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We have a small selection of User Guides in our Knowledge Base here: How-to articles .

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Please note: we cannot deal with requests by email and you cannot create a new Service Desk ticket by email; you must visit the Service Desk to do this.

More help on raising a ticket can be found here: Service Desk

Support Hours

You are welcome to raise a ticket at any time of the day or night, but please always be mindful of our Support Hours when awaiting a response.

During UK school term-time our Our Support Hours are:

• Mon & Wed- Fri: 09:30 00 – 1718:00Tue, Thu, Fri: 09:30 – 14:30

A limited service applies during school holidays.

Free Online Demo/Tutorial

We would dearly like to help you to get the We try to respond to tickets by the end of the next working day.

Please note: Telephone support can only be offered by prior appointment.

Free Online Demo/Tutorial

We would dearly like to help you to get the most out of the system and see its potential for your organisation. As the system is so flexible and our clients' needs so diverse, we find the best way to do this is to have a conversation with you about the challenges you are facing and then show you the ways in which we could help.

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As this is the new release, there is little up-to-date documentation as yet, please see our small selection of User Guides in our Knowledge Base and do not hesitate to contact us if you need any help.

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The instructions below cover the basic steps to set up your site. They do not cover everything in great detail. Once you have covered the steps below, please feel free to explore the other options, especially those in the Admin menu, which have not been covered here. Please pay particular attention to the Finance section, as various parts of the site cannot work correctly until Payment Methods, Plans and Schemes have been set up; this is a common cause of confusion for our new clients. We strongly encourage you to take advantage of our FREE Site Set-up Service and FREE Online Demo/Tutorial where we can cater to your needs.

To Do List

You will find a To Do list icon in the top-right of your menu bar (next to the shopping basket). This check list should help you keep track of what needs to be done to complete your site set-up.

Club Settings (Admin > Settings)

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Club Settings (Admin > Settings)

If you sign in and click on the Admin menu dropdown, then Settings, you will find most of the items you need to set-up are there. Start with the General Club Settings section:

1. General Club Settings (Admin > Settings > General Club Settings)

   1. All your basic club details. we may have completed some of this based on the information provided on your application. Please check for accuracy and complete the rest. You can change any of these settings at any time. Please refer to on-screen instructions and tooltips and if you have any queries and we will be happy to answer anything not covered there.

   2. If your club has pages for Facebook, Twitter, Instagram, Strava, Linkedin, or YouTube you can also add them here and the icons will appear in your site header. We use an email provider that requires all This guide will help you complete this: https://simmetrics.atlassian.net/wiki/spaces/CLUBSD/pages/2384035841/Connecting+Social+Medias

   3. We use an email provider that requires all ‘sending’ email addresses to be verified in order to maximise deliverability. Therefore, if you wish to send ‘From’ your own email address (recommended), you must first contact us to get it verified.

2. Set Up Sections & Branches (Admin > Settings > Set Up Sections & Branches)

   1. Sections: Optional. Enter any different sections, to which a member can belong. E.g. if you run a multi-sports club, you may have a different section for each sport. When creating membership categories, you will be able to assign them to sections. Membership categories that do not have a section assigned are known as ‘Core’ membership categories. More information is on the page. (We can change the wording ‘Section’ to anything of your choosing.)

   2. If your club has different geographical branches or venues to which a member may be affiliated, please specify here. This is optional and should be left un-set if it does not apply.

3. Site Styles & Colours (Admin > Settings > Site Styles & Colours)

   1. Main Site Colours: Click on the Primary Colour panel to change your Primary Colour, and the likewise with the Secondary Colour. This will automatically set up your main site colours. You can then scroll down the page to change the colours of specific items, if you wish.

