Match Day Operations — GoClubPro

Training Module 59 | What Every Role Does on Match Day

What This Guide Covers

Match day is when everything the app does behind the scenes becomes real: squads are confirmed, absences are noted, results are recorded, and fees are generated. This guide walks through the complete match day timeline for every role — from the night before to post-match wrap-up.

Primary audience: Coaches, Club Admins, Team Managers, Players Best used alongside: 05 Selection Board · 03 Schedule

SECTION 1: THE MATCH DAY TIMELINE

Overview: Who Does What and When

NIGHT BEFORE
├── Coach: finalise squad (Squad Builder → Confirm)
├── Admin: check unpaid member list if no-pay-no-play policy applies
└── Players: RSVP if not done; check Squad Builder for their selection

MATCH MORNING (2–3 hours before)
├── Coach: check late withdrawals; update Squad Builder
├── Team Manager: check venue and time in Schedule
└── Players: check they're in the confirmed squad

AT THE GROUND (pre-match)
├── Coach: verbally confirm attendance; note any non-shows
├── Team Manager: confirm umpire payment if club pays
└── Admin (if present): handle any on-the-day membership queries

POST-MATCH
├── Coach/Admin: enter result in Admin Panel → Schedule → fixture
├── Treasurer: record umpire payment in Accounting (if applicable)
└── Fine Master: run kangaroo court if fines are enabled

NEXT DAY
└── Admin: verify result, standings updated, any injury records to add

SECTION 2: THE NIGHT-BEFORE CHECKLIST

Coach: Finalise the Squad

The squad should be locked the night before — not morning-of — to give players certainty and prevent last-minute chaos.

Squad Builder → select the upcoming fixture
Review availability signals:

Green (RSVP'd yes) → include
Red (RSVP'd no / blockout) → exclude
Grey (no response) → call/text if critical to squad

Draft → confirm selected players → Confirm Squad
Confirmed players receive an in-app notification
Any player not selected: no notification by default (adjust if your club's policy differs)

If a player hasn't RSVP'd:

Check if they have a blockout active (Profile → Blockouts)
If no blockout and no RSVP: follow up directly (phone/text) before confirming the squad
Coaches should not assume a no-RSVP is available

Admin: Pre-Match Compliance Check

If your club enforces no-pay-no-play:

Treasurer → Aging → filter to current competition
Note any members with outstanding registration fees who are in the upcoming squad
Communicate to Coach: "[Player X] has an outstanding registration fee"
Coach decision: exclude or allow at their discretion per club policy
The platform doesn't block selection — this is an enforced-by-coach policy

Players: The Night-Before Check

Schedule → find upcoming fixture → verify time and venue
Squad Builder (if accessible as a player) → check selection status
If unsure whether selected: check in-app notification or contact coach
Last-minute unavailability? → update RSVP immediately; contact coach directly (don't rely on the RSVP alone)

SECTION 3: MATCH MORNING

Late Withdrawal Protocol

When a selected player withdraws morning-of:

Player:

Update RSVP in Schedule → fixture → change to "Not Going"
Contact coach directly (call/text) — don't rely solely on the app notification

Coach:

Squad Builder → find the fixture → edit squad
Remove the withdrawing player
Add a replacement (from available non-selected members if needed)
Re-confirm the squad if required by your club's process
Notify the replacement directly

Note: Late withdrawals affect the player's availability record. Coaches can see attendance% over time in the Squad Builder — consistent late withdrawals show up here.

Team Manager: Pre-Match Ground Checks

Schedule → fixture detail → confirm:

Venue name and address (correct?)
Kick-off / start time
Home or away (who supplies the ball? who pays umpires?)

If home game: arrange umpire fee cash (if your club pays; see Module 56)
If away game: check whether the host club has contacted you about any changes

SECTION 4: AT THE GROUND

Coach: Managing Actual vs. Confirmed Attendance

The confirmed squad in the app is a plan — reality may differ.

When players don't show (last-minute no-shows):

After the match: Squad Builder → fixture → mark any no-shows as absent
This updates their attendance record accurately
Match fee: no-show players may or may not still owe the match fee depending on your club's policy

When unplanned extras show up (someone turned up who wasn't confirmed):

Coach can include them in the actual lineup
After the match: update Squad Builder to reflect who actually played
Admin: verify their match fee is generated if applicable

On-the-Day Membership Queries

Sometimes a new member shows up wanting to play, or a lapsed member turns up.

Admin or Team Manager response:

New member: join link → they sign up on-phone; admin approves via Admin Panel → Members → Pending
Lapsed/unregistered member: they cannot be covered by the club's insurance until registered and approved; they should not play that day
Ongoing dispute: take their details; admin resolves through the platform after the match

SECTION 5: POST-MATCH

Entering the Result

This is the most important post-match action — it feeds standings, stats, and Fantasy League scoring.

Who enters results: Club Admin or Coach (if given Admin access for this purpose)

Admin Panel → Schedule → find the completed fixture
Click Edit / Enter Result
Enter:

Your team's score
Opponent's score
Any walkover/forfeit designation (if applicable)

Save → standings update automatically

Timing: Enter results as soon as possible after the match — ideally that evening or the next morning. Delayed results cause standings to be inaccurate for all clubs in the competition.

For your league platform-synced competitions: Results may come through automatically via schedule sync. Check the fixture after the sync before entering manually to avoid duplicates.

