Help centreContents

Contents

Every section and article in the Help centre, in order: getting started, then each part of Sports Club OS in the order of its menu, help by role, and reference. 241 articles in 22 sections.

1Getting started

  1. 1.1What Sports Club OS is OverviewClub management software for member sports clubs: what it covers, who uses it, how it works, and what is not built yet.
  2. 1.2Changing the club's website Quick startFor website editors: start a draft, change it by editing the page or asking the assistant, and send it for approval. An approver publishes it.
  3. 1.3From enquiry to function night Quick startFor whoever runs venue hire: take an enquiry, send the quote, confirm on the deposit, prepare the function sheet, and close out afterwards.
  4. 1.4Looking after Sports Club OS for your club Quick startFor 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.
  5. 1.5Reading the club's figures Quick startFor the committee and the Reporting role: your Dashboard, Committee reports, report pages shared with you, and asking the AI Report Assistant.
  6. 1.6Running a competition Quick startFor 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.
  7. 1.7Running the bar: roster, till and hours Quick startFor the bar manager: add staff, build and publish the weekly roster, approve hours, and run the till's products, settings and cash-ups.
  8. 1.8Running the coaching program Quick startFor the head coach: set up classes, coaches and passes, run the timetable and terms, follow bookings and waitlists, and read the class reports.
  9. 1.9Taking your classes Quick startFor 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.
  10. 1.10The treasurer's month Quick startFor the treasurer: record payments, reconcile the bank account, check what is owing, then the BAS worksheet and the export to the club's accounts.
  11. 1.11Your first day in the office Quick startFor the club office: find members, take bookings, raise invoices and record payments, run renewals and approve new member logins.
  12. 1.12Your first shift on the bar Quick startFor bar staff: set when you can work, answer your shifts, use the till on your shift, and report your hours afterwards.
  13. 1.13Your first visit to the member pages Quick startFor members: sign in, choose your emails, then book a court or a class, check your membership and invoices, and keep your details current.
  14. 1.14Ask Help and feedback, or tell the club what you noticed How toThe Help and feedback button answers questions about using Sports Club OS and takes your feedback, which is kept only when you save its summary.
  15. 1.15Sign in, and reset a forgotten password How toSign 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.
  16. 1.16Find your way around: the menu, search and your account menu How it worksHow the side menu, the search box, the breadcrumb and your account menu work, and why your menu may differ from someone else's.
  17. 1.17How roles and permissions decide what you see How it worksWhat a role is, how a person can hold several, how members fit in, and how the club decides what each role may do.
  18. 1.18I can't sign in QuestionWhat 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.
  19. 1.19Why is my menu different from someone else's? QuestionThe 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.

2Setting up a club

  1. 2.1Before you go live: a checklist Setting upWhat to check before the club uses Sports Club OS for real and tells its members: settings, members, logins, email, bookings and money.
  2. 2.2Bring in your members from a spreadsheet or another system Setting upImport members from a CSV file: what each column becomes, how people already there are recognised and left alone, and what an import does not bring.
  3. 2.3Enter your club's details Setting upType the club's name, ABN, contact details and address, how invoices are numbered and paid, the membership year's rules and how names show on the foyer screen.
  4. 2.4Give people logins and roles Setting upDecide who at the club needs a login and which roles each holds, make their logins, change what roles allow if needed, and let members make their own.
  5. 2.5Moving from SportLogic or inTennis Setting upHow a club moves from SportLogic or inTennis: what is brought across for you, what the club exports, what to check, and what stays behind.
  6. 2.6Moving from spreadsheets Setting upHow a club that keeps its members in spreadsheets moves to Sports Club OS: tidy the list, import it, link families, and start from there.
  7. 2.7Put the join form on your website Setting upWhere the club's public application form is, where its fees come from, how to link it from the club's website, and how to test it.
  8. 2.8Set up bank accounts for reconciliation Setting upAdd each club bank account to Bank reconciliation, with the day reconciliation starts and the opening balance that day, before importing the first statement.
  9. 2.9Set up classes and coaching Setting upBefore the first class: providers and who collects the fees, coaches and their checks, classes and prices, passes, terms, and the waitlist and make-up rules.
  10. 2.10Set up competitions and reports Setting upGive conveners and the committee their roles, set what "this year" means in reports and the smallest group shown, and start the committee's report pages.
  11. 2.11Set up courts, tables and booking rules Setting upAdd each sport with its hours and booking grid, every court and table, and the rules for members booking online: how far ahead, how long, guests and peak times.
  12. 2.12Set up email categories and how members choose them Setting upDecide the kinds of email members can say yes or no to, where replies go, and the words of staff text messages, before the club sends its first message.
  13. 2.13Set up function rooms, items, packages and terms Setting upReplace the starting set with the club's own function rooms, the items and packages on a quote, the deposit and hold rules, and the hire terms.
  14. 2.14Set up GST codes, price entry and your accounts Setting upWith the club's accountant: whether prices are typed with or without GST, each charge's GST code, how the BAS is worked out, and the accounts income goes to.
  15. 2.15Set up invoices, renewals and auto renew Setting upDecide how renewals are raised (in a batch by the office, or by themselves for members on Auto renew), how far ahead, and whether members may pay monthly.
  16. 2.16Set up membership types and fees Setting upMake each kind of membership the club offers, with its fees, GST, when it renews, the sports it covers, its booking limits and whether it can be paid monthly.
  17. 2.17Set up Sports Club OS for your club: the steps in order Setting upThe order to set a club up in, from the club's details and membership types to members, logins, the join form and the parts your club uses, then going live.
  18. 2.18Set up the bar and events roster Setting upBefore the first roster: the positions shifts are for, each staff member and how they are told, login invitations, reminders and the hours period.
  19. 2.19Set up the club's TVs Setting upPut each of the club's TVs on Displays, open its link once on the TV, choose what it shows, and decide how members' names appear on the court boards.
  20. 2.20Set up the price list Setting upList everything an invoice can charge for besides a membership type's fees, with its price, GST code and the income it counts as in the reports.
  21. 2.21Set up the till: products, licensed hours, tills, PINs and printers Setting upBefore the bar's first sale: the licence and licensed hours, products and prices, discounts and account limits, receipts, tills, printers and staff PINs.
  22. 2.22The first month: what to check Setting upWhat to look at in the club's first weeks on Sports Club OS: sign-ups, bookings, invoices and payments, renewals, email results, roles and the audit log.

