Training Module 06 — Admin Panel

GoClubPro User Training | Area: Admin Panel

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What Users Need to Learn

The Admin Panel is the operational command centre for Club Admins. It covers:

• Managing club members and their roles
• Approving or declining join requests
• Inviting new members
• Creating and managing seasons and competitions
• Managing teams and grades
• Connecting schedule sources (your league platform, CSV)
• Handling reported content

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1. Step-by-Step Walkthrough

Approving a Join Request

1. Click Admin in the navigation (or via the Dashboard notification).
2. Click Members & Roles.
3. Click the Pending Requests tab.
4. Review the request — name, email, requested role.
5. Click Approve or Decline.
6. Approved members are notified and gain immediate access.

Inviting a New Member

1. Admin Panel → Members & Roles → click Invite Member.
2. Enter the member's email address.
3. Select their role (Player, Coach, Selector, Treasurer, etc.).
4. Optionally assign them to a team immediately.
5. Click Send Invite.
6. The member receives an email with a unique invite link.
7. The invite appears in the Pending Invites tab until accepted.

Changing a Member's Role

1. Admin Panel → Members & Roles → search for the member.
2. Click their name to open their member card.
3. Click Edit Role.
4. Select the new role from the dropdown.
5. Click Save — the change takes effect immediately.

Creating a New Season

1. Admin Panel → Seasons & Competitions.
2. Click Create Season.
3. Enter:

• Season name (e.g., "Summer 2026")
• Start and end date
• Association (if applicable)

4. Click Create.
5. The new season appears in the season list.
6. Click Set as Active to make it the current season.

Creating a Competition & Team

1. Admin Panel → Seasons & Competitions → select a season.
2. Click Add Competition (e.g., "Senior Men's Division 1").
3. Enter competition name, grade level, and sport-specific settings.
4. Click Save.
5. Now go to Teams & Squads → Create Team.
6. Name the team, assign it to the competition, and set the grade.
7. Click Save.

Adding Members to a Team

1. Admin Panel → Teams & Squads → select a team.
2. Click Add Members.
3. Search for and select club members to add.
4. Assign their role within the team (e.g., Captain, Vice-Captain, Player).
5. Click Confirm — members are added immediately.

Importing a Schedule (your league platform)

1. Admin Panel → Integrations.
2. Under Schedule Sources, click Connect your league platform.
3. Enter your League Platform Club ID and select the season.
4. Click Sync Now.
5. Review imported fixtures in the preview.
6. Click Confirm Import.

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2. Simple Explanation (Beginners)

The Admin Panel is where you run your club. Think of it as the club secretary's office — you manage who's in the club, what teams exist, when the season starts, and how schedules get into the app.

You don't need to use all of it at once. Most admins start with: (1) invite or approve members, (2) create a season and team, then (3) import or add the schedule.

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3. Advanced Explanation (Power Users)

Role hierarchy: Club Admin is the highest club-level role. Platform Admin (platform-level) can override or manage any club. Association Admin has oversight across clubs in their association. Within a club, only Club Admins can access the Admin Panel.

Multi-admin clubs: Multiple users can hold the Club Admin role simultaneously. This is recommended for resilience — if one admin is unavailable, another can act.

Season & competition model:

• A Season is a time period (e.g., Summer 2026).
• A Competition is a specific competition within a season (e.g., VMCA District Cricket — A Grade).
• A Team is your club's entry in a competition (e.g., "Eastside Seniors").
• This three-layer model allows one season to have multiple competitions, each with multiple teams.

Join request vs. invite:

• Join requests are self-initiated — the member found the club in the directory and requested access.
• Invites are admin-initiated — the admin sends a tokenised invite link directly to the member.
• Invites bypass the approval queue; join requests require manual approval.

Role permissions matrix: Each role unlocks different sections of the app. Assigning a wrong role is reversible — change it at any time in Members & Roles.

Reported content: If a member flags a noticeboard post or comment, it appears in Admin Panel → Reported Content. Admins can review and take action (remove post, warn user, or dismiss the report).

Broadcast: Admins can send a club-wide message from the Admin Panel. It appears on all members' Noticeboard/Feed. Use for major announcements (season start, venue changes, etc.).

