Registration & Eligibility Deep Dive — GoClubPro

Training Module 42 | Managing Registration Status and Selection Eligibility

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What This Guide Covers

How registration status works, what makes a player eligible for selection, common registration problems, and how to manage eligibility at scale during a season.

Primary audience: Club Admins, Treasurers, Coaches Secondary audience: Players who want to understand their registration status

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WHAT "REGISTERED" MEANS IN GOCLUBPRO

Registration in GoClubPro has two components:

1. Club Registration (GoClubPro platform)

A member is "registered" in GoClubPro when:

• Their account exists in the club
• They are assigned to at least one team
• Their registration fee (if configured) is paid

Where it shows: Payments → Fees tab — the registration fee line item

2. Association Registration (External)

Separate from GoClubPro. Examples:

• Cricket Australia: registered via play.cricket.com.au
• Football Australia: registered via My Football Club
• AFL: registered via MyFootballClub

GoClubPro does NOT track association registration — this is managed entirely externally. It's the admin's responsibility to cross-reference the two systems.

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REGISTRATION STATUS: THE THREE STATES

In GoClubPro, a member's registration status can be in one of three states for the current season:

State 1: Not Configured

What it means: The Admin has not set up a registration fee for this competition. No fee has been generated.

How it appears: The Fees tab shows no registration line item for this season.

Who it affects: All members in that competition.

How to fix: Settings → Fee Configuration → add a registration fee for that competition.

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State 2: Unpaid (Fee Generated, Not Paid)

What it means: A registration fee has been generated for this member. They haven't paid yet.

How it appears: Payments → Fees → "Registration 2026 Season — $[Amount] — OUTSTANDING"

Who it affects: Individual members who haven't paid.

Implications for selection:

• GoClubPro does NOT automatically block selection of unpaid members
• Eligibility enforcement is a club policy decision, not a system setting
• If your club wants to block selection until payment: Admin must manually track and not select unpaid members

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State 3: Paid

What it means: Registration fee paid (Bank Transfer declared and reconciled by the Treasurer, or fully covered by wallet credit).

How it appears: Payments → Fees → "Registration 2026 Season — $[Amount] — PAID ✅"

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ELIGIBILITY FOR SELECTION

GoClubPro's selection eligibility model is advisory, not automatic. The system gives coaches information; coaches make the decision.

What Coaches CAN See in Squad Builder

Key implication: Coaches cannot see registration payment status in the Squad Builder. If your club's policy is "no pay, no play," the Admin or Treasurer must manually communicate the eligibility list to coaches.

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ENFORCING "NO PAY, NO PLAY" POLICY

GoClubPro doesn't have a built-in "suspend from selection" feature for unpaid fees. Here's how clubs handle this manually:

Option A: Treasurer Provides Weekly Eligibility List

1. Treasurer → Aging tab → filter "Registration" fees only
2. Export or screenshot the list of members with outstanding registration
3. Send to coaches each week: "The following members are not eligible for selection: [names]"
4. Coaches manually exclude these players from squad selection

Pros: Simple. No system configuration needed. Cons: Relies on Treasurer sending the list; coaches must remember to check.

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Option B: Admin Temporarily Removes from Team

If a member is chronically non-compliant, the Admin can remove them from their team assignment:

1. Admin Panel → Teams → select team → remove the member
2. The member no longer appears in the Squad Builder at all
3. When they pay, the Admin re-adds them to the team

Pros: Definitive block from Squad Builder. Cons: More admin work; if overused, can cause conflict. Use as last resort after warnings.

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Option C: Club Policy Without System Enforcement

Many clubs simply trust coaches to check payment status and exclude accordingly. The Noticeboard broadcast states: "Players must be registered before Round 1." Coaches are briefed at the season launch.

Pros: Minimal admin overhead. Cons: Relies on coach diligence; inconsistent application.

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CUSTOM REGISTRATION FIELDS

Some clubs require additional information at registration time — beyond payment. Examples:

• Proof of age (for age-grade sports)
• Medical conditions declaration
• Parent consent form (juniors)
• Emergency contact confirmation

Where to set these up: Settings → Registration Fields → Add Custom Field

Custom fields appear in the member's profile as required fields. A member's registration shows as "incomplete" in the admin view until all required fields are filled.

Admin view of incomplete registrations:

1. Admin Panel → Members → filter by "Registration Incomplete"
2. Contact those members to complete their fields

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SEASON PLAN HOLDERS: ELIGIBILITY IMPLICATIONS

A member who purchased a Season Plan has paid for all match fees in advance. Their match fee status differs from regular members:

Important: A Season Plan does NOT cover the registration fee. Registration and Season Plan are separate payments.

In Squad Builder: A Season Plan holder looks identical to a regular paid member. There's no Season Plan badge on the player card.

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MANAGING REGISTRATION AT SCALE

For clubs with 100+ members, registration management becomes significant work at season start.