3Members

  1. 3.1What Members does OverviewThe club's member and contact list, each person's record, households, statuses, tags, saved filters and portal sign-ups.
  2. 3.2Add a member or a contact How toAdd a person to the member list, give them a membership type, and raise their joining invoice with the fee worked out for the day they join.
  3. 3.3Approve portal sign-ups How toApprove or reject people who made their own login, so they can book online and see their invoices. A login with a member's email is linked to their record.
  4. 3.4Change several members at once How toTick people on the member list to set their status, add a tag, switch Auto renew and invoice on or off, download them, or delete them, in one go.
  5. 3.5Delete a member, and what is kept How toDelete a person's record for good, for a duplicate or a mistake, and what stays afterwards. For someone who has left, set a status instead.
  6. 3.6Find members and filter the list How toSearch the member list, narrow it with the Filters panel, sort it by any column, and download what it shows as a spreadsheet.
  7. 3.7Make a tag rule How toMake a rule that tags members automatically, see how many it would tag before saving, run it now, and see what each run added and took off.
  8. 3.8Save a filter and use it again How toSave the member list's filters under a name, apply them again with one press, rename or delete them, and send a message to whoever one finds.
  9. 3.9Tag members How toGive a member a tag, or take one off, from their page, from their row on the list, or for many people at once, and keep the club's list of tags.
  10. 3.10A member's record, tab by tab How it worksWhat a member's page shows, tab by tab, and how Edit details changes their record: details, membership, family, notes and activity.
  11. 3.11Households: who pays for whom How it worksHow people are linked into a household under one head, and what the head holds for the others, from monthly invoices to the till account.
  12. 3.12How tag rules work How it worksA tag rule tags everyone it holds for and untags them when it stops holding. When rules run, who they look at, every condition, and what they never touch.
  13. 3.13Membership statuses, and what Expired means How it worksActive, Suspended, Lapsed and Cancelled are set by the office; Expired is worked out from the expiry date. What each status means, and how to change one.

4Membership applications

  1. 4.1What Membership applications does OverviewA public join form, confirmation by email, a proposer asked to vouch, and the committee's election, which makes the member records and the first invoice.
  2. 4.2Answer as a proposer or seconder How toA member named as proposer or seconder answers from the link in their email, saying whether they know the applicant and support the application.
  3. 4.3Apply to join the club How toFill in the club's join form for yourself, your child or your family, confirm your email address, and what happens until the committee decides.
  4. 4.4Chase a proposer How toAsk a proposer or seconder again, find the member when the one named could not be matched, or record their answer yourself when you have it another way.
  5. 4.5Decline an application, or record that the applicant withdrew How toRecord that the committee declined an application, with or without emailing the applicant, or that the applicant withdrew it.
  6. 4.6Record the committee's election How toRecord that the committee elected an applicant, choose whether to make a login, send the welcome email and raise the first invoice, and see what each step did.
  7. 4.7How an application moves from the form to election How it worksThe stages of a membership application, who is emailed at each, how a proposer is found and asked, and when it is ready for the committee.

