Volunteer & Committee Member Guide — GoClubPro

Training Module 43 | For Non-Playing Committee Members, Volunteers & Officials

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About This Guide

Not every club member is a player. Committee members, scorers, team managers, first aid officers, canteen volunteers, and life members all interact with GoClubPro differently. This guide covers how the app works for people who are involved in the club but don't play or coach.

Primary audience: Club Committee (President, Secretary, Registration Secretary), Team Managers, Scorers, Volunteers, Life Members

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SECTION 1: COMMITTEE ROLES

President / Club President

Role in GoClubPro: Typically Club Admin or Co-Admin.

Key responsibilities:

• Has final say on role assignments and policy decisions
• May need to approve unusual requests (e.g., fee waivers, membership disputes)
• Receives AGM financial reports from Treasurer (via exports from GoClubPro)
• Ideally has MFA enabled — account represents the whole club

What you'll use most:

• Admin Panel → Members & Roles (final escalations)
• Admin Panel → Broadcast (official club announcements)
• Treasurer → Dashboard (high-level financial health)

What you WON'T need:

• Squad Builder (coaches handle this)
• Expense Claims detail (Treasurer handles this)
• Schedule Sync Integration (Admin handles this)

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Secretary / Club Secretary

Role in GoClubPro: Co-Admin (or Admin if no separate President/Admin).

Key responsibilities:

• Managing member records (correct names, contact details)
• Sending official club communications
• Maintaining the club details in Settings → Club Details
• Approving join requests during season registration

What you'll use most:

• Admin Panel → Members & Roles → Pending Requests
• Admin Panel → Broadcast
• Settings → Club Details (keep ABN, contact info, address current)
• Admin Panel → Export (for committee meeting member lists)

Tip for secretaries: Run a member export at the start of each season (Admin Panel → Members → Export CSV) and cross-reference against your association's membership list.

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Registration Secretary

Role in GoClubPro: Co-Admin.

Key responsibilities:

• Managing the registration process
• Cross-referencing GoClubPro payment records against association registration
• Chasing incomplete registrations
• Managing custom registration fields

What you'll use most:

• Admin Panel → Members → filter "Registration Incomplete"
• Treasurer → Aging → filter "Registration" fee type
• Settings → Registration Fields (configure required fields)
• Admin Panel → Members → Export (for cross-referencing)

Weekly routine during registration period:

1. Admin Panel → Members → filter by Registration Incomplete → chase those members
2. Treasurer → Aging → "Registration" fees unpaid → coordinate with Treasurer on reminders
3. Cross-reference with association platform (external) weekly

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Team Manager

Role in GoClubPro: Depends on duties. Options:

• Coach role — if they need Squad Builder access to help the coach
• Co-Admin — if they need broader admin access
• Player role — if they only need to view the team schedule and communicate

Most team managers work best with Coach role on their specific team only.

Key responsibilities:

• Coordinating logistics (venue, transport, uniform distribution)
• Communicating with players before and after matches
• Assisting the coach with squad administration

What you'll use most:

• Squad Builder (if given Coach role) → view confirmed squad for the week
• Schedule → view upcoming fixtures and venue details
• Noticeboard → post logistical updates ("Wear blue, BYO water, arrive 45 mins early")

What you WON'T need:

• Financial tabs
• Settings (unless also managing administration)

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Scorer / Statistician

Role in GoClubPro: Player role is sufficient (read-only access to schedule and results).

In many clubs, scorers are assigned Coach role so they can record attendance and results after matches.

Key responsibilities:

• Recording match results: Admin Panel → Schedule → fixture → enter result
• Recording attendance: Admin Panel → Schedule → fixture → mark attendance

Note: The official scoring and statistics platform (e.g., your league platform scorer app, MyCricket scorer) is separate. GoClubPro captures the final result and attendance — not ball-by-ball or player statistics.

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First Aid Officer / Medical Officer

Role in GoClubPro: Player role.

Key responsibilities in GoClubPro:

• Viewing injury flags of players prior to fixtures (if granted Coach role)
• Following up on injury clearance processes

What the app provides:

• Injury flag visibility in Squad Builder (if you have Coach role)
• Access to player emergency contacts (if you have Admin role — specifically for match day emergencies)

Critical: GoClubPro is NOT a medical records system. Maintain a proper first aid log separately. The app's injury flags are administrative, not clinical.

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Life Member

Role in GoClubPro: Player role (even if not playing). Or Co-Admin if they're actively involved.

What they typically need:

• Access to the Noticeboard and Feed (club social content)
• Schedule view (fixture results)
• No financial access required
• No squad selection access required

Fee handling: Life members who are fee-exempt have their fees manually marked as paid by the Treasurer each season. They don't need special configuration — just a manual ledger entry each registration period.

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SECTION 2: CANTEEN & MATCH DAY VOLUNTEERS

Canteen coordinators and match day helpers typically don't need GoClubPro access for their volunteering duties. However, if they need to know the schedule:

Recommended setup:

• Create a player account for the volunteer
• Assign them to a "Volunteers" team (a team with no fixtures — just for communication)
• They can then receive broadcasts and see the club schedule

Alternative: Share fixture schedule via CSV export or link (Admin Panel → Schedule → Export) — no app account needed.

