Administrators

What this role can do

Administrator

• See members and contacts. The member list, member pages and their activity.
• Add and change members. Add, edit, import and delete members; approve portal sign-ups.
• See all bookings. The full calendar and booking list, including who booked.
• Make and change any booking. Book, move and cancel for anyone, recurring bookings, closures.
• See all invoices and payments. Every invoice, the payments ledger and the price list.
• Raise invoices and record payments. Create, edit and void invoices, record payments, run renewals.
• Committee reports. Membership, income and court-use statistics.
• Build reports. Make, change and save your own widgets and report pages, on the Reports pages and your Dashboard. You see only the figures your other permissions allow.
• Share report pages. Share a report page you made with one or more roles. Each person sees only the figures their own permissions allow.
• Download report figures. Download the figures and the rows behind a widget or a report page as a spreadsheet. Every download is recorded.
• Figures from every area. See the figures, and the rows behind them, for classes, competitions, the roster and hours, and communications, without the permission to run those areas.
• AI Report Assistant. Ask the AI Report Assistant questions about the club's figures and have it suggest widgets. It reads the data you may see, read-only, and the question is sent to an AI model on Amazon Bedrock in the club's own AWS account.
• Audit log. Who changed what, and when.
• Club settings. Club details, booking rules, courts, membership types, price list.
• Users and roles. Create logins, give and remove roles, link member records.
• Roles and permissions. Change what each role may do; give or remove the Administrator role.
• Membership applications. See applications sent from the website, chase a proposer, and record the committee's decision, which makes the member records and the first invoice.
• Dynamic tag rules. Make, change, switch on and off and delete the rules that tag members automatically, see how many people each would tag, and run them now. Seeing who needs "See members and contacts" as well. The tags are seen by everyone who can see members.
• Download all the club's data. Download everything Sports Club OS holds for the club as spreadsheet and data files, including every member's personal details (names, addresses, phone numbers, dates of birth, medical notes). Every download is recorded.
• Wording of text messages. Change the words of the text messages Sports Club OS sends to staff about their shifts.
• Send communications. Write, test and send messages to members and contacts, and see what was sent and what happened to it. Names behind the numbers need "See members" as well.
• See functions and enquiries. Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.
• Run functions. Enter and change enquiries, quote, hold rooms, confirm, close out, and raise and mark paid the deposit and balance invoices for a function. Can find a member or contact by name to put them on a function.
• Function rooms, prices and terms. Rooms and what they are made of, the items and packages that go on a quote, deposit and hold rules, and the terms a hirer accepts.
• Run classes. Set up classes, the timetable, terms, prices, passes, providers and coaches; change and cancel any session; settings and reports. Raising term invoices needs "Raise invoices and record payments" as well.
• Book and take rolls for anyone. See every session with who is booked, book and cancel for anyone, and take any roll. Shows the name, age and any medical note of the people on a roll.
• Take your own classes. See your own sessions (a lead coach: your team's) with who is booked, take the roll, add someone who turned up, cancel your session, message the people booked and move a child up a stage. Shows a name, an age for a child and any medical note, and nothing else about a member.
• Change the website. Start a draft of the public website, ask for changes, attach pictures and documents, and send the draft for approval.
• Run the bar and events roster. Staff records, building and publishing the roster, and deciding requests: time off, open shifts, and staff who can no longer work a shift.
• Approve hours worked. See the hours everyone has reported, correct and approve them, close a period and download the hours file for payroll.
• Run competitions. Create and run ladders, box leagues, tournaments and events in any sport: entries, draws, the order of play, correcting or removing any result, and the club's TV screens. Sees members by name, number and rating only.
• Make and change displays. Create the slide shows the club's TVs play (notices, opening times, coming events, advertising), change or delete any of them, upload pictures for them, replace a display's link, and add, remove and set the club's TV screens (putting a competition board on one also needs Run competitions). A display shows nothing of a member beyond what the foyer wallboard already shows, and names a function only if whoever runs functions has switched it on for the screens.
