Contents
Configuring Club Management Settings
Overview
A key aspect of every competition is the involvement of participating clubs. As an association administrator, you can invite clubs to take part in competitions managed by your association. Once a club accepts the invitation, they will be able to open participant registration and create teams for the upcoming season.
Inviting Clubs
To invite clubs to participate in your competition, first navigate to Competition Management from the main menu, then select the appropriate Competition and Season. Access the Registration tab and click on the Club sub-tab. On the Club Management Settings page, click the "Set up" button. In the "Choose Clubs" section, you can select clubs from previous seasons or search for new ones to invite. There is no restriction on the number of clubs you can invite.
Configuring Club Management Settings
After selecting the clubs you wish to invite for the competition, you will need to configure rest of the settings, with a few being mandatory. These include:
Edit Roles:This feature allows you to select who can register for the season. Roles include Player, Coach, Team Manager, Official, and Volunteer.
Club Team Allocation Dates: This setting allows association admins to configure the dates during which club admins can allocate teams to grades for the season.
Club administrators will not be able to edit team details after the end date unless permitted by the following setting:
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Allow Club Admins to Edit Team Names After Allocation End Date
Association administrators can configure the dates during which club admins can assign player points for the season by enabling the "Allow club admins to assign player points" setting.
Registration Fees: Set the registration fee your organisation wishes to charge. You can view fees set by other organisations by selecting the corresponding arrow.
Note: When setting the player fee, you must enter a specific numerical value. If registration is free, enter $0. If you wish to charge a registration fee, enter an amount greater than $0. When setting a fee, remember to factor in the 2.03% PlayHQ processing fee. For further information about setting fees, click here.
Advanced Player Fees allow associations to configure fee options tailored to various circumstances, such as age, gender, and whether participants are new or returning. You will need to enter the date to calculate the participant's age, age range, gender and the fee to be charged. If a participant meets the criteria for an "Auto-Select" fee, they will be charged that fee instead of the standard fee. If a participant qualifies for multiple fees, they will be charged the lowest applicable amount.
Terms and Conditions: Activate the toggle "Add your terms and conditions?" to display your organisation's Terms and Conditions on the registration form.
Custom Fields: You can create custom fields to capture additional participant information during registration. For detailed instructions on configuring custom fields, please refer to our article "Custom Fields- Associations".
How a Club actions an Invite
Once a club receives the invite, club administrators will need to select the Competition main menu and then the Invitations tab.
A blue notification will appear next to the Invitations tab when an invite has been received and is pending action.
The Invitations page displays pending invites to be accepted or declined, as well as previously accepted invites. Use the Accept or Decline button to choose the appropriate action.
After responding to the invite, the club will return to the My Competitions tab.