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Welcome to myClubhouse. Once your Your new myClubhouse site is ready and you should receive your login details in a separate by email.
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You will find your site at: https://wwwexampleclub.myclubhouse.co.uk/ExampleClub |
Where ExampleClub exampleclub is the subdirectory you chose to use when you completed the free trial form. In some cases we may have needed to change the subdirectory from your original choice.
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This is normally 30 days after your trial starts. To check, sign in to your myClubhouse site and check the red message on the home page. By default this is under the carousel.
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Help & Support
We have a small selection of User Guides in our our growing Knowledge Base (kb.myclub.house) here: How-to articles and some step-by-step video tutorials on our YouTube channel at https://www.youtube.com/@myclubhouseuk.
If you still need help, all issues should be raised via our Service Desk at https://simmetrics.atlassian.net/servicedeskhelp.myclub.house where you must create your own account (separate from your myClubhouse accounts) and raise a ticket to deal with:
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In addition, you can raise a ticket by clicking the medical bag icon at the top of your myClubhouse site. In all cases you can track the progress of your ticket on the service desk at https://simmetrics.atlassian.net/servicedeskhelp.myclub.house.
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.
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We try to respond to tickets by the end of the next working day.
Please note: Telephone/Video support can only be offered by prior appointment and will be chargable.
Free Online Demo/Tutorial
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Please contact us to help you with your site set-up, this is completely free of charge, even during your free trial. We will help you set up your Membership Categories, Forms and Custom Data Fields, Payment Methods etc. We can also import any existing data you may have and help you launch the site to your committee and members (if required). Please just put a request in on our Service Desk (help.myclub.house).
Data Import/Migration
You can perform your own data import by going to your myClubhouse site Admin > Launch > Import Data and following the instructions on screen. If you would like any assistance with this, please do not hesitate to ask.
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Family Groups (free)
Leagues & Teams (free)Club Shop
CMS - Content Management System/Web Page Builder
Entitlements on Membership Subsets
Tokens Rewards and PaymentsBuilder
Booking System
Club Shop
Competitions & Tournaments
Tokens Payments & Rewards
Blogs & Discussion Forums
Entitlements on Membership Subsets
Certifications
Site Analytics
Equestrian
Vehicles
Pricing details are available here, under Optional Add-on Modules.
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As this is the new release, there is little up-to-date documentation as yet, please see our selection of User Guides in our Knowledge Base and (kb.myclub.house) and do not hesitate to contact us if you need any help.
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General Club Settings (
Admin > Settings > General Club Settings)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.
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. This guide will help you complete this: Connecting Social Media
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.
Set Up Sections & Branches (
Admin > Settings > Set Up Sections & Branches)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.)
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.
Site Styles & Colours (
Admin > Settings > Site Styles & Colours)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)
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.Entitlements Manager (AdminThis guide will help you with Club Roles: Club Roles
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.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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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.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.
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 & AnnouncementsConfigure 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.)
This guide will help you set the home page links: Common Links Widget/ Home Page Links
Finance (Admin > Finance)
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.Enter the name for sales tax in your country e.g. “VAT” in the UK, and your registration number, if appropriate.
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.
Manage Payment Methods, Plans and Schemes (
Admin > Finance > Payment Methods, Plans and Schemes)
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A Payment Scheme = 1+ Payment Method(s) + 1+ Payment Plan(s) |
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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.
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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.).
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Payment Methods, Plans and Schemes)Follow this guide to set up Payment Methods, Plans, and Schemes: Payment Methods, Plans, and Schemes
Subscription Settings (Subscriptions menu)
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Follow this guide to help you set up Leagues and Teams: Leagues/ Teams
Email Settings
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
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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 (help.myclub.house).
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.
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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 (help.myclub.house). 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/servicedeskhelp.myclub.house. 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.
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