Set up your club profile
Who does this: an Owner or Admin, once, right after creating the organisation. Managers can see Organisation Settings but cannot change it.
Before you start
Section titled “Before you start”- Have the items from Before you start ready: logo, ABN, address, contact person, policy links, bank details.
- Select your organisation and season in the sidebar.
Open Settings → Organisation. The page is a row of tabs: Profile, Modules, Contact, Emails, Positions, Accreditations, Agreements, Event Types, Links & Policies, Bank Details and Danger Zone. Take them in whatever order suits you.
The first four each hold a form with its own save button, and nothing is kept until you press it: Save Changes on Profile and Modules, Save Contact, Save Emails. Positions, Event Types, Links & Policies and Bank Details have no save button, because each entry is saved as you add or remove it. Accreditations and Agreements save each item with its own Save, and Danger Zone is not a settings form at all: it archives the organisation, and asks you to type the club’s name to confirm.
Profile
Section titled “Profile”- Click Change Logo and choose a square image up to 5 MB. It appears in the app, on your registration page and on emails.
- Check the Organisation Name and add your ABN, a short Description and your Website.
- Choose your Timezone. Event times are shown to members in this zone.
- Under Address, type into Search address and pick your ground or clubhouse from the list. The street, suburb, state, postcode and country fill in.
- Leave Require Membership for Events on unless you run open sessions that non-members attend.
- Click Save Changes.
Contact
Section titled “Contact”Enter the Contact Name, Role / Title, Email and Phone for the person members should reach, then click Save Contact.
Emails
Section titled “Emails”Two pieces of wording are yours to set. Each sits in a box labelled Your message, holds up to 2,000 characters, and is plain text: leave a blank line between paragraphs.
- Accepted registration email. When you accept a registration, or an applicant accepts your offer, they receive an email that greets them, thanks them for registering with your club for the season, and closes with one sentence. Your message replaces that closing sentence. Use it for what happens next: training nights, fees, who to contact. The preview under the box shows the whole email as they will see it.
- Registration submit confirmation. Applicants see this in the Confirm Registration dialog just before their form is sent, and the preview under the box shows that dialog. Use it to set expectations, for example how long you take to respond, or that only shortlisted applicants will hear back. If you leave it empty they see ClubEzy’s standard “make sure all details are correct” prompt.
- Click Save Emails.
Everything else in these emails is fixed, so members always recognise a ClubEzy email. The full list of what a club can and cannot change is in Emails and notifications ClubEzy sends.
Positions
Section titled “Positions”Click Add Position for each playing position your sport uses, with a Position Name and short Abbrev. (for example Goalkeeper, GK). Positions appear on player profiles and can be asked for on registration forms.
Event Types
Section titled “Event Types”ClubEzy starts you with system types such as training and match; you can change their colour but not remove them. Click Add Type to add your own, with a Type Name and a Color. Types colour the calendar in the app.
Links & Policies
Section titled “Links & Policies”- Add Link for anything you want on your club’s page in the app: a Label and a URL.
- Add Policy for documents members should read: a Policy Title, the Document URL, and the Required toggle for ones members must acknowledge.
Bank Details
Section titled “Bank Details”If you sell gear through ClubEzy, click Add Account and enter a Label, Account name, BSB and account number. Bank details are printed on order emails so members can pay you directly. If you add more than one, choose Set Default.
Modules
Section titled “Modules”Four switches control which sections members see in the app: Gear Shop, Team Kit, Sponsors and Business Directory. The first three start on; the directory starts off. Switching one off only hides it in the app; nothing is deleted. The Gear Shop and Sponsors sections also stay hidden until they have content.
Leave the Accreditations and Agreements tabs for now; they have their own guide under Run your season.
What happens next
Section titled “What happens next”Your logo and name show on the registration page and in the app as soon as you save. Next: your first season.
If something goes wrong
Section titled “If something goes wrong”- The Save button is missing or greyed out. You hold the Manager role. Organisation Settings needs Admin or Owner.
- The address search finds nothing. Type the street and suburb without the club name, pick the closest match, then correct individual fields by hand.
- Danger Zone. The last tab archives the whole organisation. It asks you to type the club’s name to confirm, and only ClubEzy support can restore it. Leave it alone during setup.