Manage an injury end to end

Every injury in Clubhouse moves through the same handful of states, and the state does the talking for you. It decides what the coach sees when they pick a team, what the family is told, and what stands between the player and Saturday. Keep the state honest and availability, notifications and your injury register look after themselves.

The examples come from the board below: Kai Ashcombe's hamstring waiting for review, Milan Salib's ankle, and Kai Nguyen's MCL sprain on a modified return, all under Anna Castellano, the club physio.

An injury reaches the board one of three ways:

• A family report lands in Pending Review, and the player is already marked unavailable. A report holds the player out until you've made a call, so review it promptly. The card carries an amber Pending 0d label that counts the days it has waited.
• Escalating a triage note (Escalate to Injury on the Triage page) creates the injury straight into Active. You've already assessed it, so it skips review, and the note closes with a link to the injury it became.
• You log it yourself with Log New Injury on the board. Player, date and Body region (IOC Table 4) are all you need. The register-grade coding sits under Show classification details: Tissue type (IOC Table 5) and then Pathology type, which stays unavailable until a tissue is chosen, alongside mechanism, OSIICS code, practitioner and a link to the earlier injury a recurrence repeats. Anything beyond the basics can be added later with the Edit button on the injury's information card. For a head knock, the tick that matters is Suspected concussion, which starts the concussion protocol. It's never ticked for you.

Your first decision on each family report sits at the top of the injury details:

• Accept & activate moves the injury to Active, confirming the unavailability the report already set.
• Dismiss closes it as resolved with a dismissal note. The report stays on the record without ever counting as an active injury, and the player is available again.

Neither sends anything, because the notifications went out when the report came in. When you want to tell someone something, that's a status update (below).

Active Injuries shows the open caseload in four columns: Pending Review, Active, Modified Return and Chronic Management. Above it, a line sums up the week (1 returning this week · 1 overdue review · 1 wellness flag), and each figure only appears when it isn't zero. You can switch between Board and Table, filter by Program (from All programs down to one) and Status (from All statuses down to one column), or type into Search injuries.... On a phone the board becomes a list grouped by status.

Medical is switched on programme by programme under Settings → Modules & Programs, and the board only takes injuries for programmes it covers. Logging one for a player in a programme with medical off is refused with Medical is switched off for this program. If it's off for every programme, the empty board says Medical is switched off for every program rather than looking like a quiet week.

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Dragging a card changes its status, with no form in between, so a drop is a decision. The one move dragging can't make is into or out of Pending Review. A family report only leaves review through Accept & activate or Dismiss, so the first clinical judgement never happens by accident.

The moves that matter:

• Active to Modified Return. The player can train with restrictions. Set the drill level (Low, Moderate, High or Full) and a top-speed cap in a status update, and the coach sees exactly those numbers when they plan and pick. Selection stays the coach's call, with your recommendation printed where they read it.
• Active to Chronic Management. For long-running conditions: the player is available unless noted, shows as Chronic in squad views, and is reviewed on your schedule without crowding the Active column.
• Resolving happens from the injury details, not by dragging. The card moves to Injury History and the player is available again.

Everything you record on an injury is an update, and the update type decides the audience before you type a word:

Under the composer, a line names exactly who will be told, by first name with S&C staff marked "(S&C)", and a Change link lets you trim it. Medical-only types don't offer a notification at all.

Update status is the one you'll use most. In one pass it sets:

• Availability: Unavailable, Modified, Available or Requires review.
• Only when Modified: Drill integration level (from the FA RTP form: Low, Moderate, High or Full) and Target max speed as a percentage.
• Next review date, Permitted drills, Rehab components, Est. return to training and Est. return to match.
• Note for recipients, which becomes the message people read.

Save status saves it. The two notify switches, Player & family and Coaches & S&C, work independently, so one update can go to both, either or neither. Each says plainly when it has nobody to reach: No family contacts on file, or No coaches or S&C assigned to this squad.

