Training Module 19 — End-of-Season Workflow

GoClubPro User Training | Area: Season Wrap-Up / Admin Workflow

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What Users Need to Learn

End-of-season is a critical period for Club Admins and Treasurers. This module covers:

• How to close out a season cleanly
• How to generate end-of-season financial reports
• How to chase final outstanding fees
• How to archive the season
• How to handle data continuity into the next season
• How to communicate the season end to members

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1. Step-by-Step Walkthrough

Final Outstanding Fees Chase

1. Treasurer → Aging tab.
2. Filter by All Outstanding (not just 30+ days).
3. For each outstanding member:

• Click Send Reminder to send an automated email reminder.
• Note those who have been outstanding 60+ days for escalation.

4. For members who won't pay:

• Document the outstanding amount for the AGM/committee report.
• Decide if the debt will be carried forward, written off, or escalated.

Generating End-of-Season Financial Report

1. Treasurer → Accounting tab.
2. Set date range: season start date to today.
3. Click Export CSV.
4. The CSV contains:

• All income (match fees, registration, training, fines)
• All outgoings (expense claims, refunds)
• Net position per member
• Total club revenue vs. collected

5. Import into Xero/MYOB for formal accounts, or present directly at AGM.

Marking Final Match Results

1. Admin Panel → Schedule.
2. For every completed fixture, click the fixture → Enter Result.
3. Enter final score/outcome.
4. Standings update automatically.
5. Once all results are entered, Standings shows the final season table.

Archiving the Season

1. Admin Panel → Seasons & Competitions.
2. Click the current season.
3. Click Archive Season.
4. Confirm: all data is preserved but the season is marked as closed.
5. Members can still view historical season data, but no new fixtures or registrations can be added.
6. The season no longer appears as "active" in navigation dropdowns.

Communicating Season End to Members

1. From Admin Panel, click Broadcast.
2. Write a season wrap-up message:

• Thank members for the season
• Share final standings
• Announce key dates for next season (if known)
• Remind outstanding members to settle fees

3. Click Send to All Members.
4. The message appears on all members' Noticeboard.

Exporting Member Data for AGM

1. Admin Panel → Members & Roles.
2. Click Export Members (if available).
3. Download the CSV with: names, roles, registration status, contact info.
4. Use for AGM attendance, voting rolls, or committee elections.

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2. Simple Explanation (Beginners)

End-of-season is like closing the books at the end of a financial year. You need to:

1. Make sure everyone has paid what they owe.
2. Record all final results.
3. Generate a summary of the club's finances.
4. Archive the season so the next one can start fresh.

Think of it as tidying up before you put everything in a filing cabinet.

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3. Advanced Explanation (Power Users)

Season archiving vs. deletion: Archiving is non-destructive — all data remains queryable. Deletion (not recommended) removes records permanently. Always archive; never delete seasons.

Multi-season data continuity:

• Member profiles persist across seasons (name, contact, MFA, etc.).
• Team memberships do NOT automatically carry over — admins must re-assign members to teams in the new season.
• Payment history is permanently linked to the season in which it occurred — historical reports always show the correct season context.

Outstanding fee handling: GoClubPro has no automated write-off process. Outstanding fees at season end remain in the ledger indefinitely. Options:

1. Carry forward: leave outstanding in ledger (it appears in next season's Aging report).
2. Write off: manual ledger adjustment (contact support to do this cleanly).
3. Escalate: refer to committee for formal pursuit.

Payment verification: Ensure all pending Bank Transfer declarations have been reviewed and confirmed by the Treasurer before the season ends. Payments declared in the final days of the season may still be awaiting Treasurer verification after archiving — this is fine, but note it in your reconciliation.

Fantasy League season close:

• Super Selector finalises last gameweek.
• Season winner is determined.
• Archive the fantasy league separately if needed (Admin → Fantasy Admin → Archive).

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4. Visual Description (Text-Based)

END-OF-SEASON CHECKLIST

TREASURER TASKS:
□ Review Aging tab — identify all outstanding fees
□ Send final reminders to overdue members
□ Reconcile all bank transfers in Reconciliation tab
□ Approve/reject all outstanding expense claims
□ Export full season ledger (Accounting → Export CSV)
□ Verify all pending Bank Transfer declarations have been confirmed by the Treasurer
□ Document unpaid balances for committee report

ADMIN TASKS:
□ Enter all outstanding match results
□ Verify standings are accurate
□ Generate member export for AGM records
□ Send season wrap-up broadcast to all members
□ Archive the season (Seasons → Archive)
□ Download final standings and store externally

COACH/SELECTOR TASKS:
□ Mark post-match attendance for all remaining fixtures
□ Review and note player stats for end-of-year review
□ Export squad history if needed for player records

FANTASY ADMIN:
□ Finalise last gameweek
□ Announce season winner
□ Archive fantasy league

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5. Tooltips & Hints

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6. FAQ — End-of-Season

Q: What happens to outstanding fees if I archive the season? A: Outstanding fees remain in the ledger. They're visible in the Treasurer's Aging report indefinitely. Archiving doesn't resolve or write off any debts.

