Club manager and office
Members, bookings, invoices and renewals, closures, classes at the desk, member emails and the Dashboard. Sending member emails is the Administrator’s by default.
For every part of your club / Staff & managers
FOR STAFF & MANAGERS
Sports Club OS for staff and managers
The roster, the till, bookings, functions, invoices and member emails, with each person seeing only what their role allows.
STARTING ROLES
What each role sees
There is one menu for everyone. Its sections appear according to what each person’s roles allow. These are the starting roles, and the club changes what each may do on its Roles & permissions page.
Bar manager
Builds and publishes the weekly roster, handles open shifts and time off, approves hours and closes each period, and sees functions and their function sheets. At the till: voids, refunds, overrides, every sale, and signing off each cash-up.
Bar staff
Their own shifts, availability, dates off and hours, on a phone, and the till for the bar and the front desk. Nothing about invoices, and members only as far as the till needs.
Functions coordinator
Enquiries, quotes, holds, deposits and function sheets, the functions settings, and the club’s TVs, including a welcome screen for each function.
THE WEEKLY ROSTER
Build the weekly roster
The roster is a week of days from 6am to midnight. Drag a person onto a day for a three-hour shift and stretch its edges, or drag down an empty part of a day to make an open slot in 15-minute steps.
- A slot is one box.A chip for each person on it, and “+1 open” for the places still to fill.
- The staff list sorts itself.Pick a slot and the list shows who is available, who is on it and who is not, with the reason.
- Advice, not a lock.Someone outside their availability can still be put on, with a note saying why.
- Fill the week quickly.Copy a slot and paste it day by day, name a slot (“Saturday bar opening”), copy a whole week or start from a template.
PUBLISHING
Publish, and know who has answered
Before anything is sent, the Publish window lists each person’s new, changed and cancelled shifts and how each will be told: on My shifts, and by email and text as they chose. Each person gets one message for the week.
- Watch it go out.Each person’s email and text shows as sending, sent or held while it happens.
- Yes or no from a link.Staff answer from a link in the message, with no sign-in, or on My shifts.
- Every shift shows its answer.Confirmed, awaiting an answer or can no longer work it. Send a shift again to anyone who has not answered.
- Reminders.Before a shift, and after one with no hours reported, between 8am and 9pm.
CHANGING THE ROSTER
Change a published roster safely
Editing a published shift tells nobody until the week is published again, so a manager can make several changes and send them together.
- A cancellation waits for Publish.A deleted shift stays on the roster, struck through, until the next publish tells the person. “Keep this shift” puts it back.
- Discard changes.Put the week, or one day, back to what was last published. Nothing is sent.
- Undo.Most changes show an Undo straight away.
- Days gone by are locked.Shifts on days that have passed cannot be changed.
FOR THE STAFF THEMSELVES
Staff see their shifts on their phone
Staff open My shifts on their phone. No app to download.
- Answer in one press.“Yes, I’ll be there” or “I can’t do it”.
- “I can no longer work this.”For a shift they confirmed. It stays theirs until the manager finds cover.
- Open shifts.Shifts that need someone, offered only to staff marked for that position and free at that time. The manager approves a request in one press, or the club lets the first to ask have it.
- Availability, dates off and hours.Their regular week, dates they cannot work, and the hours they worked, reported against the shift.
- Tonight’s function sheet.Opened from the shift, for staff rostered on a function.
HOURS WORKED
Hours and timesheets
Staff report their hours against the rostered shift, and whoever approves hours sees both side by side. Periods are weekly or fortnightly.
- Approve, then close the period.Closing a period locks its hours for everyone. Only the latest close can be reopened.
- Nobody approves their own hours.Only an administrator can.
- A file for payroll.Download the approved hours as a file, without retyping. Hours only: no pay rates or dollar amounts.
ON ITS WAY
Connections to payroll apps are under development. Pay rates, awards and certificates are not part of Sports Club OS.
FUNCTIONS AND EVENTS
Functions, from enquiry to function sheet
An enquiry from the functions page on the club’s website, where each room shows its Free or Ask us days, becomes a quote built from the club’s rooms, items and packages. The quote tab saves as you go, and Preview quote shows it exactly as the hirer will see it.
- Holds and deposits.Sending the quote holds the rooms until a date, and a hold that passes its date lapses on its own. The hirer accepts from their link, the deposit invoice is raised, and paying it confirms the function.
