User Guide

1 Logging in

There's no password. Only people who have been added as Club Staff users can log in, and they do it with their email and a one-time code.

1. Enter the email address you were added with, and choose Send login code.
2. A 6-digit code is emailed to you — or texted, if you chose Mobile (SMS) under "Send the code by". It works for 10 minutes.
3. Enter the code and choose Log in.

A texted code goes to the mobile on your staff record or the one set for you on the Users page (filled in from All-roles contacts when that has a mobile for your email), or else the mobile on your PlayHQ account. With neither on file it's emailed instead — ask someone who manages users to add your mobile.

You stay logged in while you're using Club Staff, and are logged out after 30 days without any activity — or after 24 hours if you can manage users, since that account can see and change everyone's details. Use Log out at the top right when you're finished on a shared computer.

2 Finding your way around

The top bar has:

• Dashboard — a card for each report with its key numbers, and a Data table showing how many rows each list has and when (and from which file, by whom) it was last imported.
• Staff — the club's own record of the people who run it, and what each of them does this season.
• Availability — what referees and supervisors can do, round by round (Club Admins and people who manage users).
• Admin — the pages that set the app up rather than run the club day to day: Users (only if you manage users), Import & lists (load new files, edit the hand-kept lists, see record links) and Settings (the season prefix and role tags). Select Admin to open it, and anywhere else to close it again.
• Activity — only if you manage users.
• Help — this guide.
• Your name and Log out.

Under it is a row of report tabs: Supervisors, Referees, Coaches, Team Managers, Age Group Coordinators, Committee, Dribblers, To chase, Players, All-roles contacts, All members and WhatsApp groups.

On a phone, the top bar links tuck behind the ☰ button, and the report tabs stay on one row that you swipe sideways.

The version number in brackets next to the Club Staff title (for example "Club Staff (V20260911.01)") is a link to Version info: what's changed recently, grouped into changes for everyone and changes for people who manage users, marked 🆕 new, ✨ improved and 🐞 fixed.

3 Keeping the data up to date

Every report is worked out fresh from the latest imports each time you open it — there's nothing to rebuild or refresh. Keep the reports current by importing new exports on Import & lists:

• PlayHQ participants — the participants export from PlayHQ (.csv). Everything starts from this. A volunteer's registration also gives their preferred email and mobile, and whether they give permission to use them. This is the one place the participants export is loaded — the Team Sheets app pulls it from here (see below) rather than being loaded with the same file.
• Volunteer registrations — the BlazersVolunteerRegistration form export (.xlsx or .csv): contact details for coaches, team managers, AGCs, supervisors, referees and committee members. Bank details in it are never imported.
• Supervisor training record — the SupervisorTrainingRecord form export.

Four more lists are kept by the club rather than exported from anywhere: WhatsApp groups (each group's tag, name and invite link), WhatsApp group members (who is in each group, and whether they're an admin), Admin contacts (club admins who belong in the contacts whatever roles they hold) and Name mapping (see Fixing records that don't match). These can be imported from a spreadsheet too, or edited a row at a time with View & edit.

To import, choose the file in that list's box and select Import. Columns are found by their header names, so an export can add, drop or reorder columns, or have title rows above the headers. Test beside each import reads the file and writes down what it would change without importing it — download that list, read it, then import for real. It's the same comparison either way, and it lists only what moved, so a row the file leaves alone isn't in it. Worth doing whenever a file might not be the whole list: a one-row file tests as “1 added, 21 removed”. Columns this reads in each box lists the headers it looks for.

A file is refused, and the list left as it was, when it's missing a column the list needs (the message names the missing columns), when it has headers but no rows, or when it's over 20 MB.

Mailchimp

The Mailchimp update box on Import & lists makes a file to bring Mailchimp up to date from the PlayHQ participants loaded here. In Mailchimp, export the audience — a zip of three files: subscribed, unsubscribed and cleaned — then choose all three files at once and select Make import file. New people are added with this season's tag and their role, and a parent gets Guardian or Guardian-Account and the player's name, the same tags the audience already uses. A parent's account row is named for the parent, with the child's name among its tags. The parent's name is taken from wherever the club has that email against a name: the Parent/Guardian details on any registration (a sibling's will do), then the emergency contact, then their own volunteer registration or the admin contacts list. People already in Mailchimp are in the file when they're missing any tag, or when the name Mailchimp holds isn't the one the club has, and every row carries the person's name, role and whole set of tags, so an import can never blank a name Mailchimp holds. Unsubscribed and cleaned addresses are always left out. Download the file and import it in Mailchimp, matching Tags to Tags and choosing to update existing contacts. The Mailchimp files are only read to make the file; nothing from them is kept.

Everyone who has completed a role is included too — supervisors, referees, coaches, team managers, Age Group Coordinators and committee members — on the email they gave for that role, tagged with every role they completed, and Player as well when they play. That matters for a volunteer who is still a junior: their PlayHQ registration sits on a parent's account, so the email they gave the club is the only way to reach them. They get their own row with their own tags — including their own name, the same tag the parent's row carries, so one search in Mailchimp finds both — and the parent's row stays as it was.

The WhatsApp group members list can be typed up by hand, or made straight from the WhatsApp app on a Mac that's in the groups — ask whoever looks after the Club app's data.

4 Using a report

Every report works the same way:

• The number cards at the top always count the whole report, whatever you've filtered.
• The WhatsApp column shows whether each person has joined the WhatsApp group for that report (see What the statuses mean). Filter it to Not joined, then copy the email addresses, to send the invite link to everyone still to join.
• Search looks through every column; press Enter or Apply. The dropdown filters (such as Match status, Contact details or Season) apply as soon as you pick one. Clear resets them all.
• Every report opens with Registration set to Active only, so cancelled PlayHQ registrations are left out — of the table, the email addresses and the CSV and vCard downloads. Rows with no PlayHQ registration at all, such as Not in PlayHQ and Training only, still show. Set Registration to All to see cancelled registrations too, or to one status to see just those. Clear puts it back to Active only.
• Showing N of M tells you how many rows your search and filters left.
• N email addresses for these rows opens every distinct email address for the rows shown, separated by semicolons. Choose Copy and paste it into the BCC line of an email.
• Hover any status badge to read the rule behind it — what decides Complete, what Not in PlayHQ means, and so on.
• Every column heading sorts the report by that column — click it again to turn the order round, and the arrow shows which way it runs. Rows with nothing in that column go to the bottom either way, so a half-empty column still reads for what it has. The sort holds while you change filters, and the CSV and vCards come out in the order you're looking at. The To chase report starts in name order; the rest start in the order the report builds them.
• Download CSV downloads just the rows shown, with the same columns. Download vCards downloads the same rows as a contacts file you can open to add them to Apple Contacts (or most contacts apps). Each card has the person's name, mobile and email addresses, their role tag — plus team tags for coaches, team managers and players — in Company, and their role or committee position as job title. A player's card holds their family: every family email address, and each parent's, account holder's and emergency contact's mobile, labelled with whose it is. Rows with no email or mobile are left out.

