Guides by role
Club admins
Set the club up, manage staff and players, and keep money and compliance moving.
1
Set up the club
Configuration, staff and players — the foundations everyone else stands on.
Set up your clubYour first week as the club’s administrator: switch on the programmes you run, set the club details every calendar and email leans on, and work through the setup guide before staff and families arrive.Get your staff on boardAdd every coach, technical director and administrator, get them into Clubhouse with the access their job needs, keep their Working With Children Checks current, and remove access cleanly when someone leaves.Build your player registerBring the season’s registrations in from PlayFootball in one pass, add late arrivals by hand, and get every family signed in to the app before the first training night.Configure player contractsDecide who signs for the club, which agreements they sign, and what every contract says, before your technical director sends the first offer.
2
Run the season
Money moving cleanly, a season that keeps its shape, and what members make of it.
Run the club’s moneySet one price for everything, know where each job in Finance lives, and give your treasurer numbers that match the bank.Collect season feesAsk every family with a balance to pay it, once and clearly, then remind only the ones who fall behind.Set up a payment plan with a familyWhen a family agrees a plan with the club in person, set it up from the player’s Fees tab, hold their place, and send them the dates.Match bank transfersOffer families the free way to pay, then confirm each transfer against the bank statement so they get their receipt.Look up and refund a paymentFind any payment while the family is on the phone, see exactly what happened to it, and put it right.Post payouts to XeroCheck what made up each Stripe deposit, then post it to Xero so the bank feed matches in one click.Keep the season runningEvery fixture change checked before families hear about it, one-off training changes made without breaking the weekly pattern, and club events people reply to.Keep the club FNSW-readyYour FNSW rating for every programme, the club documents an advisor asks for, and Safe to Play’s child-protection register, kept current all season so an assessment visit holds no surprises.Run member surveysSend the anonymous Club & Coach NPS survey mid-season, read what families wrote without ever learning who wrote it, and turn it into commitments for next season.
3
Close out the season
From the last whistle to a new year the whole club opens to.
More club admins guides are on the way — this journey grows as we document every workflow through the season. Can’t find what you need? Search with ⌘K or ask in the app’s Help panel.