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myClubhouse Home Page (Admin > Home Page)

  1. 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. 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
    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.

  3. Customise Home Page
    There are three additional sections of the home page which you can customise entirely using our simple HTML editor. Some clubs use these to add an introduction, social media feeds e.g. Strava, Facebook, Twitter etc. or to embed videos via Vimeo or YouTube. Remember, your site is responsive (resizes or optimised according to screen size) so you should bear this in mind when adding custom content. We use bootstrap style sheets based on the twelve column grid system, so you can include any bootstrap styles, see https://getbootstrap.com/ for tips.

  4. Configure Home Page Links
    Home page links are the large menu link which appear under the image carousel in the main home page. 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.

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

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

Finance (Admin > Finance)

  1. Configure Sales Tax Rates
    If your club is registered for sales tax, or equivalent, in your country then you will need to select ‘Yes’ to Enable Sales Tax. If this does not apply to your club, you can leave this page with sales tax not enabled.

  1. Enter the name for sales tax in your country e.g. “VAT” in the UK, and your registration number, if appropriate.

  2. Enter any Codes and rates that are relevant to your club. These codes will be associated with membership categories and products as appropriate. You will need to come back to this page to amend any rates if they get changed by the government.

  1. Manage Payment Methods, Plans and Schemes

    Payment Scheme = 1+ Payment Method(s) + 1+ Payment Plan(s)

    1. Payment Methods
      Set up or modify acceptable payment methods and any surcharges (e.g. to cover admin/PayPal fees). You will not have to accept all payment methods for all items (subscriptions, events etc.) as these can be configured individually.

    2. Manage Payment Plans
      Here you can set up multiple payment plans e.g. pay by instalments, take a deposit, grace period and surcharge. The default payment plan is to take a single payment with no deposit and a 14 day grace period. You can change this and add others. Payment plans can be associated with different items (subscriptions, events, etc.).

    3. Manage Payment Schemes
      Payment schemes bring together the payment methods (e.g. cash, cheque etc.) and payment plans (e.g. instalments, deposits etc.) and allow them to be connected with products and services that a member can purchase. Please see on-screen instructions to set up.

Subscription Settings (Subscriptions menu)

  1. 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.

  2. Membership Start Times
    These are the options you would give to someone registering on the site.

Event Settings (Events menu)

  1. 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.

Forms Settings (Forms menu)

  1. Forms Manager
    Here you should set up forms/questionnaires. In particular, we have three built-in questionnaires:

  • Membership Registration Questionnaire - supplementary questions you wish to ask people when they register for membership.

  • The Parental Consent Form - for junior members' parents to complete upon registration.

  • Reasons For Leaving Questionnaire - you may also wish to modify this form which can provide useful feedback when people leave your club.

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

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
    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
    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
    Use this to Add new match fixtures, then select and notify a team.

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

Email Settings

  1. 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!

Privacy Policy

  1. 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.

Membership Data

  1. Once you have imported your membership data, you should check the details of each member for accuracy or ask all club members to check their own details.

    To correct any details for a member, use the Member Directory (under the Information menu) to find the member you require and click the ‘Admin’ button next to their name, then ‘Edit’.

    Check if your imported data has created a current, paid subscription for each current member. If not, use the Subscription Manager to mark all subscriptions for current members as Paid. You need to do this, so that the system will know that they are club members and will grant them access to the member features.

  2. If you have not opted for data migration, all club members will have to be added manually. myClubhouse works on the basis that all club members are included in the database with up-to-date subscription details.

    Use 'Register for Membership' under the Subscriptions menu to add each member to the database.

    Once you have added your members, you can apply roles to those members in a position of responsibility. Go back to Step 5, above, to learn how to add members to roles.

    Publicising Your New Site

  3. All set? Then please go to Admin > Launch > New Site Launching Tools. Here are a number of tools for notifying your members about the new site.

CMS – Content Management System/Web Page Builder

  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.

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.

For all feedback, please head over to our Service Desk at https://simmetrics.atlassian.net/servicedesk. You can raise a ticket at any time of the day or night, but please always be mindful of our Support Hours when awaiting a response.

I hope that is enough to be getting on with. Please use the Service Desk or telephone if you have any burning questions. I look forward to working with you soon.

Kind regards,

Joanne

Joanne Shovelton

Managing Director

Simmetrics Ltd

020 3286 8672

Mon & Wed: 09.30 - 17.30 
Tue, Thu & Fri: 09.30 - 14.30

Please make sure you are aware of our Terms and Conditions.

Raise a ticket at myClubhouse Service Desk for all questions, technical support, suggestions and bug reports.

