Getting Started

ClubSort helps clubs organise teams and players, schedule events, collect Attendance, create Plans, track Game events and complete player Reviews. What you can see depends on your active Profile, your role, your team access and your club's Package.

Quick start links:

• Create a club and choose a Package if you are starting a new club.
• Accept an invitation and set your password if someone has invited you.
• Switch your active Profile if your User account has more than one Profile.
• Set up a new Club in 10 steps for the recommended setup order.
• Create and select a Season before setting up seasonal records.
• Set up your first Team when your Season and Age categories are ready.

Who can do this?

Anyone wanting to create a new club or simply register as an individual coach.

Before you start

You need a valid email address, know what Package you need and know whay type of sport you play. Payment must be completed before ClubSort can finish setting up your access.

How to do it

1. Open the ClubSort registration page.
2. On Contact, enter your first name, last name and email address.
3. On Package, choose the Package that suits your Club.
4. On Club Type, choose the relevant Club Type.
5. On Club Details, enter the Club Name (individual Packages set this name automatically).
6. Select Proceed to Payment.
7. Complete the payment steps in our partner payment gateway Stripe.
8. When you receive your email invitation, follow Accept an invitation and set your password.

Who can do this?

Any invited User account.

Before you start

You need the invitation email and access to the email address it was sent to.

How to do it

1. Open the invitation email.
2. Select the invitation link.
3. Follow the prompts to set your password.
4. Sign in with the invited email address and your new password.
5. If you have more than one Profile, use Switch your active Profile before starting work.
6. You can enter ClubSort using your User account. Your active Profile determines the Club, role and records you work with.

A User account is your login. A Profile is the person and role you are acting as inside a Club. One User account can have access to more than one Profile. The active Profile controls what you can see and do.

ClubSort uses these Club roles:

• Custodian: Club owner-level access and broad Club management.
• Director: Club-wide management and approval responsibilities, inclding setting assessment criteria.
• Manager: Team operations, managing players and Events.
• Coach: Plans, team activities, Reviews and Game Tracker.
• Player: View teams and Events, respond to Attendance and view released Reviews.

A Profile can have a different role in another Club. Always check the active Profile before changing records.

Related

• Switch your active Profile
• Understand roles and permissions
• Understand team and Club visibility

Who can do this?

Users with access to more than one Profile.

Before you start

The other Profile must already be linked to your User account.

How to do it

1. Open the User menu.
2. Find the Profile switcher.
3. Select the Profile you want to use.
4. Wait for ClubSort to return you to Home.
5. Check the dashboard and team list before starting work.
6. Your dashboard, teams, Events, Plans, Reviews and available actions update to match the selected Profile.

Who should follow this?

Custodians setting up a new Club, with Directors helping where they have Club management access.

Before you start

Make sure your Club is writable, your Package is active and you are working from the correct Custodian Profile. The order below separates the items needed to create Teams from configuration that can wait until the Club is ready to operate.

Recommended order

1. Confirm your Club access. Check the active Profile, Package and Club details before creating records.
2. Review Club Settings. Confirm whether approval and phase workflows suit the Club. The defaults are suitable for many Clubs, so change them only when you understand the workflow they control.
3. Create or confirm the Season. Give it a useful name, such as `2027`, and add dates when known. Select the Season from the Season selector after saving it. See Create a Season and Select a Season.
4. Create the Age categories. New Clubs should create the categories needed for their competition structure. An Age is required when creating a Team.
5. Create Teams. This is usually the first operational priority. Teams use the selected Season and must have an Age category, but they can be created before staff or Players are added. See Set up your first Team.
6. Add staff and Players. Assign an operational staff member, then add Players and guardians as needed. See Add your first Players.
7. Configure Spaces if you use them. Create the Space Types first, then Venues, Spaces, Training Areas and schedules. This can be deferred if the Club does not use the Spaces or Training Planner features. See Spaces, Schedules and the Training Planner.
8. Review Phases and Themes. Keep the supplied values or tailor them to the Club's coaching language before building Plans. See Session Plans.
9. Add Tasks if needed. Create custom Tasks only when the Club needs its own event task categories; they are not required for Team setup.
10. Set up Review Periods if you use Reviews. Select the target Season first, then create the periods and publish them when ready. Review Periods are seasonal and can be configured after Teams are in place. See Organise Review Periods by Season.

What is required before creating a Team?

You need an active Package, a writable Club, a selected Season and at least one Age category. Space Types, Spaces, Phases, Themes, Tasks and Review Periods are optional or workflow-specific and do not need to delay the first Teams.

Why are Spaces and Review Periods later?

Space Types are only needed when the Club uses physical-space planning, and they should be created before the Spaces that use them. Review Periods belong to a selected Season and are only needed for the Club's Review process. Neither should block a Club from creating its initial Teams.

Who can do this?

Custodians, Directors and Coaches.

Before you start

Your Club must have an active Package, an available Age category and an Active Season selected in the Season selector. Coaches and Managers may be limited by the Package's per-Coach Team allocation limit.

How to do it

1. Open Teams.
2. Select an Active Season from the Season selector. See Select a Season.
3. Select Create Team.
4. Enter the Team name.
5. Select the Team's Age.
6. Add additional Team owners if the fields are available to you.
7. Save the Team.
8. Open the Team Hub and continue with Add a Player to a Team.
9. The Team appears in your accessible Team list. Its Players, Events, Attendance and Plans can be managed from the Team and related workflows.

Open your Team Hub and use the Players area to Add a Player to a Team. For a child Player, use Add a child Player and guardian account. You can also Borrow a Player from another Team when an existing Club Player is joining temporarily.

Related

• Create an Event
• Create a session Plan
• Understand subscription limits