5Bookings

  1. 5.1What Bookings does OverviewThe club's courts and tables: the office calendar, the booking list, closures, members booking online, guest fees and the foyer court board.
  2. 5.2Book a court (members) How toBook a court or table for yourself on Make booking, with guests if you are bringing any. Nothing is booked until you press Save.
  3. 5.3Change or cancel your booking (members) How toMove your booking to another time or court, change how long it is, add guests, or cancel it, on Make booking.
  4. 5.4Close courts for an event or repairs How toClose courts or tables for some hours or days, for repairs or an event, so nobody can book them, and deal with bookings already made.
  5. 5.5Make a booking for someone How toBook a court or table on the office calendar for a member, a visitor or the club itself, with guests and notes.
  6. 5.6Make a booking repeat weekly How toBook the same court at the same time every week for up to 52 weeks, for a regular game, a squad or a pennant team, and see which weeks could not be booked.
  7. 5.7Move or cancel a booking How toChange a booking's court, times, type, member or guests on the office calendar, or cancel it, one week or every later week of a weekly booking.
  8. 5.8The booking list and its filters How toList bookings over any dates as a table, narrow them with the Filters panel, save a filter to use again, and download them as a spreadsheet.
  9. 5.9Guests and guest fees How it worksHow non-member guests are named on a booking, by a member or the office, how the guest fee is worked out, and where it is paid.
  10. 5.10The court board in the foyer How it worksThe court board shows one sport's bookings and free times for the day on a screen in the foyer, with no sign-in, and keeps itself up to date.
  11. 5.11Why can't a member book that court? QuestionThe reasons Sports Club OS refuses a member's online booking, the words they see for each, and what the office can check or do.
  12. 5.12Booking rules, sports and courts ReferenceThe settings behind bookings: online booking rules, guest fees, peak times, sports and their hours, courts and tables, and names on the court board.

6Invoices

  1. 6.1What Invoices does OverviewEvery invoice the club raises, whatever raised it: what is owed, payments recorded against it, what is overdue, and the invoice as it prints.
  2. 6.2Change or void an invoice How toChange an invoice's lines, dates or notes while nothing has been paid on it, or void an invoice raised by mistake so it is no longer owed.
  3. 6.3Print an invoice or save it as a PDF How toOpen an invoice as it prints, headed Tax invoice or Tax invoice / Receipt, and print it or save it as a PDF to send.
  4. 6.4Raise an invoice How toRaise an invoice by hand for a member or contact, from the price list or with lines you type, as a draft or issued straight away.
  5. 6.5Record a payment How toRecord money received against an invoice, in full or in part. A paid renewal moves the member's expiry, and the payment joins the club's income.
  6. 6.6See what is still owing How toUnpaid invoices lists every issued invoice with something owing, what is overdue, and the stage each has come to on the club's reminder schedule.
  7. 6.7Invoice line categories and GST codes, and why they matter How it worksEvery invoice line has a category, which decides where its income is counted, and a GST code, which decides its GST. How each line gets them.
  8. 6.8The reminder schedule (reminders are not sent yet) How it worksHow the club sets up to six reminder stages around an invoice's due date, what each invoice remembers of them, and why no reminder is sent yet.

7Membership and renewals

  1. 7.1What membership billing does OverviewMembership types and fees, the membership year, paying yearly or monthly, renewal invoices by hand or automatically, and what paying does to the expiry.
  2. 7.2Change how a member pays How toMove a member from yearly to monthly or back, or to another type while paying monthly, and how the credit and the invoices are worked out to the day.
  3. 7.3Raise renewal invoices How toRaise renewal invoices in one go for memberships that have ended or end soon. Paying one moves the expiry to the end of the next membership year.
  4. 7.4Auto renew and invoice How it worksFor a member on Auto renew and invoice, the renewal invoice is raised automatically, once, a set number of days before expiry. It is not sent.
  5. 7.5Missed monthly payments: what happens and what does not How it worksWhen a monthly invoice is not paid, the member's access stops at the end of their last paid month plus 7 days. Nothing is emailed and nothing else changes.
  6. 7.6Paying yearly or monthly: how it works How it worksHow monthly membership works beside yearly: the fee, one invoice a month per household, when it is raised and due, access, credit and the timeline.
  7. 7.7The renewal is paid but the member still shows Expired QuestionWhy a member can still show Expired after paying: usually the invoice was not a renewal invoice, or is not paid in full. How to put it right.
  8. 7.8Membership types and the membership year ReferenceEvery setting on a membership type, and the club's membership-year rules for what someone joining part-way through pays.

8Communications

  1. 8.1What Communications does OverviewCommunications writes, checks and sends emails from the club to its members and contacts, and shows what happened to each one.
  2. 8.2Change email categories, the reply-to address and staff text wording How toOn Settings, Communications, set the kinds of email members choose from, where replies go, and the words of the texts staff get about shifts.
  3. 8.3Have a message drafted for you How toDescribe a message and have a first draft written, or reword a paragraph. Only what you type, its kind and the club's name go to the drafting service.
  4. 8.4Start from a template or an earlier message How toBegin a message from one of the ready-made templates, from a message you sent before, or by copying a sent message with its kind and recipients.
  5. 8.5Stop a message during its hold How toFor 30 seconds after you press Send, Stop means nobody receives the message. After that, Stop prevents the emails not yet sent.
  6. 8.6Write and send a message How toWrite an email to members in six steps (kind, who, message, check, test and send), saved as you go, then send it with a 30-second hold.
  7. 8.7Email preferences: who chooses what How it worksMembers choose which kinds of email the club sends them. Choices belong to an email address, essential notices always go, and every change is recorded.
  8. 8.8What happened to a message: delivered, bounced, complained How it worksAfter a message is sent, its page shows what happened to every address: sent, delivered, bounced, marked as spam or unsubscribed, and who was left out.
  9. 8.9Who a message goes to, and who is left out How it worksHow the Who step chooses a message's recipients, why one household gets one copy, and each reason a person can be left out.
  10. 8.10An email address is marked blocked QuestionAn address is blocked after an email to it bounced or was marked as spam. Nothing is sent to it until the office checks it and presses send again.
  11. 8.11Why didn't a member get my email? QuestionMost often the member was left out (their choice, a shared address, no address) or the email bounced or went to junk. The message's results say which.