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4. Visual Description (Text-Based)

┌─────────────────────────────────────────────────────────┐
│ ADMIN PANEL │
│ │
│ [ Members & Roles ] [ Seasons ] [ Teams ] [ Integrations ] │
│ │
│ ─── MEMBERS & ROLES ──────────────────────────────── │
│ │
│ Active Members: 48 Pending Requests: 3 ⚠ │
│ Pending Invites: 2 │
│ │
│ [ Invite Member ] [ Broadcast to Club ] │
│ │
│ PENDING REQUESTS │
│ ┌─────────────────────────────────────────────────┐ │
│ │ James O'Brien · james@email.com · Requested: Player │
│ │ [ Approve ] [ Decline ] [ View Profile ] │ │
│ └─────────────────────────────────────────────────┘ │
│ │
│ ACTIVE MEMBERS (48) │
│ [ Search members... ] │
│ Name Role Team Actions │
│ J. Smith Player Seniors [Edit] │
│ M. Jones Coach Seniors [Edit] │
│ T. Lee Treasurer — [Edit] │
└─────────────────────────────────────────────────────────┘

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5. Tooltips & Hints

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6. FAQ — Admin Panel

Q: Can I have more than one Club Admin? A: Yes — and it's recommended. Add at least two admins so there's always a backup.

Q: A member joined with the wrong role. Can I change it? A: Yes — Members & Roles → search for the member → Edit Role → select the correct role → Save.

Q: What's the difference between a Season and a Competition? A: A Season is the time period (e.g., "Winter 2026"). A Competition is a specific league or event within that season (e.g., "Division 1 Football"). Your club can participate in multiple competitions in the same season.

Q: I sent an invite but the member says they didn't receive it. A: Check their email is correct in Pending Invites. Ask them to check spam. If needed, cancel the invite and resend.

Q: Can I remove a member from the club entirely? A: Yes — in Members & Roles, open the member's card and click Remove from Club. Their data remains in the system but they lose all club access.

Q: How do I stop a season and start a new one? A: Create the new season in Seasons & Competitions and click Set as Active. The old season is archived. You can always view historical data from the archived season.

Q: What does "Reported Content" show? A: Posts or comments in the Noticeboard that members have flagged as inappropriate. You can remove the content, warn the user, or dismiss the report if it's unfounded.

Q: I accidentally approved the wrong join request. Can I remove their access? A: Yes — find them in Active Members → Edit → Remove from Club, or change their role to a restricted one.

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7. Common Mistakes & How to Avoid Them

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8. Short Onboarding Script

Admin Panel — Run Your Club Your Way

Your command centre for day-to-day club management:

• Members & Roles — invite people, approve requests, manage roles
• Seasons & Competitions — set up the season structure
• Teams & Squads — create teams and add members
• Integrations — connect your league platform or import CSV schedules

Start with members, then teams, then schedule. Everything else follows naturally.

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9. Long Training Guide

Onboarding Your Club: A Recommended Order

For a new club, follow this setup sequence:

Phase 1 — Club structure (Day 1)

1. Create your Season (Seasons & Competitions → Create Season → Set as Active)
2. Create your Competition(s) (Add Competition)
3. Create your Team(s) (Teams & Squads → Create Team)
4. Configure fees (Settings → Fee Configuration)
5. Add club bank account details (Settings → Payment Setup)

Phase 2 — Members (Week 1)

1. Invite core team members (Admin, Coach, Treasurer) by email
2. Open club to general join requests (or invite all players individually)
3. As requests come in: approve and assign to correct team

Phase 3 — Schedule (Week 1–2)

1. Connect your league platform or upload CSV (Admin → Integrations)
2. Review imported fixtures for accuracy
3. Confirm costs per fixture (match fees should auto-apply from fee config)

Phase 4 — Ongoing

• Weekly: approve new join requests, review reported content
• Each fixture: confirm squad is being selected (coaches handle this)
• Monthly: review Treasurer dashboard (fees being collected?)
• End of season: archive season, generate reports

Role Assignment Guide

Understanding the Season / Competition / Team Hierarchy

Season: Summer 2026
├── Competition: VMCA District Cricket – A Grade
│ └── Team: Eastside Seniors XI
├── Competition: VMCA District Cricket – B Grade
│ └── Team: Eastside Reserves XI
└── Competition: VMCA Junior Cricket – U16
 └── Team: Eastside Under 16s

Each team lives inside a competition, which lives inside a season. Fee configurations, fixtures, and selections are all connected through this hierarchy.

Managing the Join Request Queue

Join requests pile up quickly at season start. Best practices:

• Check Admin Panel daily during onboarding season
• Approve quickly — members are eager to get started
• If you're not sure who someone is, check the email against your member roll before approving
• Use the Decline with Note option to let them know why if you need to reject

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10. Micro-Training (Quick Tips)

⚡ QUICK TIPS — Admin Panel

✅ Always have 2+ Club Admins (redundancy matters)
✅ Set up Season → Competition → Team BEFORE inviting members
✅ Invite key roles first: Coach, Treasurer, then Players
✅ Check Pending Requests daily at season start
✅ Run schedule sync after every draw release
✅ After approving a join request, add them to a team too

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11. Troubleshooting

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Module 06 of 15+ | Next: Module 07 — Treasurer & Accounting