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SECTION 3: COMMITTEE MEETING SUPPORT

Preparing a Member Report for Committee

1. Admin Panel → Members → Export CSV
2. Open in Excel/Google Sheets
3. The CSV contains: name, email, role, team, registration status
4. Add a column for payment status (from Aging export)
5. Use this as your committee membership report

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Preparing a Financial Report for Committee

See Module 34 (AGM Financial Reporting) for the full guide. For monthly committee meetings:

1. Treasurer → Dashboard → screenshot for summary figures
2. Treasurer → Aging → screenshot for outstanding fees
3. These two screenshots cover most committee financial discussions

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Governance Notes: Role Accountability

Principle: Only give the access level the role genuinely requires. More access = more risk.

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SECTION 4: ONBOARDING A NEW COMMITTEE

When a new committee takes over (e.g., after AGM):

1. Access Audit (Week 1)

1. Admin Panel → Members & Roles → review all Admin and Co-Admin accounts
2. Former committee members: change role to Player
3. New committee members: assign appropriate roles
4. All new admins: enable MFA immediately

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2. Financial Handover (Treasurer changeover)

If the Treasurer role is changing:

1. Club Admin: Admin Panel → Members & Roles → assign the Treasurer role to the incoming Treasurer
2. Outgoing Treasurer: walk the incoming Treasurer through open items in Reconciliation and Aging
3. Update the club's bank account signatories with the bank directly (this happens outside GoClubPro)
4. Outgoing Treasurer: role changed to Player (or Co-Admin, if they remain on the committee) once the handover is complete

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3. Settings Review (Secretary)

1. Settings → Club Details — update any changed details (address, contact, new secretary email)
2. Settings → Features — review which modules are enabled; does new committee want to change any?
3. Settings → Fee Configuration — note current fees; new committee to decide if changes needed for next season

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4. Committee Orientation Broadcast

Send a broadcast introducing the new committee:

"New Committee — [Season/Year]

We're pleased to introduce the [Club Name] committee for the [Year] season:

President: [Name] Secretary: [Name] Treasurer: [Name] [Other roles]

For any club enquiries, contact [Secretary email].

We're looking forward to a great season!"

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VISUAL: Role Access Summary for Non-Playing Members

 SQUAD FINANCIAL MEMBER BROADCAST SCHEDULE
ROLE BUILDER DATA MGMT VIEW
───────────────────────────────────────────────────────────────────────────
President (Admin) ❌ ✅ ✅ ✅ ✅
Secretary (Co-Admin) ❌ ❌* ✅ ✅ ✅
Treasurer ❌ ✅ ❌ ❌ ✅
Registration Sec (Admin) ❌ ❌* ✅ ✅ ✅
Team Manager (Coach) ✅ ❌ ❌ ❌ ✅
Scorer (Coach) ✅ ❌ ❌ ❌ ✅
First Aid Officer (Player) ❌ ❌ ❌ ❌ ✅
Life Member (Player) ❌ ❌ ❌ ❌ ✅

* Co-Admin can access financial data but it's not their primary responsibility

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TOOLTIPS & HINTS

• Team Manager with Coach role — only has Squad Builder access for the specific team(s) they're assigned to; can't see other teams
• Life member fee exemption — not a system setting; Treasurer manually marks as paid each season
• Volunteers with no app account — the club can export the schedule as CSV; they don't need an account to know when matches are
• First Aid access to emergency contacts — emergency contacts are in player profiles; Admin or Co-Admin can access these on match day from a phone; consider briefing your first aid officer on how to access this quickly

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FAQ

Q: A committee member wants to see everything but isn't actively managing any one area. What role do they get? A: Co-Admin. It provides read access to most areas without full platform admin powers.

Q: Our scorer doesn't want to download an app. Can they still record results? A: Admin or Coach role users can record results from any browser (mobile or desktop) — they don't need to install the PWA. Share the web link with them.

Q: A life member is upset they're showing as "Unpaid." How do we fix it? A: Treasurer → Accounting → find their registration fee → manually mark as Paid with a note: "Life member fee exemption — committee approved."

Q: Our team manager wants to message the team. How? A: If they have Coach role, they can post to the Noticeboard (if it's club-wide). For team-specific messages, they can post there tagged to their team. For direct broadcasts, they'd need Co-Admin or Admin to send on their behalf.

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COMMON MISTAKES

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SHORT ONBOARDING SCRIPT

"Welcome to the committee! Your GoClubPro role is [Role Name]. Here's what that gives you access to: [role-specific list from the table above]. The most important things to do first: enable MFA on your account (Profile → Security → Enable MFA) and check that your contact details are correct (Profile → edit). If anything looks wrong in your access or if you need more access to do your job, contact the Club Admin. The rest of this training guide explains the specific features you'll use in your role."

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MICRO-TRAINING QUICK TIPS

• President/Secretary: Admin or Co-Admin role; review access annually after AGM
• Treasurer: Treasurer role only — don't give them Admin unless needed
• Team Managers: Coach role for their team — no more access needed
• Scorers: Coach role gives them result recording access
• Life members: Player role; Treasurer manually marks fees as paid each season
• After every AGM: audit all Admin/Co-Admin accounts; remove former committee members

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Training Module 43 | See also: 06 Admin Panel · 15 Security Settings · 36 Admin Handover