   2. Banner Design:
      There are two spaces for logos in the header of your site. If you wish to include a logo, please click the link to upload it. If not, you may wish to upload some other appropriate images to the header of your site; these may include club contact details saved to an image file, a photograph, club sponsor's logo etc. Each logo image can have a URL assigned to make it a clickable link e.g. you may wish to link back to your club’s main website. For example, many clubs include a Strava logo in the header, linked to their club’s Strava page.Follow this guide to help you set up the colours on your site. Site Styles & Colours (Focus on the main colours and the banner design for initial setup)

4. Club Roles (Admin > Settings > Club Roles)
   Committee, Secretary, Treasurer etc.
   Set up as many roles as you like, a single member can hold several roles and overlapping roles are fine. These roles can be given basic security settings (giving access to certain areas of the site). To give more detailed security permissions, you will need to use the Entitlements Manager.

5. Entitlements Manager (Admin > Settings > Entitlements Manager)
   This is very powerful tool, giving specific permissions to very specific users, groups or roles. You will probably want to leave the default permissions, as set up in the Club Roles, and come back to this later if you find you have more specific needs.

6. Configure Modules (Admin > Settings > Configure Modules)
   This shows the optional modules which are either included free, or can be purchased as a licence add-on. Use this page to switch on or off (if not appropriate to your club).

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Elements can be added, removed, edited and reoganisedreorganised. You can add your own text and images and really put whatever you like on this page. This is included with the core annual licence, you do not need the CMS add-on module.

For more information on how to configure a CMS page, please see Introduction to the CMS .

The following elements will be shown on your Home page by default, and can be configured from separate pages on your site:

1. Configure Carousel (Admin > Page Customisation > Configure Carousel)
   Here you can add images to the carousel, which appears on the Home Page. You can also set up Caption and Description text, which will appear on the picture, and a link URL which will turn the image into a clickable link.
   For your great convenience, you can also set Active Dates for each image, or use the “Active” checkbox to switch the image on or off without deleting.
   What’s more, you can even set the image to display and hide for certain member lists, so e.g. you may show certain images only to junior members and certain images only to the public (those not signed in).).
   This guide will help you with the Image Carousel widget: Image Carousel
   Please make sure you own the copyright to any image displayed or have the appropriate permission or licence to display publicly.
   Important Legal Note: It is your responsibility to ensure you own the copyright or have the appropriate licence for any images you display on your site.

2. Manage Announcements (Admin > Page Customisation > Manage Announcements)
   This can also be accessed directly from the Announcements widget on the home page, just click the Manage button.
   

   

   
   Enter any announcements or news items to appear on the home page. The expiry date or duration of the announcements can be set. Users will also be able to mark announcements as ‘Read’ to remove them from their default newsfeed view.to remove them from their default newsfeed view.
   What’s more, you can even set the image to display and hide for certain member lists, so e.g. you may show certain images only to junior members and certain images only to the public (those not signed in).
   More help on News & Announcements can be found in this guide here: News & Announcements

3. Configure Home Page Links (Admin > Page Customisation > Configure Home Page Links)
   Home page links are the large link buttons which appear under the image carousel in the main home page.
   

   

   
   If you want to display links appropriate to the role of the logged-in user, you should use this page to configure them. (You can also configure “custom links” direct from the home page, but these will remain the same to all users.)
   The selection of links is configured according to the logged-in user’s roles. In this way, non-members, say, can have a different set of options from members. You should not select more than four or five options per role.

4. Select a role from the drop-down list, then click ‘Configure’. Add/edit/remove links for that role.

Users who have multiple roles will see the links associated with their highest security level first.

links appropriate to the role of the logged-in user, you should use this page to configure them. (You can also configure “custom links” direct from the home page, but these will remain the same to all users.)
This guide will help you set the home page links: Common Links Widget/ Home Page Links

Finance (Admin > Finance)

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1. Membership Categories (Subscriptions > Membership Categories)
   Your Membership Categories are listed here. Click ‘Add Category …’ to set up each one. Follow the detailed instructions on screen. Please note, you can list multiple rates for each category, this allows you to set price increases in advance, which will come into effect on the date you specify. Don’t forget to Save Changes when you are finished..
   These guides will help you create new Membership Categories: How to Create a New Membership Category How to Create a Group Membership Category

2. Membership Start Times (Subscriptions > Membership Start Times)
   These are the options you would give to someone registering on the site for the first time.