Wide tables scroll sideways, and their headings stay in view as you scroll down.

5 What the statuses mean

Status badges are coloured: green is done, amber needs a look, red is missing.

Match status

Matched

The PlayHQ registration and a volunteer registration found each other; the volunteer registration's contact details are used.

Contact in PlayHQ

No volunteer registration matches, but PlayHQ holds details all the same. First choice is the preferred email and mobile the PlayHQ registration itself gives, with permission to use them, marked "from PlayHQ registration". Failing that, the email and mobile on the PlayHQ account the registration sits under, marked "from PlayHQ account" — whoever holds that account. For a junior that is a parent's address, which is the only one PlayHQ has and the one the club would be writing to anyway. Because the club can always reach them there, someone registered in PlayHQ isn't left unfinished for want of a club form.

PlayHQ only

Registered in PlayHQ, but with no way to reach them at all: no volunteer registration matches, the PlayHQ registration gives no details, and there is no email or mobile on the account behind it either.

Not in PlayHQ

Contact details were submitted, but no PlayHQ registration matches them. Often a name typed differently on the form, or a different PlayHQ account email — if so, link them.

Training only

Supervisors only: signed in to training, but has neither a registration nor a contact form.

Referees' statuses

No referee registration

Told PlayHQ they're a qualified referee, but has no Referee volunteer registration.

Registered, no contact

Has the Referee registration, but the club has no way to reach them — not even an email on their PlayHQ account.

Fully matched

Registered as a referee, the registration is Active, and the club has contact details — their own, or their PlayHQ account's.

Inactive registration

Everything matches, but the Referee registration isn't Active.

Yes, and registered Yes, not registered Not in PlayHQ

The Says they're qualified column. Everyone on this report answered yes to PlayHQ's qualified-referee question — that's their own word, not something the club has checked — and this says whether they also took out a PlayHQ volunteer registration as Referee. "Not in PlayHQ" means the club has no PlayHQ record for them at all.

The other columns

Provided Missing

Contact details: whether there are any, from a volunteer registration or the PlayHQ registration itself.

Yes No

PlayHQ: whether there's a PlayHQ registration for this row.

Trained Not trained No contact

Supervisors' Training: No contact means there's no email yet to look them up in the training record.

Complete Incomplete

Complete means an Active PlayHQ registration with contact details — and, for supervisors, trained. Only people complete in at least one role appear in All-roles contacts.

Joined Not joined No group

WhatsApp: whether they're in the WhatsApp group whose tag is the report's role tag (such as S26-supe on Supervisors), going by the WhatsApp group members list and any WhatsApp name links. On Players it's the team's group, and it counts as joined when the player or a parent/guardian is in it; it's blank for a player without a team. No group means no group on the WhatsApp groups list has that tag.

6 What each report shows

How names are shown

Names follow PlayHQ's Preferred Name the same way the Team Sheets app does, so a person reads the same in both:

• A different first name, such as "Bob" for Robert, is used as their first name.
• "X or Y", such as "Ollie or Oliver", uses the first option.
• Their own first name with a different surname, such as "Billy Blogs" when PlayHQ has Billy Blogs-Baggy, changes the surname shown.
• A blank Preferred Name, or one that just repeats their first or last name, changes nothing.
• A volunteer registration or training sign-in typed with both names — "Randy Wee Tze Chua" for PlayHQ's Wee Tze Chua with Preferred Name Randy — still matches their registration, in either order, as long as every word does.
• A volunteer registration only matches a PlayHQ Volunteer registration of a type the form ticks — a Supervisor form doesn't match someone PlayHQ has only as a Referee, and stays Not in PlayHQ on Supervisors. The one exception is a Committee Member registration: any form matches it, so a committee member whose form ticks Supervisor shows as a registered supervisor, and their form gives its contact details on Committee whatever roles it ticks. The form has to be in their name (or, for AGCs, under their PlayHQ account), and a name two people share doesn't count. On Referees this only applies to someone PlayHQ has as a qualified referee. A PlayHQ Volunteer registration that lists several types, such as "Supervisor, Referee", counts as each of them.
• Coaches and Team Managers aren't volunteer types, so a form for any club role still gives its contact details to someone's Coach or Team Manager registration — a coach whose form only ticked Referee still has contact details on Coaches. It only shows as Not in PlayHQ on the reports for the roles it ticks, and they still need their own PlayHQ Coach or Team Manager registration. A form matched by name alone only counts when just one person in PlayHQ has that name, so it never goes to the wrong one of two people who share a name.

Names typed in all capitals or all lower case are tidied ("ALEX EXAMPLE" shows as Alex Example), while names with deliberate capitals, like McDonald, are kept as typed. Garbled characters and curly apostrophes are straightened out, and a name on the Name mapping list is corrected first. Contact forms and training sign-ins match a registration by its name as registered or as its Preferred Name gives it.

Supervisors

PlayHQ volunteer registrations as Supervisor, one row per person per season even when PlayHQ lists them twice, matched to their volunteer registration by season, last name and first name (as registered, or as their PlayHQ Preferred Name gives it — see How names are shown), then to the training record. Someone counts as Trained when their email appears anywhere in the training record. Without a volunteer registration, the contact details their PlayHQ registration gives are used, marked "from PlayHQ registration"; then the email they gave at training, marked "from training sign-in"; and last the PlayHQ account their registration sits under, marked "from PlayHQ account". A training sign-in is in their own hand and says whether they've been trained, so it is always preferred over an account email that may be a parent's. Training is a requirement in its own right: a supervisor the club can reach but hasn't trained is still incomplete. Message email is the address to write to — their PlayHQ account email and personal email together.