  • Special Offer Terms and Conditions

For new clients with up to 2000 members only. Choose any ONE add-on module when you purchase a Core annual licence for myClubhouse before the end of your 30-day free trial period. Offer includes the following add-on modules: CMS Web Page Builder, Club Shop, Token Payments System, Membership Subsets or Horses Module. Your chosen add-on will be free for the first 12 months of your myClubhouse Core annual licence and will be subject to normal charges if renewed thereafter. Offer is valid in conjunction with our 6-month 100% money-back guarantee. Offer expires on the final working day of your original 30-day free trial, and payment for Core annual licence of myClubhouse must have been received by 17:00 GMT on that date; late payments will not qualify.

Simmetrics Ltd, 13 Southway, Carshalton Beeches, Surrey, SM5 4HP, UK. Telephone 020 3286 8672The Home page is fully customisable, like a CMS page. Just go to the Home page and sign in. Then scroll to the bottom and click the yellow “Edit” button.

...

Elements can be added, removed, edited and reoganised. 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).
    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.

    Image Added


    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.

  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.

    Image Added


    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.

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

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

Finance (Admin > Finance)

  1. Configure Sales Tax Rates (Admin > Finance > Tax Rates)
    If your club is registered for sales tax, or equivalent, in your country then you will need to select ‘Yes’ to Enable Sales Tax. If this does not apply to your club, you can leave this page with sales tax not enabled.

    1. Enter the name for sales tax in your country e.g. “VAT” in the UK, and your registration number, if appropriate.

    2. Enter any Codes and rates that are relevant to your club. These codes will be associated with membership categories and products as appropriate. You will need to come back to this page to amend any rates if they get changed by the government.

  2. Manage Payment Methods, Plans and Schemes (Admin > Finance > Payment Methods, Plans and Schemes)

Info

A Payment Scheme = 1+ Payment Method(s) + 1+ Payment Plan(s)

  • Payment Methods
    Set up or modify acceptable payment methods and any surcharges (e.g. to cover admin/PayPal fees). You will not have to accept all payment methods for all items (subscriptions, events etc.) as these can be configured individually.
    Follow these links for our help guides to setting up GoCardless, Stripe and PayPal.

  • Manage Payment Plans
    Here you can set up multiple payment plans e.g. pay by instalments, take a deposit, grace period and surcharge. The default payment plan is to take a single payment with no deposit and a 14-day grace period. You can change this and add others. Payment plans can be associated with different items (subscriptions, events, etc.).

  • Manage Payment Schemes
    Payment schemes bring together the payment methods (e.g. cash, cheque etc.) and payment plans (e.g. instalments, deposits etc.) and allow them to be connected with products and services that a member can purchase. Please see on-screen instructions to set up.

Subscription Settings (Subscriptions menu)

  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.

  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.

Event Settings (Events menu)

  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.

Forms Settings (Forms menu)

  1. Forms Manager (Forms > Forms Manager)
    Here you should set up forms/questionnaires. In particular, we have three built-in forms:

  • Membership Registration - supplementary questions you wish to ask people when they register for membership.

  • Parental Consent Form - for the parent/guardian to complete upon registration of a minor.

  • Reasons For Leaving - you may also wish to modify this form which can provide useful feedback when people leave your club.

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.

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!

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.

Membership Data

  1. Once you have imported your membership data, you should check the details of each member for accuracy or ask all club members to check their own details.

    To correct any details for a member, use the Member Directory (Information > Member Directory) to find the member you require and click the ‘Admin’ button next to their name, then ‘Edit’.

    Check if your imported data has created a current, paid subscription for each current member. If not, use the Subscription Manager to mark all subscriptions for current members as Paid. You need to do this, so that the system will know that they are club members and will grant them access to the member features. If there are too many to do, ask us for help using the Service Desk.

  2. If you have not opted for data migration, all club members will have to be added manually. myClubhouse works on the basis that all club members are included in the database with up-to-date subscription details.

    Use 'Register for Membership' under the Subscriptions menu to add each member to the database.

    Once you have added your members, you can apply roles to those members in a position of responsibility. Go back to Step 5, above, to learn how to add members to roles.

Publicising Your New Site

  1. All set? Then please go to Admin > Launch > New Site Launching Tools. Here are a number of tools for notifying your members about the new site.

  2. More details available at How to Launch to Your Members .

CMS – Content Management System/Web Page Builder

  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.

For all feedback, please head over to our Service Desk at https://simmetrics.atlassian.net/servicedesk. You can raise a ticket at any time of the day or night, but please always be mindful of our Support Hours when awaiting a response.

Please make sure you are aware of our Terms and Conditions.

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