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1. Edit Event Types (Events > Edit Event Types)
   a. Any type of event you would like to add to the calendar e.g. social, competition, meeting, training etc. Each event added to the calendar will require an Event Type.
   b. You will need to have defined your Pricing Structure and Product Categories (for both instance and series events) in advance.
   Follow these guides to help you create your first Events: How to Create a Single Event How to Create an Event Series

Forms Settings (Forms menu)

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You will find these built-in forms in the list. There are no questions to start with, click Edit to modify settings and add questions.

Click “+ Add New …” to create a new Form.

Leagues and Teams (Teams menu)

If you have switched on the Leagues module, in Configure Modules page, you will have access to use the Leagues and Teams manager.

1. League Setup (Teams > League Setup)
   If your club competes in any sort of regular competition, you may wish to set this up for the team captains to record the results. Please follow instructions on-screen.

2. Browse Teams (Teams > Browse Teams)
   Now that you have set up your Teams, Seasons and Divisions in the League Setup page, you can map them together for each season.

3. Browse Seasons (Teams > Browse Seasons)
   Use this to Add new match fixtures, then select and notify a team.

Return here to record your score, after a match or fixture.

Edit to modify settings and add questions.

This guide will help you create new Forms: Forms

Leagues and Teams (Teams menu)

If you have switched on the Leagues module, in Configure Modules page, you will have access to use the Leagues and Teams manager.

Follow this guide to help you set up Leagues and Teams: Leagues/ Teams

Email Settings

1. Member List Manager (Email > Member List Manager)
   Set up groups using all kinds of dynamic criteria, such as age, membership category, gender etc. These groups can then be used for a multitude or purposes e.g. to send out emails, download membership lists or restrict invitations to an event.

   Note: Lists are described as ‘dynamic’ because they are self-updating e.g. a list of 'Current Members' will check membership expiry dates and whether people have renewed so, if you have an annual renewal period, you may find the list rather depleted on the first day of the season!
   This guide will help you create Member Lists, including examples of common ones: Member Lists

Privacy Policy

1. Privacy Policy (Information > Privacy Policy)
   You must set up your club's your Privacy Policy on myClubhouse; this is to tell your members and site users what information you collect and what you will do with it. There is a link to the Privacy Policy in the footer of every page. When signed in as an administrator, go to the Privacy Policy page, click on the yellow 'Edit' button and paste your club's policy in the HTML editor. If your club does not have a Privacy Policy, you muse write one, please find guidance from the ICO (Information Commissioner's Office) on their website www.ico.org.uk.

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1. myClubhouse has an optional CMS module which allows you to build your own web pages via our simple HTML editor. You may upload images and embed links to videos via Vimeo, YouTube etc. You can add as many pages as you like to your site and configure the menus as you please (see Admin > Menu > Configure Menu). Our ‘spaces’ system allows you to configure who has control over different areas of the site and tracks who has modified and published different pages. For best results, please try to stick to a responsive, bootstrap-based design.

2. More details available at Introduction to the CMS .

Feedback

We welcome feedback. myClubhouse is under constant development and improvement, so if you have an ideas or comments (good or bad), we would love to hear them through the Service Desk. If you think of a new feature or simple modification that would be really useful to you, you can request it and we will consider all suggestions. It may be possible for some small modifications to be made in a matter of days, and ideas for new features will be put into the pipeline for approval. Although we strive to fulfil as many requests as possible, please be aware that myClubhouse is an off-the-shelf product (not bespoke) and we must consider all our clients’ diverse needs before agreeing to, or prioritising any changes.

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