Referees

Everyone who answered yes to PlayHQ's qualified-referee question — the club takes their word for it and doesn't check accreditations, which is why the column reads Says they're qualified. For that to read "Yes, and registered" they also need a PlayHQ volunteer registration as Referee (on the same PlayHQ profile, or else matched by name and season). Their volunteer registration is matched by the PlayHQ account email typed on it, not by name — except when a family account holds registrations for several people, such as brothers and sisters, when each gets the one in their name, and a registration in someone else's name isn't lent to a family member who has none of their own; without one, the contact details their PlayHQ Referee registration gives are used, and failing that their PlayHQ account's, marked "from PlayHQ account". Someone with a Referee registration is ready to roster on those details alone — the club writes to them in PlayHQ — so Complete asks only that the registration is Active. Saying yes to the qualified-referee question isn't enough by itself: without the registration, contact details of their own are still needed. A Referee registration belongs to one person, so it makes one row even when two PlayHQ profiles claim it, which happens when someone has an old account and a new one; the row kept is the one on the profile holding the registration.

To chase

Everyone the club is still waiting on this season, gathered from every role register at once, so onboarding can be worked through as one list instead of six reports read in turn. One row per person per role — someone who coaches and manages a team is two jobs, and may need something different for each — and Ask them for names the one thing to ask them for now:

PlayHQ registration

PlayHQ has no Active registration for them in that role. This comes first because nothing substitutes for it: registering is what clears someone to work with the club's children. It covers anyone the club has allocated but PlayHQ hasn't caught up with, anyone whose registration was cancelled, and a referee who only answered yes to the qualified-referee question.

Contact details

Registered, but the club has no way to reach them at all — not even an email on the PlayHQ account behind the registration. Nothing else can be asked until this is in hand.

Training

A supervisor who is registered and reachable but hasn't been trained. Training is the supervisors' own requirement, and only worth chasing once the first two are settled.

Anyone finished in a role simply isn't listed for it. The usual filters narrow the list — by role, by what they need, and by whether the club allocated them — and Download CSV, Download vCards and the email addresses above the table all follow whatever is on screen, so a single group can be written to in one go.

Coaches and Team Managers

One row per person per season, listing every team they're registered with, matched to their volunteer registration by season, last name and first name (as registered, or as their Preferred Name gives it). A "(nickname)" after a coach's first name on the form is ignored. Without a volunteer registration, the contact details their latest PlayHQ registration gives are used, and failing that the PlayHQ account it sits under — so a coach registered in PlayHQ is complete whether or not they ever filled in a club form.

Age Group Coordinators

PlayHQ volunteer registrations as AGC, one row per person per season even when PlayHQ lists them twice, matched to volunteer registrations that include AGC by PlayHQ account email and season — not by name, unless one account holds registrations for several people, such as brothers and sisters — with the Girls and Boys age groups each coordinates. Without one, the contact details their PlayHQ registration gives are used, and failing that the PlayHQ account it sits under.

Committee

Everyone registered in PlayHQ as a volunteer with the role Committee Member, once per season, with their contact details — from a volunteer registration that includes Committee (matched by name), or else the ones their PlayHQ registration gives — and their PlayHQ account email. Position is kept in Club Staff rather than PlayHQ: choose Edit next to it, pick President, Vice President, Treasurer, Secretary or General Member (or Not set to clear it), and choose Save. The committee is listed in that order. A position stays with the person through new PlayHQ imports and into the next season until it's changed. If you give someone a position another member already holds (other than General Member), the message after saving names them so you can update theirs.

Availability

What referees and supervisors said they can do in a round. They send it from their own My details page: the next round is chosen for them, they can pick a later one, and the game times shown follow the kind of round — regular season, semi and prelim finals, or grand final. Only someone the club has finished onboarding for the season is asked (a trained supervisor, or a referee who is eligible), and sending it again replaces their earlier answer. Someone the club has down for only one of the two roles isn't asked which they are; anyone who does both has both ticked to start with. The Availability page lists a round's submissions: who they are, whether they're refereeing or supervising, and a tick at each time they can do, with the quietest time of the day called out. Only a Club Admin (or someone who manages users) sees it. The rounds come from the Team Sheets app, which imports EDJBA's season dates; Refresh rounds reads them again. Download CSV gives the round in the columns the club's old availability form exported — finals named the way that form named them ("Grand Final") — so it drops into the rostering spreadsheet. Close round stops people changing their answers while the roster is written, and Close the season does every round of it; both can be undone, and a closed round still shows each person what they sent. The times offered are set in Settings.

Staff row actions

The ⋮ menu at the end of a Staff row has Edit, and for the club president Log in as — see Club exactly as that staff member does, with a banner to return to your own account. It works even for someone who has never logged in; their account is made from the email the club holds for them, as their first login would. Everything done meanwhile is logged under the president's account.

My details

What a staff member sees of their own record: what the club has them down for this season, their teams and age groups, the email and mobile the club reaches them on (which they can correct), their bank details, and the WhatsApp groups to join — their roles' own groups, plus the age group groups of the teams they coach or manage and the age groups they coordinate. Playing in an age group doesn't count, so a supervisor who plays sees the Supe chat only. Each group they haven't joined has a Join link, the rest read Joined, and anyone who manages users sees every group. They see nothing about anybody else.

Dribblers

The club's Dribblers program, which PlayHQ doesn't register: everyone whose volunteer registration ticks Dribblers, plus anyone allocated Dribblers on the Staff page. Being registered in PlayHQ is what clears someone to work with the club's children, and that applies to this program like any other role — so although PlayHQ has no Dribblers registration to check against, someone counts as Volunteer in PlayHQ when PlayHQ has an Active volunteer registration of any type for them, whatever they took it out as. They're matched to it by the PlayHQ account email on their form, or by a name only one person in PlayHQ has. Someone counts as Complete once they are registered that way and the club has an email or mobile for them; without a registration they stay Not in PlayHQ and incomplete, however well the club knows them. Anyone allocated Dribblers on the Staff page but not found in PlayHQ reads Awaiting PlayHQ. They carry the S26-dribblers tag in All-roles contacts, so the program can have its own WhatsApp group like any other role.

