Club Admin Monthly Operations Guide — GoClubPro

Training Module 31 | Recurring Admin Task Calendar

What This Guide Covers

Most admin training focuses on one-time setup. This guide covers the recurring work that keeps a club running smoothly throughout the season — organised by when to do it (weekly, monthly, end-of-month, pre-season, post-season).

Primary audience: Club Admins, Treasurers Secondary audience: Co-Admins

WEEKLY TASKS

Monday — Finance Health Check (Treasurer, ~10 min)

Step-by-step:

Open Treasurer → Aging tab
Note any members who crossed into the 30-day overdue band since last week
For 30–60 day overdue members: click Send Reminder (automated email)
For 60+ day overdue members: make personal contact (phone/email outside the app)
Open Reconciliation tab
Match any bank transfer declarations that arrived over the weekend
Open Bills tab — check for any new association invoices

Quick check questions:

Any unmatched declarations sitting more than 3 days old?
Any wallet top-up declarations awaiting verification?

Wednesday — Availability Snapshot (Coach/Admin, ~5 min)

Step-by-step:

Open Selection Board
Check which upcoming fixtures (next 10 days) still show "Not Started"
For those fixtures, check how many players have RSVPed in Schedule
If fewer than 50% of squad members have RSVPed by Wednesday before a Saturday game, broadcast a reminder via Admin Panel → Broadcast

Why Wednesday: Gives players 48–72 hours to respond before the coach needs to finalise the squad.

Friday — Squad Confirmation Check (Coach, ~5 min)

Step-by-step:

Open Selection Board
Confirm that all weekend fixtures are in "Confirmed" status
If any fixture is still "Draft" or "Not Started," finalise now
Check that any player who withdrew after confirmation has been replaced

Note: Squad confirmation notifications go out to players as soon as the coach clicks Confirm Squad — no separate broadcast needed.

Sunday — Post-Match Wrap (Coach/Admin, ~5 min)

Step-by-step:

Open Schedule → find the completed fixture
Record attendance (who actually showed vs. who was selected)
Enter the match result if not automatically synced from your league platform
If using Fines module: conduct fines voting session if your club does it post-match

MONTHLY TASKS

First Week of Month — Member Engagement Review

What to check:

Admin Panel → Members & Roles → look for any members with "Inactive" status for 30+ days
Feed → Noticeboard — has there been a post in the last 14 days? If not, schedule one.
Feature Requests — any new suggestions that need a response?

Action if engagement is low:

Admin Panel → Broadcast
Send a brief club update (recent results, upcoming milestones, any news)
Aim for at least 2 Noticeboard posts per month

Mid-Month — Financial Report Snapshot

Step-by-step:

Treasurer → Accounting tab
Filter by current month date range
Export CSV
Review: total income vs. expected (based on member count × fee amounts)
Flag any significant shortfall to the committee

Benchmark: By mid-season, at least 80% of registration fees should be collected. If below 60%, launch an aggressive reminder campaign.

Last Week of Month — Outstanding Fees Escalation

Step-by-step:

Treasurer → Aging tab → filter "90+ days"
For each member in 90+ days category:

Add a manual note in the ledger (Accounting → find member → Add Note)
Discuss with committee whether to escalate (suspend selection eligibility, refer to committee)

Treasurer → Reconciliation tab — ensure zero unmatched declarations
Export monthly financial summary for committee records

PRE-SEASON TASKS (4–6 Weeks Before Season Start)

Week -6: Structure Setup

Checklist:

Admin Panel → Seasons & Competitions → Create new season (name, dates)
Add all competitions (grades/leagues you'll play in this season)
Create all teams and assign competitions
Settings → Fee Configuration → set registration fee, match fees per grade, Season Plan price
Treasurer → confirm the club's bank account details used for reconciliation are still current

Common mistake: Creating teams before creating the competition they belong to. Always: Season → Competition → Team.

Week -5: Member Re-Registration

Checklist:

Admin Panel → Broadcast → announce registration is open
Share the join link / invite link with returning members
Admin Panel → Members & Roles → approve returning member requests
Assign returning members to their teams (this does NOT carry over from last season)

Tip: Prepare a member import list from last season's export to speed up re-assignment.

Week -4: Schedule Import

Checklist:

Obtain new Competition ID from your league platform for the new season
Admin Panel → Integrations → update Competition ID
Run sync → verify fixtures appear with correct dates/opponents
If some teams aren't on your league platform: prepare CSV upload
Verify all fixture venues are correct (sometimes your league platform has placeholder venues)

Week -3: Finance & Payments Test

Checklist:

Treasurer → do a test Bank Transfer declaration end-to-end (declare a small test payment, then approve it) to confirm the flow works
Verify at least one member has received and paid their registration fee
Check that match fees are generating correctly for upcoming fixtures
Confirm Season Plan is visible and priced correctly

Week -2: Team Assignments & Roles

Checklist:

All players assigned to their correct team(s)
All coaches assigned and have Coach role for their team
Selectors assigned if applicable
Treasurer assigned and has Treasurer role
At least 2 members have Co-Admin or Admin role (redundancy)

Week -1: Season Activation & Launch

Checklist:

Settings → Active Season → confirm correct season is set as active
Test RSVP flow: can a player RSVP to a fixture?
Test payment flow: does a match fee generate after RSVP?
Admin Panel → Broadcast → send "Season is open!" announcement
Share schedule link with all members