• Use the till. Sell, open and close tabs, take cash and EFTPOS, spend prepaid credit, open and close their own till session, take payment for a walk-in court and the guest fees owing on today's bookings, hire equipment out and take restringing jobs. Finds members by name, number or card, seeing only the name, number, membership type and status, and whether they may charge to their account.
• Charge to a member's account. Put a sale on a member's household account, up to its limit.
• Voids, refunds and overrides. Void a sale or lines already on a tab, refund a sale, correct how a payment was taken, give back prepaid credit, give a discount over the club's limit, open the drawer with no sale, go over a member's account limit or a function's tab cap, and sell past a stock count of nought.
• See sales and till sessions. Every sale, tab and till session, the cash-up variances, sales reports, and what a named member has bought.
• Run the till. Products, prices, happy hours, stock counts, tills and printers, licensed hours, account limits and the till's settings. Signs off cash-ups.
• See bank statements and the reconciliation. The club's bank lines, what they are matched to, the reconciled-to dates and the bank summary. Changes nothing. Bank lines can name the people who paid.
• Reconcile the bank account. Import bank statements, set up bank accounts and how their files are read, match bank lines to the money recorded in Sports Club OS and unmatch them, explain lines that are not club income, and set and reopen the reconciled-to date.
• See the finance figures. The GST codes and how prices are entered, GST and the BAS worksheet, income received in advance, this year against last, invoiced against received, member and non-member income, and the account mapping. Changes nothing.
• GST codes, price entry and accounts. Set the GST code of price-list items, membership types, till products and categories; whether prices are entered including or excluding GST (and what that does to stored prices); the BAS period and basis; the account mapping; mark a BAS period lodged and reopen the latest.
• Export income to the accounts. Download income for the club's accounts: the accountant's spreadsheet and the monthly summary to key in. Every download is recorded.
• Read everyone's feedback. See everyone's saved feedback and their whole conversations with the assistant, help questions included; mark feedback done, add a note, delete a conversation, and set the assistant's limits.

These are the starting roles. The club can change what each role may do on its Roles & permissions page, give a person several roles, and take a role away when they step down. The server checks every request against those roles, so a hidden button is never the only protection. See Roles and their starting permissions.

Articles

• The audit logWhat 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.
• Download all the club's dataDownload everything Sports Club OS holds for the club in one .zip file, as spreadsheets and complete copies, whenever you like, and keep it safe.
• Read everyone's feedback, and set Help and feedback's limitsRead 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.
• What Admin holdsThe 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.
• Change what a role may doTick 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.
• Club settings, tab by tabThe tabs of Settings, what each is for, who can change it, which Save button keeps it, and the article that explains each tab.
• Add, change and disable loginsMake 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.
• Apply to join the clubFill in the club's join form for yourself, your child or your family, confirm your email address, and what happens until the committee decides.
• Chase a proposerAsk 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.
• Decline an application, or record that the applicant withdrewRecord that the committee declined an application, with or without emailing the applicant, or that the applicant withdrew it.
• How an application moves from the form to electionThe 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.
• What Membership applications doesA 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.
• Record the committee's electionRecord 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.
• Import a bank statementSet 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.
• Match and explain bank linesConfirm suggested matches, match bank lines to recorded money by ticking both sides, explain lines that are not club income, and unmatch.
• What Bank reconciliation doesImport 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.
• Reconcile to a date, and reopen itWhen 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.
• Make a booking for someoneBook a court or table on the office calendar for a member, a visitor or the club itself, with guests and notes.
• The booking list and its filtersList 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.
• Booking rules, sports and courtsThe settings behind bookings: online booking rules, guest fees, peak times, sports and their hours, courts and tables, and names on the court board.
• Close courts for an event or repairsClose courts or tables for some hours or days, for repairs or an event, so nobody can book them, and deal with bookings already made.
• Guests and guest feesHow 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.
• Move or cancel a bookingChange 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.