Players

Every player registration with team, account holder, both parents/guardians and emergency contact. All family emails puts every address for the family in one cell, ready to paste into an email. Each address appears only once down that column: when brothers and sisters share a family, the first of them shown has the family's addresses and the others only show any that are new. This is worked out on the rows you've searched and filtered to, so a player found on their own always shows their whole family. The separate account, parent/guardian and emergency email columns always show every address. Filter by season, age group, registration or team — cancelled registrations are left out until you set Registration to All.

All-roles contacts

One row per person who is complete in at least one role (Supervisor, Referee, Coach, Team Manager or AGC) or has an Active Committee Member registration, plus everyone on the Admin contacts list. A committee member with no contact details of their own is listed with their PlayHQ account email. The Company column holds their tags: a role tag for each completed role (including the committee tag, such as S26-committee), a team tag for each team they're active on, for a completed coach or team manager a coach and team manager group tag for each age group they coach or manage (S26-ctmgroup-Boys-U10, the same for both roles, so searching Apple Contacts for it finds that age group's coaches and team managers but not its players — Already subscribed and Still needs show it in place of the age group's team tag), and a tag for each WhatsApp group they administer. Already subscribed and Still needs show which of those tags' WhatsApp groups they've joined, and which they haven't.

Download vCards gives a file you can open to add everyone to Apple Contacts (or most contacts apps), with the tags in the Company field so you can search by them.

All members

Everyone loaded from any import, whatever their role — for finding someone when you don't know which report they're on. There's one row per record, not per person, so someone who is a coach, filled in a volunteer registration and is in two WhatsApp groups has a row for each; Loaded from says which import it came from: PlayHQ, Volunteer registration, Supervisor training, WhatsApp group or Club admin. Role is the PlayHQ role (with the volunteer type, such as "Volunteer (Supervisor)"), the roles a volunteer registration ticked, or whether a WhatsApp member is an admin, with the group in Note. Search covers every column, including a player's parents and guardians, so searching a parent's name finds their children. A volunteer registration without permission to use its contact details doesn't show them, and one that wasn't submitted says so in Note. Filter by registration, where it was loaded from, role or season — cancelled PlayHQ registrations are left out until you set Registration to All.

7 WhatsApp groups

For each group on the WhatsApp groups list, this page shows everyone in All-roles contacts whose tags include that group's tag, who has joined (from the group members list), and who still needs to. A group opens automatically when someone still needs to join it.

• Copy link copies the group's invite link.
• Still to join lists each person with their email, mobile and tags. Their email addresses copies all of them at once, ready to send the link.
• Joined lists who is already in.

Two notices may appear at the top:

• Tags with no WhatsApp group — tags people carry that no group uses, so nobody is asked to join anything for them. Usually a tag spelt differently: for example, a team named "Balwyn U08 Boys 02" gives S26-Boys-U08, which doesn't match a group tagged S26-Boys-U8. Make the group's Tag on the WhatsApp groups list match exactly, writing age groups the way team names do (U08, not U8) — Club Staff shows every age group that way.
• Group members not matched to anyone — names in the group members list that aren't anyone in All-roles contacts. If one is someone listed under a different name, choose Link…. If one has left the group but is still listed, choose Remove to take them off the group members list in every group they're listed in — if WhatsApp itself still lists them, making the list from the WhatsApp app again brings them back. Others may simply not have completed a role yet. A member listed only by their mobile shows who it could be — the name any import gives that mobile, such as someone who hasn't finished signing up or a parent on a player's registration — so you know who to check before linking.

8 Fixing records that don't match

The matching rules can't pair everything — a nickname on a form, a second PlayHQ account email, a WhatsApp display name. Record links join two records by hand. There are four kinds:

Contact details

Link… in the Match status column of Supervisors, Referees, Coaches, Team Managers and AGCs — on a registration still missing contact details or with only the ones PlayHQ gives (marked "from PlayHQ registration" or "from PlayHQ account"), or on a row PlayHQ has no registration for. The two rows become one, with the contact details from the form.

Training

Link training… in Supervisors' Training column for a registered supervisor who isn't trained, or Link… on a Training only row — for someone who signed in to training under a different name or email.

WhatsApp name

Link WhatsApp name… in the ⋮ menu at the end of a row in All-roles contacts and beside people still to join on the WhatsApp groups page, or Link… beside an unmatched member. The groups that WhatsApp name has joined then count for the person.

Same person

Same person as… in the ⋮ menu at the end of a row in All-roles contacts, for one person listed twice under different names. Start from the row to keep: its name and email stay, the other row's tags join it (and its email or mobile fill any gaps), and groups joined under either name count.

The next page lists the records you could link to, likeliest first, marked email or mobile matches, same name or same surname. The top one is only pre-selected when it's a strong match, so check you've chosen the right record before saving.

A linked row shows a linked, merged or WhatsApp name linked badge with an Unlink button. Links keep working when you import new files, because they're matched on the records' names and emails.

Record links (linked from Import & lists) lists every link. A link shows Not applied when the records now match on their own, or an import changed or removed one of them — remove it, and link again if it's still needed.

The season every page shows

Every page and report has a Season picker, and they share one choice: pick a season anywhere and the rest follow, until you pick another. It lasts for as long as you're logged in — logging in again starts you on the club's current season, whatever you were looking at last time.

Choosing a season on a page never changes what the club's current season is. That's set on Settings, by a Club Admin, and it decides where everyone starts.

Name mapping

When a name is wrong somewhere the club can't edit — a PlayHQ typo, a misspelling on a form or at training — add a row to the Name mapping list: the name as recorded, the correct name, and the season. Leave Season blank for a correction that applies every season; a row for a particular season wins over one without. It corrects names on every report and in WhatsApp naming, whether the name came from PlayHQ, a contact form or a training sign-in, and it corrects a player a coach misspelt on the survey too. It's used wherever a name from outside is matched to someone the club knows: bank details taken from a Xero export or the bank details form, what Xero holds for a coach about to be paid, the name a bill is written under, the treasurer's payment spreadsheets, and whether the Staff page counts someone as registered in PlayHQ. Importing a file of corrections adds them to the list rather than replacing it, so a file of a few new ones is all you need; one already on the list is updated.

