How do I plan and set up a season in Clubhouse?

Setting up your season in Clubhouse means laying out the shape of the season in Season Plan, then creating squads, assigning coaches, and configuring training schedules. This aligns with FNSW's Annual Plan requirements.

Full walkthrough: Set up your Season Plan in the guide covers the setup step by step.

The season should include pre-season, competition phase, and off-season planning. FNSW expects a documented season calendar that outlines training cycles, match dates, player workshops, IDP review periods, parent engagement events, and season debriefs.

Season Plan is in the Season group of each programme's menu, and it's where that documented season calendar lives. You set the phases the season runs in (pre-season, in-season blocks, breaks, finals) and the key dates around them (trials, registration, parent-meeting windows, and the staff-only dates of your coach development conversations) once, and everything else reads from it — the club calendar, each family's timeline, and the review cycles in player plans.

Use the Season dropdown at the top to switch between years, so you can build next season while this one is still running. An empty season offers starter shapes (pre-season + 3 or 4 blocks, each with suggested key dates that start visible to families) or a copy of last season's phases re-anchored to this season's dates.

Once player plans are live in a block, its dates can still shift but its position in the season can't. Clubhouse tells you how many live plans are anchored to a block while you're editing it, and asks you to confirm a date change that affects them.

The phase-by-phase editor — types, week snapping, focus text, milestone visibility and meeting rounds — is covered in the Season Plan walkthrough.

Squads are scoped to a program and season — created by the player import for a club's first season, and created empty for each following season, then filled as retention and recruitment offers are accepted. Players can also be added from each programme's Squads page. Whether an age group runs as one squad or splits into Blue/White colour teams follows the programme's competition rules (a Mixed JDL licensee must field two teams per age group; every other programme fields one). The full flow is in Build your squads; FNSW expects coaches registered and assigned to squads before round 1, and their licences go in with the Technical Qualifications hand-over at the start of competition, so record each one on the coach's Qualifications tab under Coaches as you appoint them.

1. Open Training Schedule in the Season group of your programme's menu.
2. For a new season, use Carry over last season (or Set up for a programme with nothing to copy) and set the First week of training. Nothing reaches a family's calendar before that week.
3. Use Add session for a single weekly slot: squad, day, start time, length and venue.

A change on Training Schedule applies to every future session it creates. To cancel or move one session only, open it from the programme's Training page (or the Calendar) and choose Modify. The full walkthrough is in Set up training for the season.

Clubhouse's training schedule becomes the basis for attendance tracking, which FNSW expects to be kept up to date and accessible to the TD.

The Training Library in each programme is being rebuilt and currently shows a "coming soon" page. Until it returns, coaches attach a session plan on each training session's own page. FNSW requires that all training plans are:

• Centrally recorded and consistently structured
• Accessible for review by the TD or Head of Program
• Shared electronically in alignment with training cycles
• Available for FNSW Technical Advisor pre-visit access

FNSW requires a documented plan for extreme weather cancellations. While Clubhouse doesn't have a specific extreme weather feature, you should:

• Have an alternative venue or indoor facility identified
• Prepare backup session content (video analysis, player workshops, online team calls)
• Cancel the session in Clubhouse with Notify players and parents on. You'll see who will be told and the message first, then Cancel training and notify with the head count sends families and coaches a notification and an SMS

FNSW gives credit for collecting and acting on feedback from players and parents. Clubhouse's Surveys covers this, and your club administrator usually runs it: see Run member surveys. The evidence needs to show that feedback was collected and used to improve the programme.