Club Administrator Guide
As a club administrator, you manage your club's day-to-day operations on the platform. This guide covers member registration and renewal, your club website, competition hosting, finances, facility management, and member communication.
Last updated: 2026-04-17
Member Management
Register new members, manage renewals, and maintain the membership database.
Step 1: Register New Members
Navigate to Members → Add Member. Enter personal details, select license type, and upload required documents (photo, medical certificate). The member receives an invitation email.
Step 2: Process License Applications
Review pending license applications from self-registered members. Verify documentation completeness and approve to forward to the federation for final processing.
Step 3: Season Renewals
At season start, review the renewal list. Send bulk renewal invitations via email or push notification. Track who has renewed and send reminders.
Step 4: Maintain Member Data
Update contact information, manage roles (player, coach, volunteer), and track attendance. Export member lists for reports or external use.
Club Website via CMS
Manage your club's public-facing website with the built-in CMS.
Step 1: Set Up Your Site
Your club website is created automatically. Customize the layout, upload your club logo, set brand colors, and configure the navigation menu.
Step 2: Publish Content
Create and publish pages (about, facilities, contact, schedule). Write news articles and event announcements. Add a photo gallery.
Step 3: Manage Events
List upcoming events on your website. Competitions from the platform calendar appear automatically. Add social events, training sessions, and meetings.
Competition Hosting
Create, sanction, and run competitions from your club.
Step 1: Create Competition
Navigate to Competitions → Create. Set the date, venue, format (triplette, doublette, tête-à-tête), category, and registration deadline. Set the entry fee.
Step 2: Request Sanctioning
Submit the competition for sanctioning by your district or federation. Provide venue details, insurance confirmation, and referee assignment. Wait for approval.
Step 3: Manage Registrations
Monitor incoming registrations. Verify license validity for each participant. Close registration when capacity is reached or the deadline passes.
Step 4: Run the Event
On competition day, use the draw tool to generate brackets. Enter scores round by round. Publish final results — rankings update automatically.
Finance & Payments
Manage club fees, track payments, and view financial reports.
Step 1: Configure Fees
Set annual membership fees, competition entry fees, and facility rental rates. Configure payment methods accepted by your club.
Step 2: Track Payments
View payment status for all members. Send reminders for overdue fees. Export payment reports for your club treasurer.
Step 3: Financial Reports
Generate reports showing income by category (membership, competitions, facilities), expenses, and balance. Export for your annual general meeting.
Facility & Court Management
Register and manage your club's playing venues and courts.
Step 1: Register Venues
Navigate to Facilities → Add Venue. Enter the venue name, address, and GPS coordinates. Specify surface type, lighting, and amenities.
Step 2: Manage Courts
Add individual courts within each venue. Set court numbers, dimensions, surface type, and availability schedule. Mark courts as temporarily unavailable for maintenance.
Step 3: Booking System
Enable court booking for members. Set booking rules (max duration, advance booking limit, peak hours). Members can book via the mobile app.
Member Communication
Communicate with members via email, push notifications, and the club website.
Step 1: Email Campaigns
Navigate to Communication → Email. Use templates for common messages (season start, competition announcement, general meeting). Send to all members or filter by group.
Step 2: Push Notifications
Send push notifications to members who have the mobile app. Ideal for time-sensitive messages (court closure, schedule change, results published).
Step 3: Newsletter
Set up a regular newsletter with club news, upcoming events, results, and member spotlights. Members can subscribe/unsubscribe via their profile.
Related stakeholder profile
Learn more about this role, their motivations, and the platform features designed for them.