• What Bookings doesThe club's courts and tables: the office calendar, the booking list, closures, members booking online, guest fees and the foyer court board.
• Why can't a member book that court?The reasons Sports Club OS refuses a member's online booking, the words they see for each, and what the office can check or do.
• Make a booking repeat weeklyBook 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.
• The court board in the foyerThe 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.
• Class reportsHow 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.
• Make a class and put it on the timetablePut 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.
• The office timetable and its alertsSee 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.
• What Classes doesOne timetable for casual classes and term programs, with booking for a household, waitlists, passes, terms and the coach's roll on a phone.
• Passes, credits and make-upsHow 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.
• Providers, coaches and who collects the feesWho 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.
• Classes settingsEvery 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.
• Terms and enrolmentHow terms, groups, enrolment, the fee for joining late, the family discount, term invoices, copying a term and re-enrolment work.
• Waitlists and offered placesHow 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.
• The public What's on page and the foyer screenThe 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.
• Have a message drafted for youDescribe 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.
• What Communications doesCommunications writes, checks and sends emails from the club to its members and contacts, and shows what happened to each one.
• Email preferences: who chooses whatMembers choose which kinds of email the club sends them. Choices belong to an email address, essential notices always go, and every change is recorded.
• An email address is marked blockedAn 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.
• Why didn't a member get my email?Most 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.
• What happened to a message: delivered, bounced, complainedAfter 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.
• Change email categories, the reply-to address and staff text wordingOn Settings, Communications, set the kinds of email members choose from, where replies go, and the words of the texts staff get about shifts.
• Stop a message during its holdFor 30 seconds after you press Send, Stop means nobody receives the message. After that, Stop prevents the emails not yet sent.
• Start from a template or an earlier messageBegin 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.
• Who a message goes to, and who is left outHow the Who step chooses a message's recipients, why one household gets one copy, and each reason a person can be left out.
• Write and send a messageWrite 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.
• Wallboards and putting a board on a TVPreview 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.
• Create a competition and take entriesSet up a ladder, box league, round robin or knockout, add players or let members enter, approve requests, then close entries and make the draw.
• Set match times in the order of playGive 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.
• What Competitions doesLadders, box leagues, round robins, knockouts and events in six sports, with results, club ratings, scoring on a phone and wallboards.
• Choose the club's scoring rulesThe 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.
• A function welcome slideWelcome 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.
• Make a displayMake a slide show for the club's TVs from a ready-made start: messages, pictures, opening times, coming events, courts now and classes today.
• What TVs and Displays doesPut notices, opening times, coming events, courts, classes and function welcomes on the club's TVs, and choose what each TV shows.
• Set up a TV and choose what it showsAdd 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.
• Use the BAS worksheetSee 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.
• Export a month's income to your accountsPrint 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.
• How GST is worked out, and how prices are enteredThe 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.
• Income received in advanceHow 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.
• Member and visitor incomeA period's income without GST split by who it came from (members, guests, visitors and functions), as evidence for the club's accountant.
• What Finance doesThe 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.
• Why is the GST a cent different from 1/11?An 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.
• This year against last, and invoiced against receivedCompare 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.
• Find a function: the board, the list and the calendarUse 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.
• Close out a function, and the bondAfter the day, enter the bar tab and extras, settle the bond, say how any unpaid invoices were paid, and mark the function completed.
• Confirm a functionMark 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.
• From an enquiry to a quoteEnter an enquiry, build its quote from packages and items, preview it as the hirer will see it, and send it, which holds the rooms.
• Function reportsWhat Function reports show: enquiries, how many were confirmed, booked income, money still to come in, bonds held, lost reasons and room use.
• The function sheetThe 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.
• How holds, acceptance and the deposit workHow 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.
• What Functions doesVenue 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.
• The function's staff on the rosterConfirming a function puts an open slot for its staff on the weekly roster. What the function changes on it, and the Roster tab.
• Welcome a function on the club's TVsSwitch 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.
• Function settings: rooms, items, packages, rules and termsEvery setting on the Functions tab of Admin > Settings, what each does, what a new club starts with, and who can change them.
• Keep on top of function tasksThe 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.
• The public venue page and enquiry formWhat 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.
• Looking after Sports Club OS for your clubFor 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.
• Find your way around: the menu, search and your account menuHow the side menu, the search box, the breadcrumb and your account menu work, and why your menu may differ from someone else's.
• Ask Help and feedback, or tell the club what you noticedThe Help and feedback button answers questions about using Sports Club OS and takes your feedback, which is kept only when you save its summary.
• I can't sign inWhat 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.
• How roles and permissions decide what you seeWhat a role is, how a person can hold several, how members fit in, and how the club decides what each role may do.
• Sign in, and reset a forgotten passwordSign 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.
• What Sports Club OS isClub management software for member sports clubs: what it covers, who uses it, how it works, and what is not built yet.
• Invoice line categories and GST codes, and why they matterEvery 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.
• Change or void an invoiceChange 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.
• What Invoices doesEvery invoice the club raises, whatever raised it: what is owed, payments recorded against it, what is overdue, and the invoice as it prints.
• Print an invoice or save it as a PDFOpen an invoice as it prints, headed Tax invoice or Tax invoice / Receipt, and print it or save it as a PDF to send.
• Raise an invoiceRaise 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.
• Record a paymentRecord 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.
• The reminder schedule (reminders are not sent yet)How 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.
• See what is still owingUnpaid invoices lists every issued invoice with something owing, what is overdue, and the stage each has come to on the club's reminder schedule.
• Change your password and turn on two-factor sign-inChange your password, and turn two-factor sign-in with an authenticator app on or off, on the Password & two-factor page.
• A member's record, tab by tabWhat a member's page shows, tab by tab, and how Edit details changes their record: details, membership, family, notes and activity.
• Add a member or a contactAdd 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.
• Change several members at onceTick 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.
• Delete a member, and what is keptDelete 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.
• Find members and filter the listSearch the member list, narrow it with the Filters panel, sort it by any column, and download what it shows as a spreadsheet.
• Households: who pays for whomHow people are linked into a household under one head, and what the head holds for the others, from monthly invoices to the till account.
• How tag rules workA 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.
• Make a tag ruleMake 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.
• What Members doesThe club's member and contact list, each person's record, households, statuses, tags, saved filters and portal sign-ups.
• Approve portal sign-upsApprove 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.
• Save a filter and use it againSave 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.
• Membership statuses, and what Expired meansActive, 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.
• Tag membersGive 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.
• Auto renew and invoiceFor 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.
• Change how a member paysMove 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.
• Missed monthly payments: what happens and what does notWhen 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.
• What membership billing doesMembership types and fees, the membership year, paying yearly or monthly, renewal invoices by hand or automatically, and what paying does to the expiry.
• The renewal is paid but the member still shows ExpiredWhy 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.
• Raise renewal invoicesRaise 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.
• Membership types and the membership yearEvery setting on a membership type, and the club's membership-year rules for what someone joining part-way through pays.
• Paying yearly or monthly: 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.
• What Point of sale doesOne till for the bar and reception that knows the members: member prices, tabs, member accounts, prepaid credit, courts, guest fees, cash-ups and receipts.
• GlossaryThe 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.
• Keyboard shortcutsEvery keyboard shortcut in Sports Club OS, page by page: search, menus, the roster, Make booking, the till, the website editor, the boards and more.
• What is not built yetEverything a club might expect from Sports Club OS that it does not do yet, part by part, and what to do instead.
• Which release you are on, and what a screenshot's release line meansEach 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.
• Emails and texts Sports Club OS sendsEvery email and text message Sports Club OS sends, what makes it go, who gets it, and what is never sent, part by part.
• Every status, in one placeThe statuses of members, invoices, bookings, shifts, hours, applications, functions, classes, messages, till sales and the rest, as the screen shows them.
• Taking all of your club's data outYour 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.
