How to use Sports Club OS

Getting started

• What Sports Club OS is

  Club management software for member sports clubs: what it covers, who uses it, how it works, and what is not built yet.

• Changing the club's website

  For website editors: start a draft, change it by editing the page or asking the assistant, and send it for approval. An approver publishes it.

• From enquiry to function night

  For whoever runs venue hire: take an enquiry, send the quote, confirm on the deposit, prepare the function sheet, and close out afterwards.

• Looking after Sports Club OS for your club

  For the club's administrator: give people logins and roles, decide what each role may do, keep the club's settings, and look after its data.

• Reading the club's figures

  For the committee and the Reporting role: your Dashboard, Committee reports, report pages shared with you, and asking the AI Report Assistant.

• Running a competition

  For conveners: create a competition, take entries, make the draw, set the order of play, follow the results and put the boards on the club's TVs.

• Running the bar: roster, till and hours

  For the bar manager: add staff, build and publish the weekly roster, approve hours, and run the till's products, settings and cash-ups.

• Running the coaching program

  For the head coach: set up classes, coaches and passes, run the timetable and terms, follow bookings and waitlists, and read the class reports.

• Taking your classes

  For coaches: see your sessions on My sessions, take the roll on your phone, add someone who turned up, message the class or cancel a session.

• The treasurer's month

  For the treasurer: record payments, reconcile the bank account, check what is owing, then the BAS worksheet and the export to the club's accounts.

• Your first day in the office

  For the club office: find members, take bookings, raise invoices and record payments, run renewals and approve new member logins.

• Your first shift on the bar

  For bar staff: set when you can work, answer your shifts, use the till on your shift, and report your hours afterwards.

• Your first visit to the member pages

  For members: sign in, choose your emails, then book a court or a class, check your membership and invoices, and keep your details current.

• Ask Help and feedback, or tell the club what you noticed

  The Help and feedback button answers questions about using Sports Club OS and takes your feedback, which is kept only when you save its summary.

• Sign in, and reset a forgotten password

  Sign in to Sports Club OS, choose a password the first time, enter a two-factor code, reset a forgotten password, or make a login as a member.

• Find your way around: the menu, search and your account menu

  How the side menu, the search box, the breadcrumb and your account menu work, and why your menu may differ from someone else's.

• How roles and permissions decide what you see

  What a role is, how a person can hold several, how members fit in, and how the club decides what each role may do.

• I can't sign in

  What to check when you cannot sign in to Sports Club OS, from the email address you use to a lost authenticator app, and who can help.

• Why is my menu different from someone else's?

  The menu shows only what your roles allow, so people with different roles see different menus. Here is what else changes what you see, and what to do.

Help for your role

• MembersBooking courts and classes, your membership and invoices, your household and your details.
• Club officeThe member list, bookings, invoices and renewals, and the front desk.
• Bar and tillShifts and hours, the till, and for the bar manager the roster and the till's settings.
• CoachesYour sessions, the roll, and for the head coach the whole coaching program.
• ConvenersRunning ladders, leagues and tournaments, and the boards on the club's TVs.
• FunctionsVenue hire, from the first enquiry to the function sheet on the night.
• TreasurerInvoices and payments, bank reconciliation, GST and the BAS, and the export to the accounts.
• Committee and reportingReading the club's figures: committee reports, widgets, report pages and the AI Report Assistant.
• Website editorsChanging the club's public website, and sending a change for approval.
• AdministratorsSetting up and looking after Sports Club OS for the club: users, roles, settings and the club's data.

Help by part of Sports Club OS

• Setting up a clubSetting Sports Club OS up for your club, and moving to it from another system, in the order a club does it.
• MembersThe member list, a member's record, households, statuses, tags and saved filters.
• Membership applicationsThe join form, confirming, proposers and recording the committee's election.
• BookingsBooking courts and tables: the office calendar, the booking list, closures, and members booking for themselves.
• InvoicesThe price list, invoices, payments and what is still owing.
• Membership and renewalsMembership types, paying yearly or monthly, auto renew and renewals.
• CommunicationsEmail preferences, writing and sending messages, templates and drafting, and what happened to each message.
• The club's websiteChanging the club's website: drafts, editing, the assistant, approval and versions.
• TVs and displaysThe club's TVs and the displays and slides they show.
• FunctionsVenue hire: enquiries, quotes, holds, deposits and the function sheet.
• Classes and coachingThe timetable, booking, waitlists, terms, passes and the coach's roll.
• Staff roster and hoursStaff, availability, the weekly roster, publishing, open shifts and hours worked.
• CompetitionsLadders, boxes, round robins, knockouts and events, scoring and the boards.
• Point of saleThe till: sessions and cash-ups, tabs, accounts, prepaid credit, PINs, products and receipts.
• AdminUsers, roles and permissions, settings, the audit log and taking the club's data out.
• Bank reconciliationImporting bank statements and matching them to the money recorded.
• FinanceGST codes, how prices are entered, the BAS worksheet, income in advance and the export to the accounts.
• ReportsCommittee reports, the Dashboard, widgets, report pages and the AI Report Assistant.
• Me: your own pagesA member's and a staff member's own pages: home, details, invoices, preferences, password and two-factor, shifts and hours.
• ReferenceRoles and permissions, a glossary, statuses, and what is not built yet.

The Help centre is new. Articles are being added a part of Sports Club OS at a time; until a part has its own, its page under The club system says what it does.