9The club's website

  1. 9.1What the Website editor does OverviewChange the club's public website from Sports Club OS, in a private draft, on the page or by asking an assistant, then send it for approval before it goes live.
  2. 9.2Approve a draft or send it back How toAs the club's website approver, read exactly what a draft changes, then publish it as the next version or send it back with a note.
  3. 9.3Ask the assistant to change the website How toDescribe a change to the club's website in plain words, attach pictures or PDFs, and the assistant makes it in your draft and lists what it changed.
  4. 9.4Send a draft for approval How toSend a finished website draft to the approver with a note. Sports Club OS checks it first, and locks the draft until it is approved or sent back.
  5. 9.5Start a draft and edit the page How toStart a private draft of the club's website, then change it on the page itself - type over words, swap pictures, and move, copy, remove or add blocks.
  6. 9.6Versions, and making an earlier one live again How toSee every version of the club's website that has been live, who sent and approved each, and, as an approver, put an earlier version back.
  7. 9.7Why can't I send the draft for approval? QuestionWhy a website draft is stopped when you send it (a detail in square brackets, nothing changed, the live site moved on) and what to do.

10TVs and displays

  1. 10.1What TVs and Displays does OverviewPut notices, opening times, coming events, courts, classes and function welcomes on the club's TVs, and choose what each TV shows.
  2. 10.2A function welcome slide How toWelcome a function's guests on the club's TVs on its day - its name, occasion, rooms, date, times and a line of welcome - and what a TV shows and never shows.
  3. 10.3Make a display How toMake a slide show for the club's TVs from a ready-made start: messages, pictures, opening times, coming events, courts now and classes today.
  4. 10.4Set up a TV and choose what it shows How toAdd each of the club's TVs to Displays, open its link once on the TV, then choose what it shows from Sports Club OS. Each card previews what it plays.

11Functions

  1. 11.1What Functions does OverviewVenue hire from the first enquiry to the day after: quotes, holds, the hirer accepting online, deposit and balance invoices, the bond and the function sheet.
  2. 11.2Close out a function, and the bond How toAfter the day, enter the bar tab and extras, settle the bond, say how any unpaid invoices were paid, and mark the function completed.
  3. 11.3Confirm a function How toMark the deposit paid to confirm a function, then take final numbers, mark the balance paid, re-issue the quote when it changes, and write to the hirer.
  4. 11.4Find a function: the board, the list and the calendar How toUse the function board, the searchable list and the month and week calendar to see every function, what needs attention, and which rooms are taken when.
  5. 11.5From an enquiry to a quote How toEnter an enquiry, build its quote from packages and items, preview it as the hirer will see it, and send it, which holds the rooms.
  6. 11.6Keep on top of function tasks How toThe dated tasks Sports Club OS makes as each function moves along, the Function tasks page that lists everything due, and adding tasks of your own.
  7. 11.7Welcome a function on the club's TVs How toSwitch a function on for the club's screens and create a welcome display for it, what the TVs show and never show, and the foyer screen of the day's functions.
  8. 11.8Function reports How it worksWhat Function reports show: enquiries, how many were confirmed, booked income, money still to come in, bonds held, lost reasons and room use.
  9. 11.9How holds, acceptance and the deposit work How it worksHow sending a quote holds the rooms until a date, how the hirer accepts on their own page, how the deposit confirms the function, and when a hold lapses.
  10. 11.10The function sheet How it worksThe run sheet for a function's day, for a phone or printed on A4: times, rooms, numbers, the plan, staff, catering, the bar and the contact on the night.
  11. 11.11The function's staff on the roster How it worksConfirming a function puts an open slot for its staff on the weekly roster. What the function changes on it, and the Roster tab.
  12. 11.12The public venue page and enquiry form How it worksWhat visitors see on the club's public venue page, how they check a date and send an enquiry in three steps, and what reaches the office.
  13. 11.13Function settings: rooms, items, packages, rules and terms ReferenceEvery setting on the Functions tab of Admin > Settings, what each does, what a new club starts with, and who can change them.