Documents travel on Referral / report updates: specialist reports, imaging and clearance letters up to 10MB each. They land in the injury's documents, which only people with medical access or the player's own family can download. Families upload from their side too. A card showing 2 new has family updates you haven't read, and opening the injury marks them seen.

Every update goes on the injury's timeline, and each entry keeps its receipts: the type, who wrote it (a family entry reads Parent · and the parent's name), who it was shared with (Internal only, or Shared with the named groups), whether a notification went out and to whom, and the availability it set. When a family asks "were we told about this?", the timeline answers from the record.

For injuries other than concussion, in squads that wear GPS, the injury details add a Return to play — GPS section once the injury is past review. It measures the player against their own pre-injury numbers (top speed as a share of their best, and high-speed running volume), and tracks rehab phases from controlled work to chaotic, each with targets marked met or not. When something is missing it says so, for example No pre-injury baseline yet or Awaiting rehab GPS data, rather than guessing. The clinical detail is in the GPS return-to-play answer.

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Concussion timing isn't a judgement call. Clubhouse follows Football Australia's Community Sports Concussion Guidelines (April 2025): eight graduated steps, sign-offs shared between coach and physio, at least 14 days to full-contact training and 21 to a match (21 and 28 for a second concussion within 12 months), and a 14-day symptom-free clock that a relapse resets. The whole protocol, as the app runs it, is on its own page.

Resolve when the player is genuinely cleared, and for a concussion that means after the final sign-off. Resolve injury at the top of the injury details opens the resolve form:

• Return to training date, and Return to match date (optional unless it's a concussion).
• Medical clearance date and Medical clearance by, required only for a concussion.
• An optional FA RTP Declaration upload.

Below the fields you see who will be told, Player and parents and Coaches and S&C, each with a head count, and the exact message they'll read. The Tell the family and coaches switch is on by default, so the button reads, for example, Resolve and notify 3 people. Switch it off and the button reads Resolve injury, and the clearance is still recorded on the timeline without a message. If the injury resolves but the message fails to send, the form stays open with Retry notification and Close without sending. The injury is closed either way.

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Resolved injuries move to Injury History, the club's full register. Filter it by programme, status and body region, sort it, open any row for the full record, and use Download CSV for insurance and FNSW questions. Two rules to respect: there's no reopening (a recurrence is a new injury, linked when you log it), and an injury closed at season's end without a confirmed outcome stays marked that way permanently. The end-of-season routine, including the 28-day tidy-up and why concussions are never swept, is on the close-out page.

Know the message from the other end. A family-facing update arrives as a notification built from the update itself. The title is the update type with the squad in brackets, such as Update status (BYL U13), and the body is the player's name and the first 160 characters of your Note for recipients. For Milan Salib's ankle, the body is "Milan Salib —" followed by the note:

"Swelling settling well. Bike and straight-line jogging this week — no change of direction until review."

So the note is the message. Leave it empty and the body is just the player's name and the update type.

The clearance reads back the resolve form's dates word for word. For Kai Nguyen, with a training date and no match date, it would be titled Cleared to return (BYL U16) and read "Kai Nguyen — Cleared to return. Back at training 20 Oct." Add a match date and it continues "available for matches from" that date. The preview in the resolve form comes from the same wording the notification uses, so what you read before sending is exactly what arrives.

Tapping the notification opens the injury on the family's Health tab, with your update in the thread, badged Medical team and showing the availability it set:

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One thing to know about the clearance: it's the last thing the family receives about this injury. A resolved injury leaves their Injuries list, so the record lives on in your register, not on their phone. Make the clearance message complete, because they can't come back to it.

Read the flow once from the family's side on Report and track an injury, which covers the thread and their own updates. Coaches and S&C staff get the same notification when their switch is on, and see the result as availability on their team list. Their side is Read injuries and player load.

• Nothing waits in Pending Review past a day; no card reaches Pending 2d.
• Every Active injury has a current expected return date.
• Internal observations go in as clinical or internal notes, never in a family-facing type "just to be quick".
• Every concussion is on a return-to-play plan, never a hand-managed timeline.
• Coaches plan training from the drill levels and speed caps you set, because they match what you'd tell them in person.