Working with Your Association's Registration Portal — GoClubPro
Training Module 81 | Coordinating GoClubPro with your league platform, SportsTG, and Association Portals
What This Guide Covers
Australian sporting associations typically run their own registration portal — your league platform (AFL, Cricket Australia, Football Australia, Netball Australia, and others), SportsTG (legacy for many codes), or bespoke systems. These portals handle competition eligibility, player registration with the governing body, and (in some codes) insurance. GoClubPro handles your club's internal operations — payments, squad management, communication, and accounting. This guide explains how they work together and where the handoffs are.
Primary audience: Club Admins, Registration Coordinators, Coaches Also useful for: Treasurers (rego fee splitting), Parents (registering children)
SECTION 1: THE TWO-SYSTEM REALITY
What Each System Handles
| Task | GoClubPro | Association Portal (your league platform / SportsTG) |
|---|---|---|
| Member registration with the club | Yes — join via club link | May require a separate registration |
| Player insurance (national/state body) | No | Yes — handled by the association portal |
| Competition eligibility | No (GoClubPro has no eligibility database) | Yes — player must appear in the association's system to play |
| Club registration fees (match fees, rego) | Yes — declared via Bank Transfer or wallet credit, verified by Treasurer | Sometimes — depends on code |
| Association levies / affiliation fees | Manual entry in Accounting | Invoiced/billed by the association |
| Playing statistics (for your league platform codes) | Sync from your league platform (Module 25) | Primary record |
| Team entry into competition | No | Yes — done in association portal |
| Grade draws / fixtures | Sync from your league platform (Module 25) | Primary record |
| Clearances / transfers | No | Yes — clearance must be done in association portal |
The golden rule: A player can be in GoClubPro all day — but if they're not registered in the association portal, they cannot legally play. These are two separate systems with two separate jobs.
The Registration Journey (Dual-System)
Most clubs run registration like this:
- Step 1 — GoClubPro: Member joins via the club link → approved by Admin → pays club fees (match fees, registration) via Bank Transfer, verified by the Treasurer (or covered instantly by wallet credit)
- Step 2 — Association Portal (your league platform / SportsTG): Admin registers the player in the association's system (or player self-registers if the portal allows it)
- Step 3 — Eligibility confirmed: Association confirms the player is registered → they may play
- Step 4 — Insurance active: Player insurance (usually included in association rego fee) activates
Some codes (AFL via your league platform) allow players to self-register in your league platform and the club then links them. Others require the club admin to register each player. Check with your association.
SECTION 2: league platform SPECIFIC WORKFLOW
your league platform Registration Season Setup (Admin)
Each season the Club Admin must:
- Log into your league platform at **your-league-platform.example.com with admin credentials
- Navigate to your club's dashboard
- Create the new season's registration products (or confirm they've rolled over from last season)
- Set your competition products (which products link to which grade/team)
- Note the Competition IDs for each grade — you'll need these to sync with GoClubPro (Module 25)
Competition IDs change every season — this is a common source of sync failures. After a new season is set up in your league platform, update the Competition IDs in GoClubPro.
your league platform Self-Registration (Player / Parent Flow)
For codes where players self-register in your league platform:
- Player goes to **your-league-platform.example.com or the code-specific portal
- Selects their state → finds your club → selects the correct grade/product
- Pays the association rego fee (this goes to the association, not your club)
- Player appears in your your league platform club dashboard as "pending" or "registered"
- Admin confirms registration in your league platform
- Player's registration status can now be synced to GoClubPro (Module 25)
Club rego fees are separate: The your league platform payment is the association levy / insurance. Your club's fees (match fees, club registration) are collected through GoClubPro separately.
your league platform + GoClubPro Sync
Once your league platform is connected (Module 25 — Schedule Sync Integration Guide):
- Fixtures pull into GoClubPro Schedule automatically
- Results posted in GoClubPro push back to your league platform (where the integration supports it)
- Player stats from your league platform appear on player profiles
What doesn't sync:
- Payment status (GoClubPro payments ≠ your league platform rego payments)
- Player eligibility (your league platform holds this; GoClubPro doesn't check it)
- Clearance/transfer status
SECTION 3: SPORTSTG (LEGACY CODES)
SportsTG Overview
SportsTG (now sometimes called "Play Football" or similar rebrands per code) is the legacy portal used by many state sporting associations. If your association uses SportsTG:
- The Admin logs in at the association-provided SportsTG URL
- Each season: confirm your club's registration is active (club affiliation fee)
- Register players (individually or via bulk import)
- Print or export clearance certificates for transfers
- Submit team entries for the draw
SportsTG + GoClubPro: There is no automatic integration between SportsTG and GoClubPro. You run them side-by-side. GoClubPro imports fixtures via CSV export from SportsTG (Module 03 — CSV import).
CSV Import from SportsTG
If your association publishes the draw in SportsTG:
- SportsTG → Fixtures → Export to CSV
- GoClubPro → Schedule → Import CSV
- Map the columns (date, time, home team, away team, venue)
- Confirm import — fixtures appear in Schedule
Update the import whenever the draw changes (rounds added, venues changed). GoClubPro doesn't auto-detect SportsTG changes.