12Classes and coaching

  1. 12.1What Classes does OverviewOne timetable for casual classes and term programs, with booking for a household, waitlists, passes, terms and the coach's roll on a phone.
  2. 12.2Book a class for yourself or your household (members) How toFind a class on the timetable, book a place for yourself or someone in your household, and cancel it again. The button says what will pay before you press it.
  3. 12.3Enrol your child for a term (members) How toFind the right group for each child on Enrol for a term, see the fees for the sessions left with any family discount, and enrol the whole family in one go.
  4. 12.4Make a class and put it on the timetable How toPut a class on the timetable in three steps: what it is, when and where it runs, and its prices and booking rules, with clashes shown before you save.
  5. 12.5Take the roll on your phone (coaches) How toOpen your session on My sessions, tick who is here, add someone who turned up, and finish the roll. Message everyone, set cover or cancel from the same page.
  6. 12.6The office timetable and its alerts How toSee every class session, deal with what needs the office, book or cancel anyone's place, change or cancel a session, and change a whole week at once.
  7. 12.7Class reports How it worksHow full each class has been, who came, no-shows, late cancels and who waited and missed out, over the last four or eight weeks, by class, coach and provider.
  8. 12.8Passes, credits and make-ups How it worksHow a class place is paid for, how passes are sold and used, what a late cancel does, and how make-up credits work for term programs.
  9. 12.9Providers, coaches and who collects the fees How it worksWho runs each class, whether the club or the coaching business collects the fees, the coaches and their Working with Children Checks, and a coach's sign-in.
  10. 12.10Terms and enrolment How it worksHow terms, groups, enrolment, the fee for joining late, the family discount, term invoices, copying a term and re-enrolment work.
  11. 12.11The public What's on page and the foyer screen How it worksThe classes timetable anyone can read with no sign-in, how a visitor asks for a place and confirms it by email, and the foyer screen of today's classes.
  12. 12.12Waitlists and offered places How it worksHow a full class's waitlist works: joining and leaving it, a place offered and held until a set time, or given automatically, and what happens near the start.
  13. 12.13An offered class place has gone QuestionA place offered from a waitlist is held only until the time it gives. If it is not taken by then, it goes to the next person waiting.
  14. 12.14Classes settings ReferenceEvery setting on the Classes tab of Settings, what it does, how it starts, and who can change it. Each change is saved as soon as it is made.

13Staff roster and hours

  1. 13.1What the Staff roster does OverviewThe bar and events roster: staff, availability and time off, the weekly roster, publishing to staff by My shifts, email and text, and hours worked.
  2. 13.2Add staff and invite them to sign in How toAdd the people who can be rostered on Bar & events staff, set their positions, how they are told and their regular week, and send each a login invitation.
  3. 13.3Build the week's roster How toPut shifts on the weekly roster by dragging staff onto days or making slots, change and copy them, and start from last week or a template.
  4. 13.4Cancel a shift, or discard changes How toDelete a shift or slot, keep a published one waiting as a cancellation, and put a week or a day back to what was last published.
  5. 13.5Check and approve hours worked How toSee the hours staff have reported for a pay period, correct them, enter hours for someone, and approve them one at a time or all at once.
  6. 13.6Close an hours period and download the hours How toClose a pay period once its hours are approved, which locks them, download the hours file for payroll, and set the length of a period.
  7. 13.7Publish the week's roster How toSend the week's shifts to staff, and see before you press Publish who will be told what, and how. Each person gets one message for the week.
  8. 13.8How shifts and slots work How it worksA shift is one person's work on one day. A slot is several shifts at the same times, drawn as one box with a chip per person and the places still open.
  9. 13.9How staff are told: email, text and My shifts How it worksWhat staff are sent about their shifts and when, the reminders, the Notifications settings, and the record of every message sent.
  10. 13.10Open shifts and requests How it worksHow a published shift with nobody on it, or one its person can no longer work, is offered to other staff, and how you approve or decline their requests.
  11. 13.11Time off and availability How it worksHow a staff member's regular week, extra dates and dates off are set, who sets them for casual and permanent staff, and how time-off requests are approved.
  12. 13.12A staff member didn't get the text about their shift QuestionWhy a staff member may not have been texted about a shift, most likely first, and where to check each reason.
  13. 13.13Why are days that have passed locked on the roster? QuestionNothing on a day before today can be changed, so the roster stays a true record of who was rostered and nobody is told about shifts that are over.
  14. 13.14Why can't I change that shift? QuestionThe likely reasons a shift on the weekly roster cannot be changed, moved or deleted, with what to check for each.

