1. Welcome & your role

As an admin you have full control of your club. Everything below lives in one console.

Admins (club directors, board members, and treasurers) manage teams, players, registrations, invoices, payments, financials, communication, documents, and settings for the entire club. Coaches and parents each get a focused view of their own world. Clubside keeps every club's data isolated, with role-based access and an audit trail.

A user is always the role coach. Head coach money powers are granted per team, so the same person can be a head coach on one team and view only on another.

2. Get set up in one day

Your club lives at its own web address, ready the moment you sign up.

Your public home is yourclub.clubside.io. Families register there, and you manage everything from the same place. Work through these five steps to go live.

1. Create a team Add your first team or division (age or level). You can add the rest in minutes and roll them into future seasons later.
2. Review your registration form Open Settings › Registration Form. Your sport ships with sensible defaults. Turn fields on or off, mark them required or optional, and choose how players route to teams under Team Routing: by age (a cutoff date matched to each team's age range) or by graduation year (the grad year entered at registration matched to each team's year).
3. Connect payments In Settings › Payments, connect your club's Stripe account. Funds flow straight to you, and you can collect fees at registration once this is done.
4. Invite coaches and staff From Users, invite coaches by email and assign them to teams with a role (head, assistant, or trainer).
5. Share your registration link Send families your club address, or a per-team share-a-link. No account is needed until a parent signs up.

3. Your dashboard at a glance

The admin console is organized into these areas. Here is what each one is for.

4. Registrations & approvals

Registration is two-stage: a family registers, you review, then payment completes.

Your registration form is dynamic and configured per club (player info, guardian info, medical, emergency contacts, document uploads, and a consent or waiver). Automatic team routing places each player on the right team without the parent picking one; your club chooses whether that runs on age (a cutoff date) or graduation year in Settings. Families get a branded confirmation email on submit.

Reviewing the pending queue

New submissions land in Registrations as pending. You and the team's coaches can approve or reject with a reason. Approving adds the player to the roster, and the family receives a decision email (with an invoice attached when one applies).

Two commitment models

5. Rosters & the claim flow

New in Clubside: import a roster once, and let families claim their own players without creating duplicates.

When you bulk-import a roster, each player row is created without a parent account attached. These are called unclaimed players. Clubside then connects real families to those rows for you, automatically where it can and manually where you prefer.

The Unclaimed view

Open Players › Unclaimed to see every unclaimed row. From here you can filter and search, and for any player you can:

• Link a parent account to the player manually, right from the Unclaimed row.

What the parent sees

When a parent registers a player whose name and date of birth match an unclaimed row, they see a confirmation prompt: "We found your player, [First Last], [team]. Is this you?"

• Confirm: at approval, their account attaches to the existing roster row. No duplicate is created.
• Decline: a brand-new player is created, exactly as before.

6. Payments & money

Clubside routes money to you, keeps its own fee small, and gives you the tools to bill and track it all.

How money moves

Payments run through Stripe Connect direct charges. Funds flow straight into your club's own Stripe account. Clubside never holds your money. Your club is the merchant of record and pays Stripe's standard card fees (about 2.9% + 30¢ per transaction).

The Clubside platform fee

On top of Stripe's fee, Clubside takes a small platform fee that drops as your plan grows.

Who pays the fees (fee bearer)

This is a club setting. Your club can absorb the fees, or pass them to parents as a transparent "Processing fee" line at checkout so your club nets the full invoiced amount.

Payment routing

Choose org-wide (one club Stripe account) or per-team (each team connects its own account, with head coaches completing their team's setup). Either way, admins get oversight of each per-team account's status.

Payment items, invoices, and plans

• Payment items: reusable fee definitions (registration fee, uniform, tournament fee) that plug into registration and invoices.
• Invoices: create per player, per team, or in bulk. Parents can pay one or several at once, and partial payments are supported with automatic receipts.
• Payment plans: pay in full, or in installments (2-pay or 3-pay) that auto-charge on schedule.
• Reminders: automated upcoming-due and overdue notices (plan-gated), plus a manual nudge from you or a head coach.

Team financials

Financials shows each team's revenue, distributions out, and current balance, all derived from real payments. Fund distributions are recorded with history, over-distribution is blocked, and you can export to CSV.

7. Teams, coaches & seasons

Structure your club, staff your teams, and carry everything forward each year.

Teams and divisions

Organize by age or level. Each team carries its own roster, jersey numbers, and grad years, and every player has a profile with registration history, documents, medical info, and invoices.

Coaches and roles

Invite coaches by email from Users and assign them to teams. Roles set what each coach can do:

• Head coach full team management, including money powers (create payment items, send invoices, mark paid).
• Assistant / Trainer view only for their team.

Coaches only ever see the teams they are assigned to.

Seasons and rollover

When a new season starts, Settings › Seasons rolls your teams into the next season in one action, so you are not rebuilding from scratch.

8. Communication & documents

Reach families the right way, and collect the paperwork you need.

Announcements and bulk email

From Communications, send announcements or bulk email to the whole club, a single team, or a filtered set of recipients. Every message is tracked per recipient for delivery, and all transactional email is branded to your club.

Documents and compliance

Define the document types your club requires (birth certificate, insurance, medical release, photo). Families upload them during registration or later (stage-2 collection after an offer). A missing-docs view and review workflow lets you see who still owes what and approve each upload.

9. Settings tour

Everything club-wide lives under Settings. Here is what each tab does.

Season rollover lives on its own page under Settings (see section 7), not as a tab in this list.

Securing your admin account

Two-factor authentication adds a second check to your own admin sign-in. It takes about a minute to set up.

1. Open the Security tab. Go to Settings › Security and choose Enable two-factor authentication.
2. Scan the QR code with an authenticator app (Google Authenticator, 1Password, Authy), or copy the setup code into the app instead.
3. Enter the 6-digit code to confirm. From then on, sign-in asks for a code from your app after your password. Turning it off later requires confirmation.

Two-factor authentication protects only your own admin sign-in. Each admin enables it for themselves.

10. Plans & billing

Start free and grow. Your plan sets your limits and your platform fee.

Track how close you are to your limits with the usage meters in Settings › Billing & Plan, and upgrade yourself whenever you are ready. Higher plans unlock more capacity and a lower platform fee.

11. Getting help

You are never on your own. Here is where to go next.

Email support@clubside.io with any question about setup, payments, or day-to-day management. To try a feature risk-free first, explore it on the demo at demo.clubside.io.

That is the whole club in one place. Welcome to Clubside, and thank you for running it here.