Q: Can members still log in after the season is archived? A: Yes — their account stays active. They just won't see an active season for that club until a new one is created.

Q: Do team memberships carry over to the next season? A: No — admins must re-assign members to teams at the start of each new season. This is intentional: rosters change between seasons.

Q: I forgot to enter results for 3 fixtures. Can I still do it after archiving? A: Contact platform support — entering results in archived seasons may be possible but requires admin intervention.

Q: How do I produce a financial report for our AGM? A: Treasurer → Accounting → set date range to the full season → Export CSV. Present this to your committee and/or accountant.

Q: A member claims they paid but it shows outstanding. What should I do end of season? A: Check the Reconciliation tab for any unmatched bank transfers. If payment genuinely occurred, match it. If no evidence of payment, document it for the committee to decide — don't automatically write it off.

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7. Common Mistakes & How to Avoid Them

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8. Short Onboarding Script

End-of-Season — Close the Books Cleanly

Before you archive the season, complete these steps:

1. Chase outstanding fees (Aging tab → Send Reminder)
2. Enter all final results (Admin Panel → Schedule)
3. Export financial report (Accounting → Export CSV)
4. Broadcast a wrap-up to all members
5. Archive the season (Seasons → Archive)

Data is preserved after archiving — nothing is lost.

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9. Long Training Guide

Recommended End-of-Season Timeline

6 weeks before season end:

• Review Aging report — identify members with significant outstanding balances.
• Send first reminder to all outstanding accounts.
• Notify committee of anticipated shortfall (if any).

4 weeks before season end:

• Send second reminder to persistent non-payers.
• Ensure all expense claims are submitted and processed.
• Finalise reconciliation of all bank transfers.

2 weeks before season end:

• Final reminder to outstanding members.
• Enter all match results (some may still be pending if fixtures continue until the last week).
• Verify standings are accurate.

Season end week:

• Export full season financial report.
• Prepare AGM financial summary (if applicable).
• Generate member list export.

Day of archiving:

• Confirm all results entered.
• Confirm reconciliation is complete.
• Archive season.
• Broadcast season wrap-up.

Post-archive (within 2 weeks):

• Present financial report at AGM or committee meeting.
• Document outstanding debts and resolution approach.
• Begin new season setup (Module 20).

Handling Unpaid Members at Season End

There are three approaches to unpaid fees:

1. Carry forward: Leave them in the ledger. They appear in the Aging report for the next season and continue to accumulate. This works if the member is likely to return next season.

2. Write off: Acknowledge the debt is uncollectable. Requires a manual ledger adjustment (contact support). Use only for small amounts or members who have permanently left.

3. Formal escalation: For significant amounts (e.g., $200+), refer to the committee. Some clubs have formal debt recovery procedures (letters, withholding of clearances, etc.).

Whatever approach is taken, document the decision in the committee minutes — the financial report should show the full picture including uncollected amounts and the resolution chosen.

Financial Report at the AGM

The CSV export from the Accounting tab serves as the basis for the AGM financial report. For a presentable format:

1. Import the CSV into Excel or Google Sheets.
2. Create summary pivot tables:

• Total income by type (match fees, registration, training, fines, claims reimbursements)
• Total expenditure (expense claims paid out)
• Net surplus/deficit
• Unpaid balances (from the outstanding fees analysis)

3. Present alongside your bank statement (showing actual cash position).

The app's numbers + your bank statement = complete financial picture.

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10. Micro-Training (Quick Tips)

⚡ QUICK TIPS — End of Season

✅ Chase fees BEFORE archiving — it's harder after
✅ Enter ALL results before archiving — no going back
✅ Export the financial report with the full season date range
✅ Archive, don't delete — data is preserved after archiving
✅ Team memberships don't carry over — re-assign next season
✅ Send a wrap-up broadcast — good communication ends seasons well

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11. Troubleshooting

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Module 19 of 20+ | Next: Module 20 — New Season Setup