Club office

What these roles can do

Casual Staff

• 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.
• Audit log. Who changed what, and when.
• 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.
• 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.

Head Coach

• 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.
• Audit log. Who changed what, and when.
• 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.
• 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.

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.
• 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.
• 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.
• 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.
• 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.
• An offered class place has goneA 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.
• 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.
• Take the roll on your phone (coaches)Open 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Running the coaching programFor the head coach: set up classes, coaches and passes, run the timetable and terms, follow bookings and waitlists, and read the class reports.
• 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.
• Your first day in the officeFor the club office: find members, take bookings, raise invoices and record payments, run renewals and approve new member logins.
• 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.
• 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.
• 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.
• 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.
• Charge to a member's accountPut 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.
• Sell court time and take guest fees at the tillSell a walk-in court or snooker table from the till as a real booking, and take the guest fees owing on today's bookings.
• A function's bar tabPut 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.
• Equipment hire and restringing jobsHire 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.
• Licensed hours, age and ID checksThe 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.
• Selling while the connection is downWhen 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.
• Open and close a till session, and count the drawerCount 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.
• 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.
• Till PINs and switching between staffSet 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.
• Prepaid creditHow 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.
• The till says it is offlineThe till has lost its internet connection. Keep selling: it keeps the sales on the tablet and sends them when the connection is back.
• A till PIN is lockedFive 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.
• The receipt printer isn't printingCheck 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.
• Receipts and receipt printersPrint, email or reprint a till receipt, change what every receipt says, and register a Star receipt printer that collects its own receipts.
• Voids, refunds and manager approvalDiscounts, 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.
• Make a sale and take paymentAdd products to a sale, choose who it is for, then take cash, EFTPOS, an account charge or prepaid credit, and give a receipt.
• Open, add to and close a tabKeep 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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 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.