Garbled characters don't need a row: an apostrophe exported as "O‚ÄôGrady" or "O’Grady", or typed curly, shows as O'Grady and matches however it was typed. For records the name rules still can't pair, use a record link.

Staff

The Staff page is the club's own record of the people who run it — coaches, team managers, supervisors, referees, Age Group Coordinators and committee members. Each person is listed once, with the details PlayHQ holds for them (their account email, mobile and whether they hold the account) beside the details they gave the club on their volunteer registration, and the roles they hold this season.

The Roles column is a dropdown: open it to tick the roles someone holds for the season, and to set a committee position when Committee is ticked. Change as many people as you like, then Save roles. Only the people shown are saved, so filtering to the coaches and saving leaves everyone else's roles exactly as they were. Their age groups and everything else stay on their own page. Role in the filters takes as many as you like at once — tick Coach and Team Manager to see both — and ticking none shows everyone. The Users page filters the same way.

Choose the season beside Take staff from and select it to fill the page in from that season's reports. Everyone holding a role this season is added, complete or not, with the roles they hold and, for an Age Group Coordinator, their age groups. A committee position already set on the Committee report comes across with them. It is safe to choose again at any time: it only fills gaps and adds roles that are missing, and never changes details set here. Choosing a season that isn't the current one is how you pick up the people who ran last season and haven't registered for this one - they come in with last season's roles, and last season's PlayHQ email and mobile only fill blanks rather than replacing what this season's registration says. To have those people counted in the current season as well, follow it with Roll staff to next season from that season into this one; they then read Awaiting PlayHQ until they register.

Click a name to open that person's page. Tick the roles they do this season — one person can hold every role — choose a committee position when Committee is ticked, and, for an Age Group Coordinator, type their age groups as the club writes them: U12, U14, or AGM for every age group of that gender. Their name and the email and mobile the club reaches them on can be corrected here; PlayHQ's own details can only be changed in PlayHQ. Below the form, What PlayHQ has lists their registrations for the season. Untick Still with the club for someone who has left — they keep their history and won't be offered for the next season.

Two records for one person

A name spelt differently in the places staff are seeded from — PlayHQ's "Tiah O'Grady" against a form's "Tiah OGrady" — leaves the club with two records for one person, and splits everything that hangs off them: their roles, their coach pay, their survey, their bank details. The ⋮ menu's Same person as… puts them back together. Pick the other record and you're shown the two side by side, with a count of what hangs off each, before anything moves.

Everything moves onto the record you started from, and the other goes. Where the kept record has nothing — no bank details, no PlayHQ profile — the other one fills the gap; anything the kept record already has stays as it is, and a login pointed at the record being removed follows the person. Add a row on the Name mapping list as well, so the next import doesn't make a second record all over again.

The filters above the table narrow the list by name, email or mobile, by Season, by Role (or "No role this season" for someone on the books with nothing allocated) and by whether PlayHQ has them. Changing the Season filter shows that season's roles and age groups — useful after rolling over into a new season — and doesn't change the club's current season, which is set on Settings.

The PlayHQ column says whether PlayHQ has a registration for them this season. Verified means it has; Awaiting PlayHQ means they are on the club's books for a role but haven't registered yet. Unlike a report, nobody drops off this page when a season's export doesn't list them — the club keeps their record and their contact details.

Staff logging in

Everyone with a staff record can log in. They ask for a code with either email the club holds for them — the one on their PlayHQ account or the one they gave the club — and both reach the same account. A code can be texted to their mobile too.

They see one page, My details: what the club has them down for in the season they choose, the teams they coach or manage, their age groups if they coordinate any, and their own email and mobile, which they can correct. Everything else — the reports, the imports, other people's details — is closed to them.

A PlayHQ account is often a family's, with a junior volunteer registered under a parent. The email someone gave the club counts as theirs first, so the parent reaches their own page with it. Where nobody on a shared PlayHQ address has given the club an email of their own, the code goes to that mailbox and the app asks which of those people is logging in — whoever has the mailbox already sees all of those registrations in PlayHQ. Giving the club an email of their own on their details page skips that question next time.

What they save becomes the email and mobile the club reaches them on, and the address they can log in with. PlayHQ's own details can only be changed in PlayHQ. One address can only belong to one person, so an email another staff member already uses is refused.

Someone who manages users still adds admins on the Users page, and an Age Group Coordinator keeps their own age groups page as before.

Paying volunteers through Xero

Xero contacts (CSV) sits under the Staff filters, beside the count of who is shown, and downloads those people as a Xero contact import. The search and every filter decide who is in it, so Role: Coach gives the coaches and a search for a surname gives that family. It is Xero's own template, so it can be uploaded as it comes: each person's name, email, mobile, bank account name, and their BSB and account number together in the one field Xero holds an Australian account in. Columns the club has nothing for are left blank.

Everyone shown is in the file, bank details or not, so the Bank details filter is how you choose: Held for the people the club can pay, None for a list of who still needs to give their details. Where two people share a name, the second has their email put in brackets after it, because Xero matches a contact by name and refuses a file with the same name twice. Only people who manage users can download it.

The bank details form

When a volunteer fills in the club's BalwynBlazersBankAccountDetails form, its export goes into Bank details form on Import & lists. Choose which entries count — All entries, Complete only (the ones people finished) or Submitted only (the ones just in) — then choose the file and select Match.

Each entry is matched to a staff record by the email the person gave, then by their name, and only fills in details the club doesn't already hold: nothing already here is changed, and the file is read and thrown away. The results name every match and say why the rest did nothing — how many are people whose details the club already has, and which entries matched nobody at all, usually because the form has someone as Cassandra and the club has them as Cass. Only people who manage users can run it.

Taking bank details from Xero

The Staff page's Bank details filter (Held or None) finds who the club can pay and who still needs to give their details. If the club already holds bank details in Xero, Bank details from Xero on Import & lists matches them onto staff records: contacts are matched by the email they gave, then by name, and details already held are left alone. It's usually a one-off to seed what Xero holds, since the volunteer registration form collects them from then on. The file is read and thrown away.

Each Xero contact is matched by the email the person gave the club, then by the one on their PlayHQ account, and otherwise by their full name — and only when it fits exactly one staff member, so a name two people share is left for you to sort out rather than guessed at. Details already held here are never overwritten. Xero keeps a BSB and account number in one field, so the first six digits are read as the BSB; anything too short to hold both is left out and counted on the page afterwards, which also lists who was given details, how they matched, and who is still without. The results list every match with the Xero contact it came from and the name on the account, since a household shares one email address and the account is often in a parent's name; a match whose Xero contact is somebody else is marked Another name, to be read before the club pays it.

