Before you go live: a checklist

Go live on a quiet day, not the week renewals go out. Work through this list first: each line is something clubs most often find wrong after members have started using it. Most take a few minutes.

The club's settings

• Club details are right: name, ABN, address, How to pay and the invoice footer, all of which print on every invoice. Check them on the first invoice you raise, with Print / PDF, before it goes to the member. See Enter your club's details.
• Invoice number prefix and Payment terms (days) are what the club wants. Set the prefix before the first invoice: invoices already raised keep their numbers.
• How prices are entered, and every GST code, have been agreed with the club's accountant. See Set up GST codes, price entry and your accounts.
• Membership types have the right fees, joining fees and year-end dates, and the right ones are Available for new members. See Set up membership types and fees.
• The membership year rules (pro rata, rounding, late joiners) give the fee you expect: press New member on the Members page, choose a type, and read the quote.
• Sports, courts and booking rules match the club's: open Club › > Bookings › > Calendar and look at each sport. See Set up courts, tables and booking rules.
• The price list holds every charge the office invoices.

Members

• The numbers on the Members list, by status and membership type, match the system you came from.
• A sample of records is right: names, emails, dates of birth, expiry dates, tags.
• Households are linked, so the head of each family sees and pays for everyone in it. See Households: who pays for whom.
• Nobody is in twice. Search for a few common surnames.
• Anyone who should be on Auto renew and invoice is switched on, and nobody else. See Set up invoices, renewals and auto renew.

Logins and roles

• Everyone who works at the club has a login with the roles they need, and has signed in once. See Give people logins and roles.
• Roles & permissions has been read through, and changed where the club works differently.
• Every administrator, and the treasurer, has two-factor sign-in turned on.
• Logins for people who have left are disabled.

Email

• The email categories say plainly what each covers. See Set up email categories and how members choose them.
• Replies to club emails go to the right address.
• Write a short message and send yourself a copy at its Test step. Check it arrives, looks right, and that a reply goes where you expect.

Try it as a member

Ask a member (or a committee member who is also a member) to:

• Make their login with Create your portal account, using the email address the club has for them. Approve it on Club › > Members › > Portal sign-ups.
• Book a court, change it and cancel it. Check the booking rules and guest fees are what the club wants.
• Open their invoices.
• Apply to join through the join form, with an email address they can read, to see the whole application from start to finish. See Put the join form on your website.

The parts your club uses

• The till: products and prices, licensed hours, each till registered, staff PINs set, a receipt printed. Open a session, make a sale, refund it, and close the session. See Set up the till: products, licensed hours, tills, PINs and printers.
• The roster: staff added and invited, and a week published to a few of them. See Set up the bar and events roster.
• Classes: the timetable, terms and passes are in, and a test booking works. See Set up classes and coaching.
• Functions: rooms, items and terms are the club's own, not the placeholders. See Set up function rooms, items, packages and terms.
• The TVs show what they should. See Set up the club's TVs.
• The bank accounts the treasurer reconciles are added, with their start dates and opening balances. See Set up bank accounts for reconciliation.
• Competitions and reports: the conveners and the committee have their roles, and the reports settings are the club's. See Set up competitions and reports.

The club's data

• Download all the club's data once, to see that it works and what it holds: Download all the club's data. Keep the file private.

What to tell members

Tell members, in one message:

• That they can book, see their invoices and keep their details up to date at the club's Sports Club OS address.
• To make their login with Create your portal account, using the email address the club has for them, so it is matched to their membership.
• What has not changed: how they pay, and who to ask.

What Sports Club OS does not do yet

Keep doing these the way the club does them today:

• Taking card payments online, and direct debit. Members pay by bank transfer, at the club or as they do now, and the office records the payment.
• Emailing invoices and receipts. Print an invoice or save it as a PDF and send it yourself.
• Sending reminders about unpaid invoices, and sending renewal invoices. Renewal invoices are raised, not sent, whether the office raises them or Auto renew and invoice does.
• Text messages to members.

The full list is What is not built yet.

Next

The first month: what to check.