Kit and gear

Who does this: an Owner or Admin. The Gear Shop and Team Kit switches under Settings → Organisation → Modules control whether members see these sections at all.

Two things live here:

Team kit is what the club issues: a kit template listing the items each player gets, linked to teams, with sizes collected in the app.
The gear shop is what members buy: a catalogue with a cart and orders.

Money, today

ClubEzy records orders but does not take payments. There is no card payment, no fee collection and no invoicing in the app or on the website. Members pay the club directly, usually by bank transfer; your Bank Details from Organisation Settings are printed on every order email so they know where to send it. You mark orders paid by hand.

The same applies to membership fees: ClubEzy does not collect them. The Paid tick on each member’s compliance checklist is how clubs track who has paid, whatever way the money arrived.

Steps

Build the catalogue

Go to Gear & Kits → Items & Kits and click Add Product for each item: images, price, stock and size variations.

Issue a team kit

Go to Gear & Kits → Kits, which opens the Gear Kits page, and stay on the Kit Builder tab.

Click New Kit, name it, add the items with quantities, mark which are required, and choose who gets it.
Link the kit to its teams.
Activate the kit once rosters are settled. Activation publishes the kit to its teams and asks them for sizes. Entitlement follows current team membership, so anyone in a linked team can submit, including players who join later.

Members open My Kit in the app, choose their sizes and submit.

Chase sizes and order from your supplier

The Fulfilment tab is where you work a kit through. Choose the kit and you get counts for eligible, submitted, ordered, collected and not yet sized, plus a Waiting on sizes panel naming the members who are entitled to the kit but have not submitted. They are left out of the supplier order.

For the aggregate your supplier wants, use Export CSV on the Order Summary tab: one line per product and size, with the number of members and the total quantity. Exporting changes nothing.

When you are ready to order, click Place supplier order on the Fulfilment tab. It downloads a per-member CSV and locks everyone on it out of further size changes, in one action, so there is no status you have to remember to set. Those members now read as Ordered, and the app tells them the order is finalised and to contact the club to make changes.

Hand the gear out

Kit arrives from suppliers on different dates, so open a member’s row on the Fulfilment tab and tick each item as you hand it over. The row reads as Collected once every item is ticked. Mark fulfilled on the row ticks them all at once, and Mark All Fulfilled does the whole kit.

Handle shop orders

Gear & Kits → Orders lists purchases as they move from pending to paid to ready for pickup to collected. Update each order as money arrives and gear goes out. Every order sends the member an email with the items and your bank details.

What’s coming

One thing on the ClubEzy roadmap changes this page. It has no date; until it ships, everything above stands.

Online payments. Paying for an order in the app at the time it is placed, with the club’s ledger updated automatically. Fees would follow the same path.

When it arrives the guides will say so; nothing you set up now needs redoing.

If something goes wrong

A player who joined mid-season cannot see the kit. Entitlement is read from current team membership, so check they are in a team the kit is linked to and that the kit is active. Once they are, they appear under Waiting on sizes.
A member says their sizes are locked. The supplier order has been placed; adjust it with the supplier and tell them.
Items & Kits is missing. Managing gear needs the Admin role.