For club admins

For: Club admins · Updated 2026-11-02

The setup checklist

Menu → Setup checklist walks you through setting up your club in order, with a progress meter.

• Each step is Required, Recommended or Optional.
• Do this opens the right page. When you save, you come back to the checklist.
• Most steps tick themselves when Clubhouse can see they're done (for example, "a season exists").
• Steps Clubhouse can't check have a Mark done button that records who confirmed it and when.
• Recommended and optional steps can be skipped with a reason.
• Reopen undoes a confirmation or skip.
• Some steps unlock only after earlier ones are finished.

More steps appear as features are added (legal documents, handbook, safety, players).

Club settings

Menu → Club settings holds the club name, short name, contact email, website, time zone and color. Dates and reminders use the club's time zone.

Inviting people

1. Menu → Members & invitations → Invite someone.
2. Enter their email and name, and choose a club role: - Club admin: full control of the club. - Coach: coach tools for their teams. - Staff: instructors and mentors.
3. Optionally add them straight to a team with a team role.
4. Clubhouse emails the link if email is set up. Otherwise, copy or share the link yourself; a text message works.

About invitation links:

• A link works once and expires after 14 days.
• Lost one? Use New link on the Members page. The old link stops working.
• Cancel withdraws an invitation.

Managing members

The Members page shows each person's role, whether two-factor sign-in is on, and whether their certifications are complete. Open a person to:

• Change their club role, or mark them inactive (they lose access without being deleted).
• Make a one-time password link if they forgot their password.
• Reset two-factor sign-in if they lost their phone.
• Sign them out of all devices.

You can't remove your own admin access. Have another admin do it.

Seasons and teams

1. Menu → Seasons & teams → New season. Give it a name and dates, and set the status: - Planning: getting ready. - Active: in progress. - Closed: finished.
2. Add team under the season.
3. On the team page, add coaches from the club, or invite new ones straight to the team.

Positions, boards and permissions

Menu → Club directory → Add position creates a position such as President, Treasurer, Safety Officer or Equipment Manager. For each position:

• Write its responsibilities (simple formatting like lists works).
• Choose a category (board, committee, coaching, staff, volunteer) and optionally a board/committee it belongs to.
• Add a role email (like president@yourclub.org) if you have one.
• Add who holds it, with start and end dates. Past holders are kept as history.

Positions can also grant permissions in the app. Most positions need none. See Roles & permissions for what each one allows.

Certifications

1. Menu → Certifications → Manage required certifications. Add each certification your league requires and how many months it's valid for.
2. The Certifications page shows everyone's status at a glance and lists entries waiting for you to verify.

Audit log

Menu → Audit log records significant actions: invitations, role changes, sign-in resets, setup confirmations and more, with who did them and when.