Bank details

A staff record holds an account name, BSB and account number, for reimbursing volunteers. They come across from the volunteer registration form, which asks for them, and can be corrected by the person on My details or by anyone who manages users on the person's Staff page. Nobody else sees them: the Staff list shows only the last three digits of the account number, and the activity log records that they changed, never the numbers themselves. They're what a Xero contact needs — account name, and BSB and account number together.

Starting a new season

The club's people mostly carry on from season to season, so a new season starts from the last one. On Staff, choose Roll staff to next season and pick the season to start from. For Into season, pick a season already held off the list, or leave it on A season not started yet… and write the new season's name exactly as PlayHQ will spell it. Nothing needs importing first. Rolling into a season already held is how you catch up the people who ran last season and haven't registered for this one - anyone already allocated there is skipped, so nothing they hold changes.

The page then lists everyone still with the club and the roles they'd keep. For an Age Group Coordinator it proposes the matching age group in the new season: EDJBA's summer brackets (U8, U10, U12…) line up with winter's (U9, U11, U13…), so the same children carry across and the old value is shown beside the new one. Someone coordinating a whole gender (AGM) carries on as that.

Untick anyone not coming back — they keep their record and their history — and change any age group that should be different. Nothing is saved until you choose Roll them over. Anyone who already has a role in the new season is left exactly as they are, so it is safe to run again: it only picks up whoever was missed.

Rolled-over roles read Awaiting PlayHQ until that season's participants export arrives and verifies them. To work in the new season, make it the Current season on Settings.

Who decides the roles

On Settings, each season takes its roles either from PlayHQ registrations, as the app always has, or from the roles allocated on the Staff page. Only the season shown in the reports is affected, and it can be switched back at any time.

With the Staff page deciding, every role report lists the people allocated to that role:

• Allocated with Registration: Active — the club has given them the role and PlayHQ has their registration for the season.
• Allocated with Registration: Missing and Not in PlayHQ — the club has given them the role but no PlayHQ registration has arrived. They're listed with the details the club already holds so they can still be contacted, and the contact email says where those came from: "from the club's staff record" when it's an address they gave the club at some point, or "from PlayHQ account" when the record holds nothing of their own and it's the account email from whenever they were last imported. Neither means they have filled anything in for this season — Contact details: Provided only ever means the club has a way to reach them.
• Not allocated — PlayHQ has them registered but nobody has given them the role here. They stay on the report so they can't be missed; open them from the Staff page to allocate them.

Both can be filtered, so "Allocated: Not allocated" finds everyone registered in PlayHQ that the club hasn't allocated yet, and "Registration: Missing" finds the allocations PlayHQ hasn't caught up with. The Staff page keeps its own Verified column for the same thing across every role at once. Take staff from the season first, so the allocations match what the reports show today — then switching over changes nothing until you edit someone.

Coach payments

The honorarium the club pays its coaches at the end of a season. Coach pay lists one line per coach per team — a coach of two teams is paid for both, and a team coached jointly pays each coach in full — with what they're owed, whether the survey is dealt with, whether the club can pay them, and whether it has. Only a Club Admin (or someone who manages users) sees it.

What a coach is owed

The amount comes from the coach's level and the season's rates, which are set in Settings. A level is the coaching accreditation the club has confirmed for them: the Competition Coach course makes them Competition, a VJBL course makes them VJBL Assistant or VJBL Head, and anyone else is Participation. (These two were called Club and Community until September 2026; a season already paid is still paid at what it was paid at.) A coach who has submitted an accreditation that hasn't been approved yet stays on the level they had — submitting isn't the same as being accredited. Where a coach had a trainee or an apprentice, the VJBL rate steps up. Import the accreditation form on Import & lists to keep this current; confirming someone's accreditation there puts their pay right everywhere it hasn't gone out yet.

Accreditations coaches send in

A coach can tell the club what they hold from their own My details page: which course they did, when they did it, when they were accredited, and a photo or PDF of the certificate. It stays theirs to correct until the club confirms it, and one that was denied can be put right and sent again.

Certificates the club already holds in a folder go in together: Attach certificates the club already holds reads each file's name - "Atrisa Golesorkhi - Competition Coach.pdf" - and files it against that coach and course. A coach who already has one for that course is left alone, one the club's form has already confirmed stays confirmed, and anything whose name doesn't read that way, or whose coach isn't on the club's books, is listed back to you untouched.

The club's side is the Accreditations page: each submission with its certificate, and Confirm, Deny or Re-open in the row's ⋮ menu, where you can also attach or replace that one's certificate. Only a confirmed accreditation changes what anyone is paid — a coach who has sent one in but hasn't been confirmed stays on the level they had, which is the point of confirming. Confirming one for a coach who has already been paid doesn't pay them again: the difference shows as a top up on the next payment run. Certificates are kept beside the database rather than in it, and are only ever opened through the app by the coach themselves or by someone who confirms them.

Supervisor training

Under Staff. A supervisor logs the day they trained from their own details page, typing back the code word given out at the session — that's how the club knows they were there. It arrives as Submitted, exactly as a sign-in on the club's own form does, and someone confirms attendance, approves an exemption, denies it, or resets it to Submitted.

Add a training record, at the top of the same page, is how the club records a session for someone who hasn't logged it themselves — working from the paper sign-in sheet, or for a supervisor who says they were there. Pick them from the list of the season's supervisors, which shows who is already trained, or choose Someone else… to type a name and email. The day defaults to today and can't be in the future, and the record is Confirmed unless you choose otherwise, since whoever added it could have confirmed it anyway. No code word is asked for: that's how the club checks a supervisor was there, and someone adding it on the club's behalf has already made that judgement. The same day can't be recorded twice for one person.

Anything but Denied counts as trained, so confirming is the club's check rather than a gate, and denying is the only way to take training back off someone. Set the season's code word in Settings; leave it empty and no word is asked for. The club's form export still imports on Import & lists, and it adds to the list rather than replacing it, so a sign-in logged in the app is never lost to an import.