14Competitions

  1. 14.1What Competitions does OverviewLadders, box leagues, round robins, knockouts and events in six sports, with results, club ratings, scoring on a phone and wallboards.
  2. 14.2Choose the club's scoring rules How toThe Scoring tab of Settings: which sports are offered, each sport's built-in rules, the older rules the club can offer, and the default for a new competition.
  3. 14.3Create a competition and take entries How toSet up a ladder, box league, round robin or knockout, add players or let members enter, approve requests, then close entries and make the draw.
  4. 14.4Enter a match result How toType in a match's score after it is played. It counts straight away, and either player or the convener can correct it later.
  5. 14.5Prepare and print scoring codes How toMake a scoring code for every match ready to play, or for one day's order of play, and print them as cards to put at the courts.
  6. 14.6Score a badminton match on a phone How toScore a badminton match rally by rally, with the service court, doubles positions, lets, faults, cards, the interval and the change of ends.
  7. 14.7Score a match point by point on a phone How toScore a match at the court on a phone, one press a rally, with the warm-up clock and the toss. The court's TV and the wallboards follow every press.
  8. 14.8Score a pickleball match on a phone How toScore a pickleball match rally by rally, with the three-number call, first and second server, side outs, time-outs, faults and the change of ends.
  9. 14.9Score a quick match on your phone How toAnyone can score a squash, tennis, padel, pickleball or badminton match on their own phone at sportsclubos.net/score, and let others watch with a code.
  10. 14.10Score a tennis or padel match on a phone How toScore a tennis or padel match point by point, with the serving half, faults and lets, deuce, no-ad and Star Point, tie-breaks, changeovers and doubles order.
  11. 14.11Score or watch a match with its code How toAnyone with a match's scoring code (GPHC-7K3M) or its QR code can score it on their phone, signed in or not. The first phone scores; the rest watch.
  12. 14.12Set match times in the order of play How toGive matches a day, time and court: let Sports Club OS fill a day, then drag matches to move or swap them, or set one match's time from the match itself.
  13. 14.13Wallboards and putting a board on a TV How toPreview any competition board live, as a TV shows it, then put it on one of the club's TVs in light or dark, or manage the TVs from TV screens.
  14. 14.14Your matches and rankings (members) How toSee everything you are playing in, answer a ladder challenge, enter a competition, share your contact details with opponents, and see the club rankings.
  15. 14.15Club ratings How it worksHow the club rating for each sport starts, moves with every result and seeds draws, and the results file a convener can download for rating services.
  16. 14.16Events with several grades and sports How it worksAn event is one tournament made of several competitions, a grade or a sport each, sharing one page, one wallboard and one order of play per sport.
  17. 14.17Ladders, boxes, round robins and knockouts How it worksThe four kinds of competition, how each is made and moves, its rules and their defaults, and the scoring each sport can use.

15Point of sale

  1. 15.1What Point of sale does OverviewOne till for the bar and reception that knows the members: member prices, tabs, member accounts, prepaid credit, courts, guest fees, cash-ups and receipts.
  2. 15.2A function's bar tab How toPut drinks for a function on its bar tab at the till, within the tab's cap. The tab goes onto the function's invoice, not into the till's cash.
  3. 15.3Charge to a member's account How toPut a sale on a member's household account, within its limit. Charges go on one invoice a month, issued on the 1st, and count as income when it is paid.
  4. 15.4Equipment hire and restringing jobs How toHire out racquets and other equipment and mark them returned, and take in a racquet for restringing, move the job on and charge it when it is collected.
  5. 15.5Make a sale and take payment How toAdd products to a sale, choose who it is for, then take cash, EFTPOS, an account charge or prepaid credit, and give a receipt.
  6. 15.6Open and close a till session, and count the drawer How toCount the float into the drawer to open a till session, record cash paid in or out, and close it with a blind count that shows the variance only afterwards.
  7. 15.7Open, add to and close a tab How toKeep a sale open under a name, add rounds to it through the evening, move or split its lines, merge tabs, and pay it off in one go or in parts.
  8. 15.8Products, prices, happy hours and stock How toAdd and change what the till sells, with members' prices, sizes and add-ons, set happy hours, count stock, and import products from a spreadsheet.
  9. 15.9Receipts and receipt printers How toPrint, email or reprint a till receipt, change what every receipt says, and register a Star receipt printer that collects its own receipts.
  10. 15.10See what was sold How toThe Sales page lists every till sale with figures by payment method, category and kind of sale, and opens each sale's items, payments, refunds and receipt.
  11. 15.11Sell court time and take guest fees at the till How toSell a walk-in court or snooker table from the till as a real booking, and take the guest fees owing on today's bookings.
  12. 15.12Sign off a cash-up How toCheck each closed till session on Till sessions, its count, variance, sales, tabs and corrections, and sign it off with a note.
  13. 15.13Till PINs and switching between staff How toSet your own till PIN, set a tablet up as a PIN till so staff switch in and out with their PIN, and approve on a till with a manager's PIN.
  14. 15.14Voids, refunds and manager approval How toDiscounts, voids, refunds, corrected payments and going over a limit at the till, which of them a manager approves with a PIN, and which a manager does.
  15. 15.15Licensed hours, age and ID checks How it worksThe till sells alcohol only in licensed hours and never to a member known to be under 18, reminds staff to check ID, and limits takeaway.
  16. 15.16Prepaid credit How it worksHow a household tops up credit at the till, spends it on later sales, and gets it back. Credit is money held for the household, not income, until it is spent.
  17. 15.17Selling while the connection is down How it worksWhen the internet drops, the till keeps selling cash, EFTPOS, account charges, credit and tabs, keeps the sales on the tablet, and sends them when it is back.
  18. 15.18A till PIN is locked QuestionFive wrong tries in a row lock a till PIN for 15 minutes. Wait, or set a new PIN on Password & two-factor, which unlocks it at once.
  19. 15.19The receipt printer isn't printing QuestionCheck the till has a printer chosen, that the printer has the right address and has been heard from, then print from the browser or email the receipt meanwhile.
  20. 15.20The till says it is offline QuestionThe till has lost its internet connection. Keep selling: it keeps the sales on the tablet and sends them when the connection is back.
  21. 15.21POS settings, tab by tab ReferenceEvery till setting on POS settings, what it does, what it starts as and who can change it: licence and hours, prices and accounts, receipts, tills and printers.

