User Guide: Club Registration and Admin Access

Audience: end users, club administrators, and operations staff.

What does this guide cover?

This guide explains how to:

1. Request a new club or a link to a matching club on the platform.
2. Access an existing club as administrator using an access code (CAOC).
3. How to check the status shown in the app.

Path A — Register a new club

Use this path to request a new club or ask to be linked to a matching club.

Who can do it?

Any signed-in user. No club role is required to submit a request.

Steps

1. Open the request

In Profile, tap Register my club. Fill in the request form:

Field	Description
Club name	Official club name
Main sport	Football, basketball, etc.
Requested role	club_admin (club director) or operations_manager (operations manager)
Country and city	Optional location information
Website and message	Optional supporting information

Tap Submit request.

2. Wait for review

A platform administrator reviews the request. Review timing is not guaranteed. Check the request history in Profile > Register my club for its current status.

3.a If the request is approved

• The request is linked to a matching club or a new club is created as needed.
• You receive the initial role that was approved.
• The app may offer the guided club tutorial; it can also be opened later from Settings > Club > Club tutorial.

3.b If the request is rejected

• Review any decision details shown in the app. Correct the request and submit a new one when the app allows it.

Path B — Access an existing club as admin via code

Use this path when the club already exists and you have been given an administrator access code (CAOC code).

Who can do it?

Any signed-in user with a valid code. Use the ClubSy account matching the email address supplied when the code was issued.

Steps

1. Open the claim dialog

In Profile, tap Admin claim with code.

2. Enter the code

Enter the code and tap Validate code. The app shows the club associated with it.

3. Confirm the request

Tap Submit claim. The role requested by the code determines the outcome:

Scenario B-1: Immediate access (no active Club Admin)

If the club does not have an active Club Admin, the claim is approved automatically and the role requested for that code is assigned.

• The app confirms that the claim was approved.
• The code is marked as used and cannot be reused.
• The app may offer the guided club tutorial after access is available.

Scenario B-2: Requires review (the club already has an active Club Admin)

If the club already has an active Club Admin, the claim stays pending until a Club Admin reviews it.

• A Club Admin can approve or reject it.
• When approved, the role requested for the code is assigned. The app shows the decision and any available status details.

The code adds the requested role; it does not replace an existing administrator. Use the separate handover process when an outgoing administrator needs to step down or leave.

Club tutorial

After access is approved or claimed, the app may offer the 5-step Club tutorial:

Step	What you set up
1 · Club information	Name, logo, description, and contact details
2 · Sports structure	Categories, leagues, and season teams
3 · Visibility & privacy	Who can see the club and how it appears in the directory
4 · Communications	Publish the first welcome notice
5 · Invite your team	Send the first invitation to a club member

• Tap Skip at any time; the tutorial is not required before using other available features.
• Return to the wizard via Settings → Club → Club tutorial.
• Each step has a "Go now" button that takes you directly to the relevant screen.

Checking your request

Use the request history in Profile > Register my club to check a club-registration request. CAOC claims are reviewed separately; follow the status and notifications shown in the app.

Frequently asked questions

Can I use the same code more than once? No. Each code is single-use and is invalidated after being successfully claimed.

The code says "already used" but I didn't use it. Someone else already used it. Ask the issuer to generate a new one.

The system says the code is not for my email. The code is bound to the candidate email supplied when it was issued. Sign in with the matching account, or ask the administrator to check the address and issue a code for the intended candidate.

The code has expired. The issuer chooses a validity period from 1 to 60 days. Ask the club administrator to issue a new code if needed.

How long does a Path A request review take? Review timing varies. Check the request history in the app for its current status.

The club already exists but nobody gave me a code. Contact the current club administrator or platform support.

Can I administer more than one club? Yes. Each code or request links to a specific club. You can hold roles in multiple clubs.

Available roles

Role	Capabilities
club_admin	Full club management: settings, structure, members, communications
operations_manager	Operational management: sports structure and member invitations