END-OF-SEASON TASKS (2–4 Weeks After Season End)

Week +1: Final Financial Reconciliation

Checklist:

Treasurer → Aging → send final reminder to all outstanding members
Treasurer → Reconciliation → clear all pending declarations
Accounting → export full season financial CSV
Prepare AGM financial report (use Accounting export + Aging export)

Week +2: Season Archive

Checklist:

Record all final match results in Schedule
Export member list with stats (Admin Panel → Export)
Admin Panel → Seasons → archive the season (data preserved, season closed)
Broadcast end-of-season thank you and highlights

Week +3–4: Review & Plan

Checklist:

Feature Requests → review all open requests from the season
Assess which module-gated features to enable/disable next season
Document fee changes for next season before memory fades
Submit any feedback to GoClubPro platform team

VISUAL: Monthly Rhythm

WEEK 1 WEEK 2 WEEK 3 WEEK 4
──────────── ──────────── ──────────── ────────────
Mon: Finance Mon: Finance Mon: Finance Mon: Finance
 check check check check
Wed: RSVP Wed: RSVP Wed: RSVP Wed: RSVP
 nudge nudge nudge nudge
Fri: Squad Fri: Squad Fri: Squad Fri: Squad
 confirm confirm confirm confirm
Sun: Post- Sun: Post- Sun: Post- Sun: Post-
 match wrap match wrap match wrap match wrap

 Mid-month: End-month:
 Finance Outstanding
 snapshot escalation +
 reconciliation

TOOLTIPS & HINTS

Aging tab resets daily — run your aging review at the same time each week for consistent comparisons
Broadcast vs. Noticeboard — Broadcast goes to every member immediately (email + push). Noticeboard is a persistent post members can find and comment on. Use Broadcast for urgent/time-sensitive, Noticeboard for updates that should remain visible.
Wallet credit doesn't need weekly checking — it's applied automatically the moment a new fee is declared. Only look into it if a member reports a payment issue.
Season Plan cutoff — decide when to close Season Plan sales before too many games have passed (e.g., no Season Plans after Round 5). This is a policy decision, not a system setting — communicate it to members in your pre-season broadcast.

FAQ

Q: Do I need to do all of this myself? A: No — delegate. Reconciliation and aging belong to the Treasurer. Squad confirmation belongs to the Coach. The Admin's job is to ensure these things happen, not necessarily to do them personally.

Q: What if I miss a week? A: The system preserves all data. You'll have more to process, but nothing is lost. The Aging report is cumulative — it always shows the current state.

Q: How do I hand over to a new admin mid-season? A: Admin Panel → Members & Roles → change their role to Co-Admin or Admin. Share this Monthly Operations Guide with them. The previous admin can stay on as Co-Admin until the handover is complete.

Q: Is there a way to automate reminders? A: Aging reminders are one-click (Send Reminder button). For recurring broadcasts, you'll need to schedule them manually — there's no fully automated newsletter function.

COMMON MISTAKES

Mistake	What happens	How to avoid
Skipping mid-month finance review	Large shortfalls discovered too late to recover	Calendar reminder: 15th of every month
Not assigning members to teams at season start	Players can't be selected; coaches can't see them in Squad Builder	Week -5 checklist: team assignment step
Forgetting to update Competition ID for new your league platform season	Sync returns 0 fixtures — you're still pointed at last season	Part of Week -4 pre-season checklist
Archiving instead of just checking season is active	Two seasons active simultaneously → fee confusion	Settings → Active Season — only one can be active
Ignoring feature requests	Members feel unheard; same ideas re-submitted repeatedly	Monthly: scan Feature Requests and add a comment on top-voted items

SHORT ONBOARDING SCRIPT

"As Club Admin, your weekly rhythm is simple: Monday check finances, Wednesday nudge RSVPs, Friday confirm squads, Sunday record results. Monthly: mid-month finance snapshot, end-of-month escalate the oldest unpaid fees. Pre-season: set up structure before fees, fees before inviting members, members before activating. End-of-season: archive, export, plan next year. Follow this calendar and the season runs itself."

MICRO-TRAINING QUICK TIPS

Every Monday: Aging tab → Send Reminder to 30–60 day overdue members
Every Wednesday: Anyone with upcoming fixtures not yet RSVPed? Broadcast a nudge
Every Friday: Selection Board — are all weekend squads confirmed?
15th of month: Accounting export → compare income vs. expected
Last week of month: Reconciliation tab → zero pending; Aging → escalate 90+ day
Pre-season: Season → Competition → Teams → Fees → Members → Activate

TROUBLESHOOTING

Symptom	Check	Fix
Match fees not generating	Season active? Fees configured? Player assigned to team?	Check all three in order
Bank Transfer declarations not appearing for review	Job queue delay or declaration not submitted	Check Reconciliation tab; ask member to confirm they clicked Declare Paid
schedule sync returns 0 new fixtures	Competition ID updated for new season?	Admin Panel → Integrations → update ID
Aging report shows no members	No active season set	Settings → Active Season → set correct season
Broadcast not delivered	Member email verified? Notification preferences set?	Check their profile; they may have unsubscribed

Training Module 31 | See also: 06 Admin Panel · 07 Treasurer · 19 End-of-Season · 20 New Season Setup