- Confirmed means connected.Courts it needs are closed, an open slot for its staff goes on the roster for the bar manager to fill, and the bond is kept apart from income. If the function’s times or staff numbers change, the slot changes with it.
- Who is on.The function’s Roster tab lists everyone rostered for it and whether they have confirmed.
- A welcome on the club’s TVs.“Create screen for this event” makes a welcome display from the function, with the wording edited beside the preview. It never shows an amount, the hirer or guest numbers.
- The function sheet.For a phone or A4, with final numbers, dietary notes and the staff rostered on it.
- A board, a calendar, tasks and reports.Every function from first enquiry to closed out.
THE TILL
Sell at the bar and the front desk
The till runs in the browser on a tablet and knows the club’s members. Find a member and their member prices apply; leave it as a visitor and the standard prices do.
- Tabs and rounds.Open a tab under a name, add a round, repeat the last round, split it or move lines to another tab.
- Charge to a member’s account.It becomes one invoice for the household each month, with a limit for each household.
- Court time and hire.A walk-in court sold at the desk is a real booking on the calendar. Hire goes out and comes back against a name.
- Licence rules.No alcohol outside licensed hours or to a member known to be under 18, and a prompt to check ID for visitors and guests.
CASH-UP
Count the drawer, then sign it off
Closing a session asks for the count first and only then shows what the drawer should hold. A manager signs each cash-up off on Till sessions.
- The float, cash in and cash out.Each is recorded with a reason, along with every time the drawer was opened with no sale.
- Short or over, in one place.The difference sits beside the day’s sales by payment method, category and kind of sale.
- If the internet drops.The till keeps selling and sends the sales when it is back. A session cannot close while any are waiting.
- Voids and refunds.They need a manager’s permission, or a manager’s PIN at the till.
BOOKINGS
Bookings and closures
The office sees the bookings calendar for each sport, a Booking list it can filter and export, and closures. Two bookings can never hold the same court at the same time.
- Filters that are kept.Save a set of filters in the browser, such as “the next 7 days, competition bookings”.
- Members book for themselves.From a phone, under the club’s rules.
INVOICES
Invoices, renewals and what is owing
Open an invoice under its row to see it as it prints, what has happened to it and its payments. The Unpaid invoices page shows what is owing, not yet due, due today and overdue, each a button that narrows the list.
- Renewals in one go.Raise every renewal invoice at once, after seeing how many and the total.
- Payments recorded against the invoice.Each one is written to the club’s income record at the same moment.
- Members who pay monthly.Each month’s invoice is made automatically. The member page shows every month as paid, not paid, due or to come, and the office decides what to do about missed months. Nothing happens on its own.
- Bank reconciliation.The treasurer matches the bank statement against the payments and till cash takings recorded here. It never changes a payment.
ON ITS WAY
Sending invoice reminders, card payments, automatic charging of monthly membership and direct debit are not available yet. The reminder schedule can be set now.
MEMBER EMAILS
Email members
A message is written in six steps: what kind it is, who gets it, the message, a check, a test and the send. Start from a template, a message sent before, or a sentence for the AI to draft from. The AI that drafts is sent no member data.
- One email per address.Members choose which kinds of email they get, and everyone left out is listed with the reason.
- By tag.Choose who gets a message by tag, including tags the club’s tag rules keep up to date, such as Lapsed player or Renewal due.
- See it as each person will.The Check step shows the email for anyone on the list.
- A 30-second hold.Stop a message after pressing Send, then see what happened to every address: delivered, bounced or held.
Sending member emails is the Administrator’s by default.
DASHBOARD AND TV SCREENS
The Dashboard and the clubhouse TVs
Each person sets up their own Dashboard of widgets for the parts of the club they may see, opens a widget out for more, and finds any page or member with Ctrl+K.
- Slides for the clubhouse TVs.Messages, pictures, opening hours, what is coming up, today’s courts and classes, and a welcome for tonight’s function.
- Every TV in one list.Add a TV and choose what it shows: a slide show, a sport’s court board, today’s classes, today at the club or a competition board. Choose something else and the TV changes by itself. Each TV’s card shows what it is playing now.
- No sign-in on the TV.Open the TV’s own link on the screen once. It checks for changes every minute.
FREE TO PRINT
Free templates for staff and managers
BOOK A WALKTHROUGH
Get a personalised walkthrough and demo
Book a walkthrough and bring the jobs that take your office the longest.
Book a walkthrough ↗Thirty minutes with Adam, who built it, on a made-up club.