Training Module 16 — Association Admin & Billing

GoClubPro User Training | Area: Association Admin / Billing

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What Users Need to Learn

Association Admins oversee multiple clubs within their association (e.g., a district cricket body overseeing 12 clubs). This module covers:

• What the Association Admin role can do
• How to view clubs in your association
• How to issue invoices/bills to clubs
• How to manage association-level seasons
• How to access multi-club reports

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1. Step-by-Step Walkthrough

Viewing Clubs in Your Association

1. Log in with your Association Admin account.
2. Your Dashboard shows an association-level overview (not a single club view).
3. Click Association in the navigation.
4. You'll see a list of all clubs registered under your association with:

• Club name
• Active member count
• Payment compliance status
• Season registration status

5. Click any club to see their detailed overview.

Issuing a Bill to a Club

1. Go to Association Billing (/association/billing).
2. Click Issue Bill.
3. Select the club.
4. Enter:

• Bill description (e.g., "Q1 2026 Registration Levy")
• Amount
• Due date

5. Click Issue — the bill appears in the club's Treasurer → Bills tab immediately.
6. The club Treasurer will mark it as paid once settled.

Viewing Club Payment Compliance

1. Go to Association Billing → Compliance tab.
2. You'll see all clubs with:

• Total levies issued this season
• Amount paid vs. outstanding
• Number of overdue bills

3. Filter by overdue status to prioritise follow-up.

Managing Association-Level Seasons

1. From the Association Admin view, go to Seasons.
2. Create a season at the association level — clubs within the association inherit this season.
3. Set:

• Season name and dates
• Competition structure (grades, divisions)

4. Clubs join competitions within your season structure via their own Admin Panel.

Viewing Cross-Club Reports

1. Go to Association → Reports.
2. Available reports:

• Member registrations by club
• Revenue collected across all clubs
• Outstanding fees summary
• Fixture completion rate

3. Export any report to CSV.

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2. Simple Explanation (Beginners)

As an Association Admin, you're one level above the individual clubs. Think of yourself as the governing body — you set the season structure that clubs participate in, issue bills (like registration levies) to clubs, and can see how all clubs are tracking financially and operationally.

You don't manage individual members within clubs — that's the Club Admin's job. You manage the clubs themselves.

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3. Advanced Explanation (Power Users)

Role scope: Association Admin is a platform-level role assigned by Platform Admin. One user can be Association Admin for multiple associations.

Billing model:

• Association bills are separate from member fees.
• Bills flow: Association → Club (Treasurer).
• The association doesn't collect money via GoClubPro's payment system — billing is recorded for tracking purposes; actual settlement is done via bank transfer between organisations.

Season hierarchy:

• Association creates a season → Clubs join competitions within that season.
• If an Association Admin creates a competition, clubs can register their teams.
• Clubs cannot participate in competitions that haven't been published by the association.

Visibility:

• Association Admins have read-only access to club-level data (members, fixtures, payments) for oversight purposes.
• They cannot edit club member records, change roles within clubs, or modify fee configurations.

Multi-association: A club can be registered under multiple associations (e.g., a cricket club in both a district association and a state body). Each association manages their own billing relationship with the club independently.

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4. Visual Description (Text-Based)

┌─────────────────────────────────────────────────────────┐
│ ASSOCIATION ADMIN — VMCA District Cricket │
│ │
│ [ Clubs ] [ Billing ] [ Seasons ] [ Reports ] │
│ │
│ CLUBS OVERVIEW (12 clubs) │
│ ┌───────────────────────────────────────────────┐ │
│ │ Eastside United FC · 48 members · ✅ Paid │ │
│ │ Northbridge Rovers · 62 members · ✅ Paid │ │
│ │ Templestowe CC · 31 members · ⚠ $240 outstanding │
│ │ Doncaster City FC · 45 members · ✅ Paid │ │
│ │ ... │ │
│ └───────────────────────────────────────────────┘ │
│ │
│ BILLING SUMMARY │
│ Total levies issued: $14,400 │
│ Total collected: $12,960 (90%) │
│ Outstanding: $1,440 ⚠ 3 clubs │
│ │
│ [ Issue Bill to Club ] [ View Compliance ] │
└─────────────────────────────────────────────────────────┘

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5. Tooltips & Hints

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6. FAQ — Association Admin

Q: Can I change a member's role within a club? A: No — that's the Club Admin's responsibility. You have read-only access to club membership data.

Q: A club hasn't paid their levy. What can I do? A: Send a reminder via the Billing → Compliance view. For persistent non-payment, escalate through your association's normal processes (GoClubPro doesn't enforce payment).

Q: Can I see individual member payments within a club? A: You can see club-level financial summaries (total collected, outstanding) but not individual member payment records.

Q: Can I cancel or modify a bill I issued? A: Yes — find the bill in Association Billing → Bills list → click the bill → Edit or Cancel.

Q: How do clubs see the season structure I create? A: When you create a season and competitions, they appear in the Club Admin's Panel → Seasons → available competitions to join.

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7. Common Mistakes & How to Avoid Them

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8. Short Onboarding Script

Association Admin — Governing Multiple Clubs

Your three core tasks:

1. Create the season structure — Clubs join your competitions
2. Issue bills — Registration levies appear in each club's Treasurer dashboard
3. Monitor compliance — Track which clubs are current vs. overdue

You have oversight, not management — clubs run themselves day-to-day.

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9. Long Training Guide

Association vs. Club Admin: Clear Separation

Season and Competition Setup for Associations

For the association to be useful, seasons and competitions must be created before the playing season starts. Typical timeline:

• 8 weeks before season: Create season, publish competition structure (grades/divisions)
• 6 weeks before season: Clubs register teams in competitions
• 4 weeks before season: Draw released via your league platform (clubs sync via their admin panels)
• Season start: Fixtures live, clubs operational

If competitions aren't published in time, clubs can't register and won't show in the draw.

Billing Workflow for Associations

1. Determine levy amounts per competition/per team (set by your association policy).
2. Issue bills at the start of the season (or per quarter, depending on policy).
3. Club Treasurers receive the bill and pay via bank transfer.
4. Club Treasurer marks bill as paid in GoClubPro.
5. Association Admin confirms payment in the Compliance view.

Note: actual money transfer is external to GoClubPro — the platform tracks payment status but does not process the payment between organisations.

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10. Micro-Training (Quick Tips)

⚡ QUICK TIPS — Association Admin

✅ Create seasons BEFORE clubs need to register
✅ Issue bills early in the season for maximum collection time
✅ Compliance view shows all clubs' payment status at a glance
✅ You have oversight — contact Club Admins for member-level changes
✅ Export cross-club reports for your AGM or committee meetings

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11. Troubleshooting

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Module 16 of 20+ | Next: Module 17 — Central Command (Platform Administration)