Setting up a club

Setting Sports Club OS up for your club, and moving to it from another system, in the order a club does it.

Setting up

• 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.
• 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.
• 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.
• 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.
• 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.
• 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 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.
• 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 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 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.
• 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.
• 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 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 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.
• 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 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.
• 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.