Recording Attendance for Fantasy/Stats

If you're running Fantasy League or tracking player stats:

Admin Panel → Schedule → fixture → Attendance / Scoring Events
Mark which confirmed players actually played
If Fantasy League is active: enter scoring events (goals, assists, best-on-ground, etc.)
Save

This step is separate from the result entry. Don't skip it if Fantasy League is enabled — participant scores won't update without scoring events.

Injury Recording Post-Match

If a player was injured during the match:

Player (when well enough): Profile → Health & Injury → Report Injury → enter details

Coach (on player's behalf if needed): Admin Panel → Members → find player → Health & Injury → Add Injury Record

What to record:

Injury type (muscle, ligament, fracture, concussion, etc.)
Match/date of injury
Expected return (if known)
Concussion? → follow sport's specific return-to-play protocol (Module 41)

Treasurer: Post-Match Financial Actions

If your club pays umpires:

Treasurer → Accounting → Add Manual Entry
Description: "Umpire fees — Round [X] — [Grade] vs [Opponent]"
Amount: umpire fee(s) paid on the day
Mark as Paid

If the match generates match fees (auto-generated):

Match fees generate automatically after the fixture date passes
Treasurer doesn't need to do anything — they appear in members' Payments tab
Check Aging on Monday for any newly generated fees that are already overdue (from members with pre-existing balances)

SECTION 6: NEXT-DAY WRAP-UP

Admin: Monday Morning Check

Results: are all weekend results entered? (Admin Panel → Schedule)
Standings: do they look correct after results are in?
Injuries: any new injury records to add based on coach report?
Aging: any match fees triggered this weekend that are already late?
Fantasy: if Fantasy League is enabled — scoring events entered for each match?

The Monday morning 10-minute habit:

Results ✅ → Standings ✅ → Injuries ✅ → Aging check ✅ → Fantasy scoring ✅

VISUAL: Match Day Roles at a Glance

NIGHT BEFORE MATCH DAY POST-MATCH

COACH COACH COACH/ADMIN
Confirm squad → Late withdrawals → Enter result
in Squad Builder Update squad Enter scoring events

PLAYERS PLAYERS PLAYERS
Check RSVP → Show up! → Update injury if needed
Check schedule Tell coach if Pay match fee via app
 you're not playing

ADMIN TEAM MANAGER TREASURER
No-pay-no-play → Ground check → Umpire payment
compliance check Umpire payment in Accounting
 cash ready

TOOLTIPS & HINTS

Confirm squads the night before — morning-of changes are disruptive; build the habit early in the season
Results within 24 hours — standings are only as current as the last entered result
Late withdrawals update the record — a player who RSVP'd yes but didn't show should have their attendance corrected post-match
Fantasy scoring events are a separate step from results — easy to forget; set a Monday reminder
Match fees auto-generate — no Treasurer action needed for standard match fees; just check Aging Monday

FAQ

Q: A player played but wasn't in the confirmed squad. Do they get charged a match fee? A: Match fees typically generate for all members assigned to the team for that fixture date. Whether a non-confirmed player is charged depends on how your fee configuration and registration is set up. Check Accounting after the match.

Q: The result is wrong — we entered the wrong score. Can we fix it? A: Admin Panel → Schedule → fixture → Edit → correct the scores → Save. Standings recalculate automatically.

Q: We forfeited a match. How do I record that? A: Admin Panel → Schedule → fixture → Enter Result → mark as Forfeit (or record 0 vs 20 / per your association's forfeit score convention). Check your association's rulebook for the official result recording method.

Q: A player was injured and taken to hospital. What do we do in the app? A: The app can wait — prioritise the person. Once they're safe, the Coach or Admin adds the injury record. There's no time-sensitive platform action for medical emergencies.

COMMON MISTAKES

Mistake	Consequence	Prevention
Confirming squad morning-of	Players uncertain; coach rushing	Night-before squad lock habit
Not entering result until days later	Inaccurate standings all week	Enter result Sunday evening or Monday morning
Forgetting Fantasy scoring events	Fantasy participants' scores don't update	Monday reminder: scoring events after results
No-show players still marked as attending	Incorrect attendance record	Update Squad Builder post-match to reflect reality
Umpire fee not recorded in Accounting	Budget reconciliation gap	Record umpire payment same day

SHORT ONBOARDING SCRIPT

"Match day has three critical platform moments: confirm the squad the night before, enter the result within 24 hours, and record Fantasy scoring events if you're running Fantasy League. Everything else on match day is operational — the app supports it but doesn't require real-time updates. Build the habit of a Monday morning 5-minute check: results entered, standings look right, injuries recorded, Aging scanned. That habit keeps the platform accurate all season."

MICRO-TRAINING QUICK TIPS

Night before: Coach confirms squad → players get notification
Morning-of: late withdrawals go in Squad Builder + direct contact to coach
Post-match: result entered same day (Admin Panel → Schedule → fixture)
Fantasy League: scoring events entered separately from result
Injuries: report via Profile → Health & Injury as soon as practical
Mondays: 10-minute check (results, standings, injuries, aging, Fantasy scoring)

Training Module 59 | See also: 05 Selection Board · 03 Schedule · 07 Treasurer · 41 Injury Management · 54 Fantasy League Admin