SECTION 4: ASSOCIATION LEVIES AND FEES
Two Types of Association Money
| Type | Description | Where It Goes | How It's Handled in GoClubPro |
|---|---|---|---|
| Player registration / insurance levy | Per-player fee payable to the association | Paid to association (via their portal or invoiced) | Accounting → Expense when the club pays the invoice |
| Association affiliation / club fee | Annual club fee to remain affiliated | Paid to association (invoice) | Accounting → Expense |
| Match levies | Per-match fee charged to the club | Paid to association | Accounting → Expense |
| Fines / penalties | Issued by association tribunal or match committee | Paid to association | Accounting → Expense → "Association fine — [reason]" |
If your association bills through GoClubPro: Association Admin users can issue bills directly to clubs through the platform (Module 16). When a bill is issued, it appears in your club's Treasurer view as an outstanding amount.
Reconciling Association Invoices
When you receive an invoice from your association:
- Check the invoice against your own records (number of registered players × levy rate)
- If correct: Treasurer → Accounting → Manual Entry → Expense → "Association player levy — [Season] — [X] players × $[Y] = $[Total]"
- Pay via bank transfer (external)
- Update Accounting with payment date
If there's a discrepancy:
- Contact your association Registrar with your player count evidence
- Don't pay an incorrect invoice without resolution
- Note the discrepancy in Accounting → "Association invoice disputed — awaiting correction"
SECTION 5: PLAYER ELIGIBILITY IN A DUAL-SYSTEM WORLD
Who Is Eligible to Play?
The association determines eligibility — not GoClubPro. The platform has no way to check if a player is registered with the association. This creates a practical gap that clubs must manage manually.
Practical eligibility checklist for coaches and admins:
Before each match, the coach/team manager confirms:
- Player is registered in the association portal (appears in your league platform / SportsTG as active)
- Player has paid their GoClubPro fees (or a waiver/plan is in place — Module 68)
- Player is not suspended (club or association suspension)
- For juniors: player's age group registration is correct (e.g., not playing up illegally without association approval)
No-pay-no-play policy (Module 42): This is a GoClubPro-level policy (club enforces it). It does not interact with association eligibility — a player could be eligible with the association but withheld from the squad by the club for non-payment.
Clearances and Transfers
Player clearances (transfers between clubs) are handled entirely in the association portal:
- Player requests clearance from their former club in the association portal
- Former club approves (or refuses, per association rules)
- Association approves
- Player becomes eligible for the new club
In GoClubPro: Add the transferred player to your club via the standard join link after clearance is confirmed. Do not add them to the squad until eligibility is confirmed in the association system (Module 63).
VISUAL: Dual-System Flow
PLAYER WANTS TO JOIN
│
▼
Step 1: GoClubPro
Join via club link → Admin approves
Pay club fees (Bank Transfer/wallet) → Assigned to team
│
▼
Step 2: Association Portal
Register in your league platform / SportsTG
Pay association levy / insurance
│
▼
Step 3: Confirmed Eligible
Association system shows "active"
Coach confirms eligibility before selection
│
▼
Step 4: schedule sync (if configured)
Fixtures sync to GoClubPro Schedule
Stats sync to player profiles
│
▼
ONGOING
Association levy invoice → Accounting expense
Draw changes → CSV reimport (SportsTG) or auto-sync (your league platform)
Clearances → Association portal first; then GoClubPro add
TOOLTIPS & HINTS
- Two separate payments — association levy (paid to association in their portal) and club fees (paid to club via GoClubPro) are completely separate; members must pay both
- Competition IDs change every season — update them in GoClubPro after creating the new your league platform season or the sync breaks
- Eligibility ≠ payment — a paid-up player in GoClubPro isn't necessarily eligible if they haven't registered with the association
- SportsTG draws: CSV import is manual — no auto-sync; reimport after every draw change
- Association invoices: reconcile before paying — count your registered players and check the maths
FAQ
Q: A player paid their GoClubPro fees but forgot to register in your league platform. They played a game — are we in trouble? A: Potentially yes. Playing an unregistered player is a breach of association rules and could result in match points being forfeited. Report it to your association proactively — most take a cooperative stance for first-time honest mistakes vs. deliberate infringements.
Q: The schedule sync stopped working after we set up the new season. Why? A: Almost certainly because the Competition IDs changed. Log into your league platform, find the new season's competition IDs for each grade, and update them in GoClubPro Settings → Schedule Sync Integration. See Module 25.
Q: Our association sends us a monthly match levy invoice. How do I record it? A: Treasurer → Accounting → Manual Entry → Type: Expense → "Association match levy — [Month] — [X] home games × $[Y]" → Amount → Date invoice received → Save. Pay externally via bank transfer.
Q: Do parents need to register their child in both systems? A: In most codes, yes — but the club usually handles the your league platform/SportsTG registration on behalf of the family (or guides parents through the self-registration process). