Glossary
Organisation. Your club on ClubEzy. It holds your settings, your seasons and your people. Created once by the club’s Owner.
Owner. The person who created the organisation. Can do everything, including archiving the organisation. There is one.
Admin. A season role for people who run the club: organisation settings, registration forms, importing members, announcements, sponsors, kit. Everything except archiving the organisation.
Manager. A season role for day-to-day running: seasons, teams, members, events, the registrations queue and reports. Cannot change organisation settings or form templates.
Season. A period the club runs, such as 2027 Season. Teams, members, events and registrations all belong to a season. History is kept season by season.
Active season. The season members see by default in the app. A switch on the season card. Not the same as the season you have selected in the admin portal.
Selected season. The season you are working in right now, shown as a chip at the top of the admin sidebar. Most admin tools are disabled until one is selected.
Registrations Open. A switch on the season card that lets the public registration link accept submissions.
Group. Any set of members inside a season. A group has a roster, a chat and a documents area. Teams are groups.
Team. A group that plays: it appears in the registration form’s team picker, in trials and in attendance. Create groups only for real teams; committees and coaching staff are handled with roles.
Roster. The members of a group, with their role on it.
Season role. What a person is across the whole season: Admin, Manager, Coach, Assistant Coach, Support, Player, Parent or Supporter. A person can hold more than one.
Group role. What a person is on one team: Admin, Manager, Coach, Support or Member. Set from the team’s roster. Group roles decide who runs that team’s chat, attendance and documents in the app.
Member. Someone who belongs to the season. Members are added by accepting an invitation, by accepting an offer after registering, by being added directly, or by being retained from a previous season.
Invitation. An email (also shown in the app) that adds someone to a season when they accept it. Valid for 30 days. Sent when you add a member, import a CSV, retain players, or make an offer on a registration.
Registration. A form submission from your public registration link. A registration is a request; it becomes a membership only when the club makes an offer and the applicant accepts, or the club adds them directly.
Registration form. A template you build once and attach to seasons. Every form starts with the profile section (name, date of birth, email, phone, address, emergency contact); your own questions follow.
Offer. The club’s yes to a registration, for a squad place or a train-on place on a team. The applicant accepts or declines it.
Train-on. A player who trains with a squad and is in its chat but is left off match selection.
Trial. A period in which applicants are assessed before the club decides. A team can have a trial window; the season has a Trials Open switch; the Trial Desk checks people in on the day.
Retain. Inviting last season’s players straight into next season’s teams without a new registration.
Rollover. Creating next season from this one: teams copied as empty shells, staff invited back, kits, sponsors and directory listings carried over.
Archive. Making a season or organisation read-only. Nothing is deleted; membership history is always kept.
Accreditation. A check or certificate the club requires, such as a Working With Children Check, submitted by the member with an expiry date and evidence and verified by the club.
Agreement. A policy members must accept before using the app, such as a code of conduct. Required agreements block the app until accepted.
Compliance checklist. Per member: the manual Paid tick, agreements accepted, accreditations held, kit status.
Announcement. Club-wide news for a season, shown on Home in the app, with comments and seen-by tracking.
Event type. A category for events (training, match, social, or your own) with a colour, set in Organisation Settings.
RSVP. A member’s answer to an event beforehand: Yes, No or Maybe.
Attendance. Who actually attended, marked by the coach at the event, with absence reasons.
Kit. What the club issues to players: a kit template of items, linked to teams, with sizes collected in the app.
Gear. What members buy: the club’s catalogue, cart and orders in the app. Settled outside ClubEzy.
Module. A section of the member app the club can switch on or off in Organisation Settings: Gear Shop, Team Kit, Sponsors, Business Directory.
Guardian, parent. An adult linked to a child’s profile. Children under 16 have no login of their own; a parent acts for them. 16 and 17 year olds may have a login but stay linked to a parent.
Admin portal. admin.clubezy.com, the web console for running the club.
Member app. The ClubEzy app on iOS and Android, and member.clubezy.com in a browser. The same thing.