Functions

What this role can do

Functions

• 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.
• 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.

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

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