Glossary

The words Sports Club OS uses, in the sense it uses them. Each part of the app uses the same word for the same thing.

A to D

Account (bar account). A household's account at the till. Charges to it are not paid on the spot: they go on one invoice a household a month, raised on the 1st. See Charge to a member's account.

Active. A member whose membership is current. See Membership statuses.

Administrator. The role that can do everything in the club's Sports Club OS, including giving people roles. See Roles and their starting permissions.

Approver (website). The person who checks a draft of the club's website and makes it live. Nobody else can publish the website. See Approve a draft or send it back.

Audit log. The record of who changed what, and when. See The audit log.

Auto renew and invoice. A member's renewal invoice raised automatically a set number of days before their membership expires. Raised, not sent. See Auto renew and invoice.

Awaiting renewal. What reports call an Expired member: one whose expiry date has passed and who has not yet renewed.

BAS worksheet. The figures for the club's Business Activity Statement (G1, 1A, G3), worked out from what Sports Club OS holds. Sports Club OS does not lodge it. See Use the BAS worksheet.

Blind count. At the end of a till session, the cash is counted before the till says what it should be, so the count is honest. See Open and close a till session.

Blocked (email address). An address that bounced or whose owner marked a message as spam. Nothing is sent to it until the office clears it. See An email address is marked blocked.

Bond. Money a function hirer pays as security. It is kept apart: never in a total, the GST, an invoice or income. See Close out a function, and the bond.

Booking list. The bookings as a list with filters, beside the day-by-day Calendar. See The booking list and its filters.

Box league. A competition where players are put in small groups that play each other in rounds, moving up and down between boxes. See Ladders, boxes, round robins and knockouts.

Cash-up. Counting a till's drawer when its session closes, and comparing it with what it should hold. A manager signs it off. See Sign off a cash-up.

Category (email). A kind of email, such as club news or competitions and coaching, which each address says yes or no to. One, essential notices, cannot be switched off. See Email preferences.

Category (invoice line). What a line of an invoice is for: membership, joining, courts, classes, functions or other. It decides where the income is counted in reports. See Invoice line categories and GST codes.

Closure. Courts closed for a time, for an event or repairs. Nobody can book them then. See Close courts for an event or repairs.

Contact. A person on the member list with no membership, such as a function hirer or a parent.

Content. The gallery of displays the club's TVs can show, under TVs and Displays. See Make a display.

Convener. A volunteer who runs competitions. The Sports Convener role. See Running a competition.

Credit (on an invoice). When a member changes how they pay, the unused part of a month or year already paid becomes a credit line on the next invoice. See Change how a member pays.

Current member. An Active member whose expiry has not passed. "Members", in reports, means current members and those awaiting renewal.

Dashboard. Each person's own page of figures, made of widgets they choose. See Your Dashboard and its widgets.

Display. A slide show for the club's TVs: messages, pictures, opening hours, what is coming up, the courts, today's classes, a function welcome. See Make a display.

Draft. Anything not yet live: a shift not yet published, an invoice not yet raised, a message not yet sent, a change to the website not yet approved.

E to L

Election. The committee's decision to accept an application. Recording it makes the member records, and, as chosen, a login, the welcome email and the first invoice. See Record the committee's election.

Essential notices. The email category that cannot be switched off, for things members must be told.

Event (competitions). A tournament of several competitions (grades or sports) with one entry list. See Events with several grades and sports.

Event (roster). A named occasion on the roster, such as a function, that shifts are grouped under.

Expired. An Active member whose expiry date has passed. Nobody sets it: Sports Club OS works it out each day. See Membership statuses.

Explanation (bank line). A bank line that is not money recorded in Sports Club OS, such as a bank fee or the club's spending, marked as what it is so the statement balances. See Match and explain bank lines.

Function. A hire of the club's rooms, from the enquiry to the night. See What Functions does.

Function sheet. One page with everything the staff need on the night of a function. See The function sheet.

GST code. Whether an amount carries GST: taxable (10%), GST-free, input-taxed, or not a sale. See How GST is worked out.

Head of the household. The person who pays for a household and gets its emails and invoices. See Households: who pays for whom.

Hold (function). Sending a quote holds the rooms until a date. A hold that runs out makes the function Lost. See How holds, acceptance and the deposit work.

Hold (message). The 30 seconds after pressing Send, when Stop cancels everything. See Stop a message during its hold.

Hours. The roster's page where hours worked are checked, approved and closed, period by period. Staff report theirs on My hours. See Check and approve hours worked.

Household. People who belong together, such as a family, with one head who pays. See Households: who pays for whom.

Income received in advance. Membership money received for days not yet come. See Income received in advance.

Joining fee. A one-off fee for a new member, charged in full. Set on each membership type.

Knockout. A draw where the loser of each match is out, with a plate for first-round losers if the convener chooses.