• Test systems, and how they behave differentlyA 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.
• What Sports Club OS keeps, and who can see itWhat 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.
• Ask the AI Report AssistantAsk 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.
• Committee reportsRead 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.
• Your Dashboard and its widgetsChoose 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.
• Download figures and the rows behind themSave a report page's figures, and the records behind each figure, as a spreadsheet file. Every download is recorded in the audit log.
• Make your own widgetChoose 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.
• What Reports doesThe club's figures: Committee reports, your own Dashboard of widgets, report pages to keep, print and share, and the AI Report Assistant.
• Why do two reports give different totals?Two figures that look alike usually count different things, over different days, or for someone who sees different groups. How to find which.
• Report pages: make, share, print and downloadMake 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.
• Change the reports settingsWhat "this year" means in reports, the smallest group shown, the reasons offered when a member leaves, and the AI Report Assistant's limits.
• Why some figures show "<5"A 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.
• Check and approve hours workedSee 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.
• Build the week's rosterPut 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.
• Cancel a shift, or discard changesDelete 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.
• Close an hours period and download the hoursClose a pay period once its hours are approved, which locks them, download the hours file for payroll, and set the length of a period.
• How shifts and slots workA 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.
• How staff are told: email, text and My shiftsWhat staff are sent about their shifts and when, the reminders, the Notifications settings, and the record of every message sent.
• Open shifts and requestsHow 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.
• What the Staff roster doesThe bar and events roster: staff, availability and time off, the weekly roster, publishing to staff by My shifts, email and text, and hours worked.
• Why are days that have passed locked on the roster?Nothing 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.
• Publish the week's rosterSend 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.
• Why can't I change that shift?The likely reasons a shift on the weekly roster cannot be changed, moved or deleted, with what to check for each.
• A staff member didn't get the text about their shiftWhy a staff member may not have been texted about a shift, most likely first, and where to check each reason.
• Add staff and invite them to sign inAdd 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.
• Time off and availabilityHow 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.
• Set up bank accounts for reconciliationAdd each club bank account to Bank reconciliation, with the day reconciliation starts and the opening balance that day, before importing the first statement.
• Set up classes and coachingBefore 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.
• Enter your club's detailsType 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.
• Set up competitions and reportsGive 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.
• Set up courts, tables and booking rulesAdd 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.
• Set up email categories and how members choose themDecide 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.
• Set up GST codes, price entry and your accountsWith 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.
• The first month: what to checkWhat 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.
• Moving from spreadsheetsHow a club that keeps its members in spreadsheets moves to Sports Club OS: tidy the list, import it, link families, and start from there.
• Moving from SportLogic or inTennisHow a club moves from SportLogic or inTennis: what is brought across for you, what the club exports, what to check, and what stays behind.
• Set up function rooms, items, packages and termsReplace 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.
• Before you go live: a checklistWhat to check before the club uses Sports Club OS for real and tells its members: settings, members, logins, email, bookings and money.
• Bring in your members from a spreadsheet or another systemImport 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.
• Set up invoices, renewals and auto renewDecide 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.
• Put the join form on your websiteWhere 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.
• Set up membership types and feesMake 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.
• Set up Sports Club OS for your club: the steps in orderThe 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.
• Set up the price listList 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.
• Set up the bar and events rosterBefore the first roster: the positions shifts are for, each staff member and how they are told, login invitations, reminders and the hours period.
• Set up the till: products, licensed hours, tills, PINs and printersBefore the bar's first sale: the licence and licensed hours, products and prices, discounts and account limits, receipts, tills, printers and staff PINs.
• Set up the club's TVsPut 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.
• Give people logins and rolesDecide 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.
• Approve a draft or send it backAs 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.
• Ask the assistant to change the websiteDescribe 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.
• Start a draft and edit the pageStart 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.
• What the Website editor doesChange 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.
• Why can't I send the draft for approval?Why 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.
• Send a draft for approvalSend 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.
• Versions, and making an earlier one live againSee 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.