16Admin

  1. 16.1What Admin holds OverviewThe Admin section of the menu: logins and roles, what each role may do, the club's settings, feedback, downloading all the club's data, and the audit log.
  2. 16.2Add, change and disable logins How toMake a login for a staff member or volunteer, give and take away roles, link a login to a member record, and disable a login someone no longer needs.
  3. 16.3Change what a role may do How toTick and untick permissions for each role on Roles & permissions, save the change for everyone, and go back to the starting set if you need to.
  4. 16.4Download all the club's data How toDownload everything Sports Club OS holds for the club in one .zip file, as spreadsheets and complete copies, whenever you like, and keep it safe.
  5. 16.5Read everyone's feedback, and set Help and feedback's limits How toRead the feedback people saved through Help and feedback, mark it done or add a note, read or delete conversations, and set the assistant's limits.
  6. 16.6The audit log How it worksWhat the audit log records, who can read it, how to narrow it to one kind of record or search it, and what it leaves out.
  7. 16.7Club settings, tab by tab ReferenceThe tabs of Settings, what each is for, who can change it, which Save button keeps it, and the article that explains each tab.

17Bank reconciliation

  1. 17.1What Bank reconciliation does OverviewImport the club's bank statement and match every line to money Sports Club OS recorded, or explain it, then reconcile to a date so it is locked.
  2. 17.2Import a bank statement How toSet up the club's bank account once, then import a statement downloaded from the bank as a CSV file. The same days imported again add nothing.
  3. 17.3Match and explain bank lines How toConfirm suggested matches, match bank lines to recorded money by ticking both sides, explain lines that are not club income, and unmatch.
  4. 17.4Reconcile to a date, and reopen it How toWhen every bank line up to a day is matched or explained and the balance agrees with the statement, reconcile to that day to lock it. Reopen the latest.

18Finance

  1. 18.1What Finance does OverviewThe treasurer's figures: GST codes and how prices are entered, the BAS worksheet, income in advance, this year against last, and the export to the accounts.
  2. 18.2Export a month's income to your accounts How toPrint a month's money received by payment method and account to key into MYOB Business, or download the accountant's spreadsheet. Set the club's account codes.
  3. 18.3This year against last, and invoiced against received How toCompare income without GST this financial year so far with the same days last year, by stream, and see what was invoiced against received each month.
  4. 18.4Use the BAS worksheet How toSee G1, 1A and G3 for a quarter or a month, check every sale behind them, mark the period lodged once the club has lodged, and set the basis.
  5. 18.5How GST is worked out, and how prices are entered How it worksThe four GST codes, how an invoice's GST is worked out in whole cents, and whether the office types prices with or without GST, and how to switch.
  6. 18.6Income received in advance How it worksHow membership fees are earned day by day, how much received money is for days still to come on any day, and how joining fees are treated.
  7. 18.7Member and visitor income How it worksA period's income without GST split by who it came from (members, guests, visitors and functions), as evidence for the club's accountant.
  8. 18.8Why is the GST a cent different from 1/11? QuestionAn invoice's GST is rounded once over the whole invoice, so one line's GST can be a cent away from its own 1/11. Every line still adds up exactly.

19Reports

  1. 19.1What Reports does OverviewThe club's figures: Committee reports, your own Dashboard of widgets, report pages to keep, print and share, and the AI Report Assistant.
  2. 19.2Ask the AI Report Assistant How toAsk about the club's figures in your own words, see the figures and assumptions behind each answer, and add its widget. What is sent and what is kept.
  3. 19.3Change the reports settings How toWhat "this year" means in reports, the smallest group shown, the reasons offered when a member leaves, and the AI Report Assistant's limits.
  4. 19.4Committee reports How toRead the club's standing figures for a committee meeting: members, renewals, income and court use, with a Print button and a spreadsheet of monthly income.
  5. 19.5Download figures and the rows behind them How toSave a report page's figures, and the records behind each figure, as a spreadsheet file. Every download is recorded in the audit log.
  6. 19.6Make your own widget How toChoose a figure, how to group and filter it, the period and how it looks, with a live preview; then press a bar to list the rows behind it.
  7. 19.7Report pages: make, share, print and download How toMake a page of widgets from a template or a blank page, share it with roles, print it, or download its figures and the rows behind them.
  8. 19.8Your Dashboard and its widgets How toChoose which widgets your Dashboard shows, put them in your own order, open one out for more, and add ready-made reports. Your layout is yours alone.
  9. 19.9Why some figures show "<5" How it worksA group of fewer than five people is hidden from anyone who cannot open the member list, so a figure by age, type or suburb never points to one person.
  10. 19.10Why do two reports give different totals? QuestionTwo figures that look alike usually count different things, over different days, or for someone who sees different groups. How to find which.