Ladder. A competition where players challenge those above them to move up.

Lapsed. A member who did not renew, set by the office.

M to R

Make booking. The member's own page for booking courts and tables, for every sport. See Book a court (members).

Make-up credit. A credit a member gets when a class session they were booked on is cancelled, used to book another. See Passes, credits and make-ups.

Manager approval (override). Something at the till that needs a manager: a void, a refund, a big discount, going over an account limit. A manager approves it with their PIN without the seller switching out. See Voids, refunds and manager approval.

Membership type. A kind of membership, with its fee, joining fee, what it includes, whether it can be paid monthly, and whether it expires. See Membership types and the membership year.

Merge field. A word in double curly brackets, such as {{first_name}}, that is filled in for each person when an email is sent.

My shifts. A staff member's own page of shifts, to say yes or no and see what has changed. See See and answer your shifts.

Open shift. A published shift nobody is on, or one its person can no longer work. Other staff can ask for it. See Open shifts and requests.

Order of play. The convener's plan of which match is on which court when. See Set match times in the order of play.

Pass (classes). A number of class sessions bought at once and used one at a time. See Passes, credits and make-ups.

Permission. One thing a person may do, such as "Run the bar and events roster". Roles are made of permissions. See Every permission, in plain words.

PIN (till). A short number that switches a person in on a till that several staff share, and lets a manager approve. See Till PINs and switching between staff.

Portal sign-up. A login a member makes for themselves, which the office approves before it shows their membership. See Approve portal sign-ups.

Prepaid credit. Money a household pays in advance to spend at the till. It is not income until spent. See Prepaid credit.

Price list. The club's priced items used on invoices. See Set up the price list.

Proposer and seconder. The members who support an application to join. A proposer is needed, or a letter in its place. See Answer as a proposer or seconder.

Proration. Charging for part of a period, to the day, when someone joins or changes how they pay part-way through. See Paying yearly or monthly.

Provider. The business that runs a class: the club itself or a coaching business, which may collect its own fees. See Providers, coaches and who collects the fees.

Published (shift). A shift staff can see and have been told about. See Publish the week's roster.

Quick match. A match anyone scores on their own phone at sportsclubos.net/score, with no account and no club. It stays on that phone unless shared with a code for others to watch. See Score a quick match on your phone.

Reconciled to. The day up to which a bank account's lines are all matched or explained and the balance agrees. Everything up to it is locked. See Reconcile to a date, and reopen it.

Release. A version of Sports Club OS, named by its date. See Which release you are on.

Renewal. The invoice for a member's next membership year. See Raise renewal invoices.

Report page. A page of widgets someone made, which they can share with roles, print and download. See Report pages.

Role. A set of permissions given to people, such as Bar Staff or Treasurer. A person can hold several. See How roles and permissions decide what you see.

Roll. The list of people in a class session, which the coach marks on a phone. See Take the roll on your phone.

S to Z

Saved filter. A set of Members filters kept under a name, to use again or to choose who a message goes to. Each is its owner's own. See Save a filter and use it again.

Scoring code. A short code, such as GPHC-7K3M, with a QR code, that opens one competition match on any phone, signed in or not. The first phone to start scores the match; the rest watch. See Score or watch a match with its code.

Session (class). One meeting of a class, at a time and place.

Session (till). The time a till is open with a float, from opening to the count at closing. Cash is taken only in an open session. See Open and close a till session.

Shift. One person's time on the roster. See How shifts and slots work.

Slot. A time on the roster with several places, each its own shift, drawn as one box. See How shifts and slots work.

Small-number rule. Groups of fewer than five people are shown as "<5" to anyone who cannot see members. See Why some figures show "<5".

Staff portal. The fold under Me with a staff member's own pages: My shifts, My hours, My availability and a coach's My sessions.

Suspended. A membership paused, set by the office.

Tab. A sale kept open at the till while more is added, paid later, or put on a member's account. See Open, add to and close a tab.

Tag. A word on a member's record for grouping people, given by hand or by a tag rule. See Tag members.

Tag rule. A rule that tags members automatically each night, for example everyone who played this month. See How tag rules work.

Term. A run of weeks for a class group, which people enrol in and pay for together. See Terms and enrolment.

Two-factor sign-in. A code from an authenticator app asked for after your password. See Change your password and turn on two-factor sign-in.

Void. An invoice or till sale cancelled with nothing paid. It is kept, marked void.

Waitlist. The queue for a full class. When a place comes up it is offered to the next person and held for a time. See Waitlists and offered places.

Wallboard. A competition board for a TV, or the court board in the foyer. See Wallboards and putting a board on a TV and The court board in the foyer.

Widget. One figure or chart on the Dashboard or a report page. See Make your own widget.

X read and Z read. A till session's figures: an X read while it is open, the Z read at closing, with the variance between counted and expected cash.