Club FAQ (Administration)

Status: Public draft

Application: ClubSy

1) Club registration and admin access

How to request the creation of a new club or access an existing one as administrator using a CAOC access code.

From Profile > Register my club, submit a request and check its history; review timing is not guaranteed. A CAOC requests the role assigned to the code, with immediate approval or administrator review depending on the club. It does not replace an existing administrator.

Guide: Club registration and admin access

2) Sports structure

The sports structure organizes your club into levels (sport, category, competition, and teams). It is the foundation for events, attendance tracking, and team-based permissions.

3) Team management

From club management you can create, edit, activate, or deactivate teams. You can also assign members, coaching staff, and team managers.

4) Event management

Single events: one-time matches or training sessions.
Recurring events: event series with a defined frequency.
With other clubs: event invitations with propose, counter-propose, and accept flows.

5) Traffic-light system

The traffic-light system shows schedule availability and feasibility using visual states (green, yellow, red). It helps detect conflicts before confirming calls.

Participant simulation depends on the club's capabilities and is advisory, not a guarantee of attendance or a mandatory blocker for every event.

6) Attendance management

You can register attendance live (check-in) or after the event (post-event). Results feed dashboards and player/team summaries.

7) Visibility configuration

The club can configure which information is public, internal, or private. This impacts the directory, public profile, and third-party visibility.

8) Invite members

You can invite people via link, token, pre-registration, or direct contact (depending on configuration). If they already have an account, linking is completed when they accept or when the access flow resolves their pending invitation. For pre-registered invitations, matching pending records can also be linked automatically on signup/login with the same email or phone.

The Team member flow requires the person's name and email and may queue an invitation email. Child guardian requires the minor's name and guardian email; share its link from the app because this mode does not automatically send email. The guardian receives delegated access, not the minor's player role or staff permissions. Own-account linking and handover are not yet available.

9) Review requests (membership requests)

When a user requests to join a club/team, authorized admins review and approve/reject the request based on permissions.

10) Import templates

To speed up initial setup and operations:

11) Match and performance statistics

Authorized staff can record actions during a match, review the resulting team and player totals, and submit the session for approval. The approved session is the source of the statistics shown in team and player views.

The recorded metric set depends on the sport. It can include, where applicable, minutes played, goals or points, attempts, successful actions, assists, recoveries, turnovers, fouls, penalties, and period-specific actions.

Recommended operational flow:

Open the relevant match and start or resume its statistics session.
Record actions as they occur, assigning the player, period, quantity, and other available details.
Review team and player totals after the match; correct any entries before submission when your permissions allow it.
Submit the session for review.
An authorized approver validates the session. Only approved sessions are included in player performance summaries.

12) Who can access statistics?

The club controls access through roles and permissions:

Staff with recording or editing permission can capture and correct match actions.
Club administrators, operations managers, and staff with approval permission can approve submitted sessions.
Coaches, assistant coaches, team managers, operations staff, and authorized administrators can view team and player dashboards for their permitted teams.
Players can view their individual statistics, subject to the available data and their personal subscription.

Review role assignments before match day so the intended recorder and approver have access. Club-wide administrators can access statistics across the active club; other staff are limited to their permitted teams.

13) What statistics can a club use?

From Statistics, eligible staff can open attendance dashboards, team match summaries, player match summaries, and operational views such as no-show risk when available. Use attendance data to monitor participation and match data to review the contribution and trends that were recorded for each sport.

Select the correct active club and team before interpreting a result. A dashboard with no data usually means that no match actions were recorded, the session is not approved yet, or the user does not have access to that team.

14) Can we export statistics?

Authorized club users can export team and player match reports in CSV or PDF when the club plan includes report exports. The export permission is normally available to club administrators, operations managers, and head coaches. Enterprise-capable clubs can include configured club branding in exported reports.

Exports share the data currently available in the selected match summary, so complete and approve the session before distributing a report.

Use the eligible match-summary report actions; the club statistics hub itself does not provide an export action.

15) Which plans include statistics?

Club statistics are governed by the club subscription:

Club Free: basic match capture with configured monthly and history limits; advanced metrics and exports require the corresponding capabilities.
Club Basic: essential live capture, team summaries, player views, and minutes played.
Club Pro: advanced capture and comparative reporting, plus report exports and advanced alerts where enabled.
Club Enterprise: Club Pro capabilities with branded reporting and additional customization.

Individual users can receive a limited personal summary on a free account. A Personal subscription expands individual insights when enabled; it does not replace the club's responsibility to record and approve match data or grant club permissions. Check current limits and benefits in the app.

16) How do we work safely across clubs and seasons?

Confirm the active club, team, and season before changing data. Editing screens open read-only: choose Edit, then Save or Cancel. Use only actions granted by your assigned permissions; a subscription does not grant a role.

New seasons can start from scratch or copy categories/leagues, with teams where selected. Use the supported member-reassignment flow and review its results. Earlier season history remains available.

17) How do we manage facilities, documents, and communication?

Authorized staff manage facilities and fields, including location where supported. Device location is optional. Club visibility does not make private member or minor information public.

Member documents are PDFs with controlled access. Authorized staff can upload, replace, rename, or remove them; check the target member and team first.

Event publication and notification delivery are separate outcomes. Check in-app status and any warnings rather than assuming every recipient received a push notification.

18) Can we record statistics without a stable connection?

Match capture supports offline-resilient sessions and synchronization when connectivity returns. Check pending synchronization and resolve errors before relying on shared results, submitting for approval, or distributing reports. This does not mean all app operations work offline.

19) Useful features and documents for admins

Notice

This content is informational and may be updated to reflect product improvements, operational changes, or applicable legal requirements.