20Me: your own pages

  1. 20.1What is under Me OverviewMe is the last section of the menu and holds everything about you: your membership, bookings, invoices and purchases, and, for staff, your shifts and hours.
  2. 20.2Change your password and turn on two-factor sign-in How toChange your password, and turn two-factor sign-in with an authenticator app on or off, on the Password & two-factor page.
  3. 20.3Choose which emails you get How toChoose which kinds of email the club sends you, or only its essential notices, on Email preferences or from the unsubscribe link in an email.
  4. 20.4Keep your details up to date How toChange your phone number, address and emergency contact on My details, so the club can reach you. Your name and email are changed by the office.
  5. 20.5Report the hours you worked How toAfter each shift, report the hours you worked on My hours, as rostered or with different times, and add work that was not on the roster.
  6. 20.6See and answer your shifts How toSay yes or no to the shifts you are given, from My shifts or the link in your roster email or text, ask for an open shift, or say you can no longer work one.
  7. 20.7See your invoices and receipts How toSee every invoice addressed to you, what you owe, how to pay, and print an invoice or a receipt.
  8. 20.8Set your availability and dates off How toTell the manager when you can work: your regular week, dates you can't work or time off, extra dates you could work, and how you want to be told about shifts.
  9. 20.9Your member home page How toWhat your Home page shows as a member: your membership, your coming bookings, how you pay, and anything to pay.
  10. 20.10Your purchases and household account How toSee what you bought at the club's bar or shop, what your household has charged to its account, its prepaid credit and your restringing jobs.
  11. 20.11I signed up but can't see my membership QuestionA login you make yourself waits for the club office to approve it, and must use the email address the club holds for you to find your membership.

21Help by role

  1. 21.1MembersBooking courts and classes, your membership and invoices, your household and your details.
  2. 21.2Club officeThe member list, bookings, invoices and renewals, and the front desk.
  3. 21.3Bar and tillShifts and hours, the till, and for the bar manager the roster and the till's settings.
  4. 21.4CoachesYour sessions, the roll, and for the head coach the whole coaching program.
  5. 21.5ConvenersRunning ladders, leagues and tournaments, and the boards on the club's TVs.
  6. 21.6FunctionsVenue hire, from the first enquiry to the function sheet on the night.
  7. 21.7TreasurerInvoices and payments, bank reconciliation, GST and the BAS, and the export to the accounts.
  8. 21.8Committee and reportingReading the club's figures: committee reports, widgets, report pages and the AI Report Assistant.
  9. 21.9Website editorsChanging the club's public website, and sending a change for approval.
  10. 21.10AdministratorsSetting up and looking after Sports Club OS for the club: users, roles, settings and the club's data.

22Reference

  1. 22.1Emails and texts Sports Club OS sends ReferenceEvery email and text message Sports Club OS sends, what makes it go, who gets it, and what is never sent, part by part.
  2. 22.2Every permission, in plain words ReferenceEvery permission in Sports Club OS by area, what it lets someone do, and which roles have it at the start.
  3. 22.3Every status, in one place ReferenceThe statuses of members, invoices, bookings, shifts, hours, applications, functions, classes, messages, till sales and the rest, as the screen shows them.
  4. 22.4Glossary ReferenceThe words Sports Club OS uses, from account and awaiting renewal to widget and Z read, each in a sentence or two with where to read more.
  5. 22.5Keyboard shortcuts ReferenceEvery keyboard shortcut in Sports Club OS, page by page: search, menus, the roster, Make booking, the till, the website editor, the boards and more.
  6. 22.6Roles and their starting permissions ReferenceEvery role Sports Club OS starts with, and what each one lets a person do.
  7. 22.7Taking all of your club's data out ReferenceYour club can download everything Sports Club OS holds for it, at any time, without asking anyone, in standard formats. What you get and what is left out.
  8. 22.8Test systems, and how they behave differently ReferenceA test system of Sports Club OS sends its emails to one inbox, lets an administrator use it as someone else, and is marked as a test. What differs, and why.
  9. 22.9What is not built yet ReferenceEverything a club might expect from Sports Club OS that it does not do yet, part by part, and what to do instead.
  10. 22.10What Sports Club OS keeps, and who can see it ReferenceWhat Sports Club OS keeps about members, staff and the club, who can see each part, what is never kept, and what each AI feature is sent and keeps.
  11. 22.11Which release you are on, and what a screenshot's release line means ReferenceEach version of Sports Club OS has a release name, shown in your account menu, and every Help article and screenshot says which release it shows.