Paying the Age Group Coordinators

AGC payments, under Coaches, works the same way as the coaches' honorarium and is simpler: no survey and no accreditation, only who looked after which age group. The club pays an amount for each age group someone coordinates and a smaller one for being the AGM — the coordinator of a whole gender — both set per season in Settings. Take the coordinators from the season makes a line for each allocation on the Age Group Coordinators report, and can be run again as they change without disturbing a line already paid. Someone looking after several age groups is paid for each, on one bill.

Paying works exactly as it does for coaches: Bank details for Xero first, import that, then Pay the ticked lines for the bill file. A run can be undone the same way, and the page says where Xero would send the money if it disagrees with what the club holds.

For a season the club paid before it used this app, import the treasurer's AGC workbook on Import & lists. Its first sheet is the roster and its Xero sheet says what went out, so the season comes in complete — who looked after what, and which lines were paid, when, and under what invoice number. It replaces that season's AGC lines and leaves every other season alone.

The survey

Who coordinates what is set on a staff member's own page: tick AGC and tick their age groups, which are the season's own brackets — summer on the even ages, winter on the odd ones — plus AGM for a whole gender. An age group another coordinator already has this season is greyed out with their name, and saving one anyway is refused: two coordinators on one age group would be paid twice. Rolling staff into a new season carries these across, translated into that season's brackets for you to check.

Coaches fill it in from their own My details page, on a page of its own — a team's coaches, not its team manager. The club already knows their teams and their players from PlayHQ, so all they give is the answers: what they were for the team, whether they're coaching again, how the season went, and then each player - where they mostly played, how they went on five counts from 1 to 5, their strengths, what to work on, and their attendance. A player counts as done once there's a position and five ratings against them; the writing is welcome and not required. It saves as they go and says how many players are left, since nobody writes about twelve children in one sitting. Send it to the club finishes it, and it can't be sent until every player has something against them; after that it's read-only. A survey they haven't sent stays on their page season after season until they do. What they say is on the Coach survey page, which Club Admins see in full and an Age Group Coordinator sees for the age groups they run.

Coaches of the younger age groups fill in the end-of-season survey before they're paid — U13 and below in winter, U14 and below in summer, since the same children are a year older in the summer competition. One response covers the team it names, so where two coaches share a team only one has to answer and the other reads Joint. An Age Group Coordinator is exempt without anyone marking them, because the app already knows who they are, and the Director of Coaching can be exempted on their row. A survey answered here counts only once every player has been written about and it has been sent; a response that came in on the club's own form counts as it always did. Importing that form's export brings the players with it — what each coach said about each of them is on the file's second sheet, and it comes in against the response it belongs to, so it reads here the same as one answered in the app. A response only counts for a team one of its own coaches gave: picking the wrong team on the form doesn't let that team off, and those responses are listed under Survey responses nobody is credited with so they can be sorted out. A name spelt differently on the form than in PlayHQ is fixed with a row on the Name mapping list.

Ready to pay

A coach is ready when the survey is dealt with, the club holds their bank details, and it has an email to send the remittance to — the same three the treasurer's spreadsheet checked, except that bank details now come from the staff records here rather than from a Xero export. The summary at the top says what's holding the rest up.

Paying them

Tick the coaches to pay — everyone ready is ticked to start with — and choose Pay the ticked coaches. A Xero bill file downloads and those lines are marked paid, since the money is in Xero's hands from then on. It is Xero's own bill import, so it uploads as it comes, and a coach of two teams gets one bill with a line for each.

Xero pays to the bank account on its own contact record, not to anything in the bill file — so a coach who has given the club new details is paid into the old account unless Xero is told. Before the bills, take Bank details for Xero: it writes a contacts file for the coaches you've ticked, with the details the club holds, made out to the contact names Xero already uses so it corrects those contacts rather than adding new ones. Import that into Xero first, then take the bill file. The page says up front where Xero would send the money if it disagrees with the club, has no account, or has no contact at all.

Copy Remittance Text copies the club's thank you to its coaches, with the season being paid already in it, for pasting into the remittance Xero sends.

A run made by mistake can be undone: filter Paid on to its date, tick the lines and choose Undo the ticked payments. Each goes back to exactly what it was before that run — a top up back to the payment that went out before it, not to nothing. The bills themselves are Xero's, so delete them there as well, or the next file clashes with them.

What went out is recorded against each line, and so is the level it went out at. A season is paid on what the club knew at the time, so a line that has been paid stays paid even if the coach is accredited higher afterwards — confirming an accreditation never reprices a season that's been paid. Where someone's level has risen since, the page says so and offers to top up the difference. That's the club's decision; once asked for, the next run bills it on its own "-Top Up" bill, because Xero won't take a second bill under the first number.

Every payment line is tied to a staff record — that's where the bank details, the accreditation and the survey come from. A line with nobody behind it can't be paid, and the page says how many there are; taking staff from that season on the Staff page links them.

Where the lines come from

Take the coaches from PlayHQ makes a payment line for every coach of every team in the season. Run it whenever a new coach registers: a line already there is left exactly as it is, paid or not. PlayHQ decides who coached what — the club's own spreadsheet doesn't.

If a season goes in wrongly, Clear unpaid lines starts it again while keeping what has already gone out, and Clear the whole season removes the lot — which is what to reach for if a sheet was loaded against the wrong season.

A season worked through elsewhere

For a season already part-paid in the treasurer's own workbook, take the coaches from PlayHQ first, then save the workbook's Coaches Payment tab and load it under Coach payment sheet on Import & lists. It doesn't create anyone: it fills in what has already been done — who was paid, how much, at what level, and who was exempt from the survey.

The sheet is checked against the season's own teams, so loading a winter sheet against summer is refused rather than half-applied. Rows that match nobody are listed with who PlayHQ has for that team, which is usually a name spelt differently — "Samuel Mclaughlin — PlayHQ has Sam Mclaughlin" — and a row on the Name mapping list settles it.

9 Settings and a new season

Each page picks its own season: the reports, the dashboard, WhatsApp groups and Mailchimp update all have a Season to choose. They start on the Current season set here, which the list marks "(current)", and choosing another changes only the page you're on — what anyone else sees is untouched, and the download and Back links carry your choice. So the setting here is the season everyone opens on, not the only one anyone can look at: last season stays a click away.