Bulk Registration Tracking Workflow

1. Export member list: Admin Panel → Members → Export CSV
2. Open in Excel/Google Sheets
3. Cross-reference with:

• Treasurer's Aging report (who hasn't paid registration?)
• Association registration list (who's registered externally?)

4. Identify gaps and chase members directly

Do this weekly in the first 4 weeks of the season until registration rate is above 90%.

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Registration Deadline Broadcast Template

Send this broadcast 7 days before your registration deadline:

REGISTRATION DEADLINE: [DATE]

If you haven't paid your [Season] registration fee, do it now.

Players not registered by [Date] will not be eligible for Round [X] selection.

Pay here: Payments → Fees → Bank Transfer / Declare Paid

Questions? Contact [Treasurer Name] at [email].

And again 24 hours before deadline:

FINAL REMINDER: Registration closes TONIGHT

[X] members still haven't registered. Declare your payment now → Payments → Fees.

If you don't register today, you won't be selected for [Date] fixture.

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Re-Registration Between Seasons

Team assignments and registration fees do NOT automatically carry over between seasons.

At each new season:

1. Create new Season (Admin Panel → Seasons)
2. New competition and team structure (or roll over from last season's template — teams must be re-created or re-activated)
3. Configure new season's fees in Settings → Fee Configuration
4. Members re-register by paying the new season's registration fee
5. Admin re-assigns members to teams (last season's assignments do not carry over)

This means: Every member pays a new registration fee each season. You cannot use last season's payment as this season's registration.

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VISUAL: Registration Status Flow

SEASON STARTS
 │
 ▼
Admin configures registration fee in Settings
 │
 ▼
Fee generated for each member assigned to a team
(Shows as "Unpaid" in their Payments → Fees tab)
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 ├──── Member has wallet credit ─────────────────▶ Status: PAID ✅ (applied instantly)
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 ├──── Member pays by bank transfer ──────────────▶ Declaration submitted
 │ │ │
 │ │ Treasurer reconciles
 │ │ │
 │ │ Status: PAID ✅
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 └──── Member doesn't pay ──────────────────────▶ Remains UNPAID
 Appears in Aging
 Reminder sent (Treasurer)
 Club enforces eligibility policy

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TOOLTIPS & HINTS

• Registration ≠ association registration — GoClubPro tracks club registration; association registration (Football Australia, Cricket Australia) is a separate external system
• Squad Builder doesn't show payment status — coaches cannot see if a player's registration is paid; enforce "no pay, no play" via Admin communication to coaches
• Season Plans do NOT cover registration — members must pay registration fee separately, even if they purchased a Season Plan for match fees
• Custom fields can block registration completion — if a member filled in their form but still shows "incomplete," check if they missed a required custom field

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FAQ

Q: Can I make registration payment mandatory before a member can use the app? A: No — GoClubPro doesn't gate app access behind payment. Members can use all features regardless of registration payment status. Eligibility enforcement is a club policy that you implement manually.

Q: A member paid registration last season. Do they need to pay again this season? A: Yes — each season requires its own registration payment. Last season's payment does not carry over.

Q: A member says they paid registration but it still shows as unpaid. What do I check? A: (1) If they say wallet credit should have covered it: check Treasurer → Accounting — did the wallet balance actually cover the full fee? If yes and it still shows unpaid, contact platform support. (2) If paid by bank transfer: check Treasurer → Reconciliation — was their declaration matched? If not, match it now.

Q: Can I give a member a registration fee discount or waive it? A: GoClubPro doesn't have a built-in discount code system. To waive: Treasurer → Accounting → find the registration fee → mark as paid manually (with a note: "Fee waived by committee"). This records it as paid without an actual payment being made.

Q: Our association registration runs January–December but our season is April–September. How do we handle this? A: Configure your GoClubPro season to match your club season (April–September). Association registration is managed externally and tracked separately. Cross-reference both lists manually at season start.

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COMMON MISTAKES

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SHORT ONBOARDING SCRIPT

"Registration in GoClubPro has two parts: the club registration (payment of the registration fee in the app) and association registration (external — Football Australia, Cricket Australia, etc.). GoClubPro only tracks the club registration. When a member pays their registration fee, it moves from Unpaid to Paid in their Fees tab. The Squad Builder does NOT show payment status — coaches can't see who's paid. If your club has a no-pay-no-play rule, the Treasurer sends coaches a weekly list of unpaid members to exclude from selection. Season Plans cover match fees only — members must still pay registration separately."

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MICRO-TRAINING QUICK TIPS

• Registration fee ≠ auto-transferred to new season — configure fresh each season
• Season Plan ≠ registration — both need to be paid separately
• Squad Builder doesn't show payment status — enforce eligibility manually
• No-pay-no-play? Treasurer exports Aging → sends list to coaches weekly
• Registration "incomplete"? Member may have missed a custom required field
• Bank transfer declared but still shows unpaid? Check Reconciliation tab

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TROUBLESHOOTING

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Training Module 42 | See also: 04 Payments · 07 Treasurer · 09 Settings · 20 New Season Setup