Google Drive?

Google Drive is a free cloud storage and file management tool that lets you store documents, spreadsheets, videos, and more — all online. You can access your files from your phone, tablet, or computer and share them with others in just a few clicks.

Think of it as your digital coaching office — organized, always available, and impossible to misplace.

With Google Drive, you can:

• Create folders for each student

• Remember lesson notes and share videos with parents

• Track progress over time

• Stay organized without carrying around binders or notebooks

It is free to use with any Gmail or Google account.

Click here to create your free Google Drive account

Already have one? Great. Sign in and let’s get organized!

Step-by-Step: Create a Digital Player Folder System in Google Drive

1. Create Your Master Folder

Start by creating one main folder in Google Drive. Name it something clear and easy to find.

Recommended name: Player_Profiles or Tennis_Students

Inside that folder, create a subfolder called:
Template_Player_Folderor Template_FirstName_LastName

This will serve as your copy-and-paste base folder for every new student.

2. Build the Folder Structure

Inside the Template_Player_Folder, create the following subfolders:

• Notes – for coaching notes and lesson recaps

• Videos – upload technique clips and match footage

• Photos – snapshots of form or tournament action

• Progress_Tracker or Match_Logs – results, feedback, and takeaways

Keep folder names short, consistent, and crystal clear. No folder should be named "stuff" or "misc." That is a fast track to chaos.

3. Add Starter Files

Now create these template files inside your folders:

In Notes:
Google Doc titled: Player_Notes_Template

Include:

• Player name, age, and skill level

• Goals (short term and long term)

• Strengths and areas to improve

• Running lesson summaries by date

In Match_Logs:
Google Sheet titled: Progress_Tracker_Template

Use columns like:

• Date

• Skill focus

• Key notes

• Drill or exercise used

• Performance or score

• Next step

4. Use Smart Naming Conventions

This is what keeps everything searchable and organized long term.

Folder format:
Firstname_Lastname
Examples: Emily_Tran, Luca_Mendez

File format:
Use underscores instead of spaces for consistency. Example: Progress_Tracker_Emily_Tran

Being consistent will save you time and frustration when searching for past records.

5. Copy and Customize for Each New Student

To onboard a student:

1. Right-click the Template_Player_Folder

2. Select "Download".

3. Once you have the folder downloaded locally, it will be in a zip format. Unzip the folder (double-click on a Mac) and rename it to the student name (e.g. Jason_Li)

4. Upload the folder into your Drive and customize the files inside as the student progresses

You can build and personalize a folder in under a minute once your template is set.

6. Share with Parents (Optional but Potentially Impressive)

Want to look ultra professional? Share individual files with parents.

You can:

• Give view-only access to videos and pictures to demonstrate improvement

• Offer transparency and build trust

Just right-click the file and select "Share" — then control permissions as needed.

Why I wouldn’t share it with your students or parents of your students:

• It can lead to micromanagement, which is not helpful for anyone — especially the student.
• It can disrupt the coach–player relationship  - players need space to learn and fail without feeling judged.
• Once you start sharing, it is hard to stop - people get used to what you give them, and if you set the expectation that parents will always have access, pulling back later can feel like a service downgrade.

Your notes are your private coaching tool - a personal space to write down honest feedback, observations, and strategy ideas — without sugar-coating it or worrying about how it reads to someone else.

7. Make It Mobile

Download the Google Drive app on your phone or tablet so you can:

• Upload videos right after a lesson

• Add a note while it is fresh in your head

• Stay synced no matter where you are coaching from

This makes your digital system fully portable.

Bonus: Get a Free Copy of the Template Folder

Do not 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 it. Customize it. Done.

This Google Drive system helps you organize your coaching life, track student growth, and present your services like a top-tier professional.

Start simple. One folder at a time. It adds up fast.

Need help implementing systems like this or want support marketing your coaching business?
Resourcely Marketing is here for you. We specialize in helping tennis coaches build smarter, more successful programs. Contact us at iva@resourcelymarketing.com.