Tags are built from the season prefix and the role tags. With the prefix S26, a coach gets S26-coach and anyone on "Balwyn U16 Boys 02" gets S26-Boys-U16 (the team name's second word is the age group, the third the gender). The role tags are set for Referee, Coach, Supervisor, Team Manager, AGC and Committee. None of them can contain a space.

A season's prefix comes from its name: "Summer 2026/27" gives S26 and "Winter 2026" gives W26, so a new season needs nothing set up. Settings shows the prefix for the season chosen at the top of the page, with the role tags previewed against it; typing something else belongs to that season alone, and putting the name's own prefix back makes it automatic again. The WhatsApp groups list holds each season's groups under its own tags, so both seasons' groups can sit there together.

What the club pays its coaches and Age Group Coordinators is each season's own, and a new season starts on what the last one paid until you change it — so a rise is typed once, and a season already paid is never rewritten.

For a new season:

1. Change the season prefix on Settings and save.
2. Update the Tag of each group on the WhatsApp groups list to the new prefix (or import a new list), and replace the group members list.
3. Import the new season's PlayHQ participants and form exports.

Group tags are matched ignoring upper and lower case, but otherwise must match exactly.

Age Group Coordinator logins

An Age Group Coordinator can have their own login that shows just the coaches and team managers for their age groups — ready to add to their contacts or to set up the age group's WhatsApp group.

Giving an AGC a login

People who manage users see Give login access… beside each Age Group Coordinator on the Age Group Coordinators report who is Complete, has age groups on their volunteer registration, and has an email. It opens a page showing the email they'll log in with (their volunteer registration's, or else their PlayHQ account's) and their age groups; choose Give login access. The link then reads Has login access…, which is where to remove it again. They also appear on the Users page, marked Age Group Coordinator.

What an AGC sees

They log in the usual way, with a code emailed to that address, and land on My age groups — the only page they can open, apart from this guide. For each age group they coordinate, it lists the coaches and team managers with complete contact details (an Active PlayHQ registration with contact details) on that age group's teams, with role, team, email and mobile, and the age group's WhatsApp invite link when it's on the WhatsApp groups list.

• Download CSV and Download vCards at the top cover every age group; the CSV and vCards buttons beside an age group cover just that one. Each vCard has the age group's tag, the role tag and the age group's coach and team manager group tag in Company.
• Each age group shows that coach and team manager group tag, such as S26-ctmgroup-Girls-U12, with a Copy tag button. Import the vCards, then search your contacts for the tag to find exactly these people when adding them to the WhatsApp group - it leaves out the age group's players, who carry S26-Girls-U12 instead.
• Their email addresses under each age group copies them all, ready to paste into BCC.

Their age groups come from the Girls and Boys age groups on their AGC volunteer registration, such as "U12, U14" — "AGM" there means every age group of that gender with a team in PlayHQ, including ones where nobody has complete contact details yet, so gaps show. A team's age group comes from its name, so "Balwyn U14 Girls 02" is U14 Girls. Both follow each new import; an AGC who stops being Complete sees no age groups until they are again.

Users and activity

These pages only appear for people who manage users.

Users is the list of who can log in. Add someone by email (with an optional name) and they can log in straight away; tick Can manage users to give them these pages too. The ⋮ menu at the end of each user's row has Edit, which changes a name or that setting, and Remove, which stops someone logging in. You can't remove yourself or turn off your own access, so the club is never left without anyone to manage users. The club's main admin addresses are set up with the app itself and always keep this access.

Activity lists up to 500 entries, newest first: logins and logouts, imports, list edits and deletions, record links, settings changes, downloads and user changes, with who did it and when. When the Team Sheets app pulls the participants or looks up coaches and team managers, that's recorded here too, with how many rows or people and how many matched. Narrow it with the search box, a date, and an event dropdown. The search box matches the person, the kind of event, or what happened.

View daily activity summary, also linked from the top, counts each day for the last 90 days: logins, how many different people logged in, imports and changes, and everything together.

"Log in as"

An Age Group Coordinator sees their own details first, like anyone else on the club's books, with My age groups beside them. They can also open the Coaches, Team Managers, Players, To chase and All-roles contacts reports, each cut down to the teams in their own age groups — searching, filtering, sorting and downloading all work within that. The club's other reports and its admin pages stay closed to them.

On the Users page, Log in as in each user's ⋮ menu lets you see Club Staff exactly as that person does — handy for checking what an Age Group Coordinator sees on My age groups, or why someone can't reach a page.

While you're logged in as someone, a banner across the top shows who you're viewing as, with Return to my account. You can do anything they can, and it's recorded in the activity log under your own account — as are starting and stopping.

Looking after contact details

Club Staff holds volunteers' and families' names, emails and mobile numbers. Please:

• Download only what you need, don't forward downloads beyond the people who need them, and delete CSV and vCard files once you're done.
• Paste copied email addresses into BCC, never To or CC, so families' addresses aren't shared with each other.
• Log out on shared computers.

Bank details are the most sensitive thing here: only the person themselves and people who manage users can see them, and the activity log never records the numbers. Pages are never saved in the browser's cache, and every import, edit and download is recorded in the activity log. So is each login, with how its code was sent — by SMS to which mobile, or by email to which address.

If something looks wrong

One person shows as both PlayHQ only and Not in PlayHQ

The name or PlayHQ account email on their details doesn't match the registration. Choose Link… to join them. For a supervisor or team manager whose name is wrong in PlayHQ, a Name mapping row fixes it at the source.

Someone is missing from All-roles contacts

They aren't complete in any role yet — check the Complete column on their role's report — and aren't on the Admin contacts list.

Someone has joined a WhatsApp group but still shows as needing to

Their name in the group members list is different to their contact name. Choose Link WhatsApp name…, or check the members list is up to date.

Nobody is listed for a WhatsApp group

Look for a Tags with no WhatsApp group notice — the group's tag probably doesn't match the tag people carry.

A record link says Not applied

The records match on their own now, or an import changed a name or email. Remove the link, and link again if needed.

An import was refused

The message names what's wrong — usually the file is in the wrong box. Columns this reads shows the headers each box expects.

Details wrong at the source — a spelling in PlayHQ, a mobile on a form — need fixing there; they'll flow through on the next import. For anything else, ask someone who manages users.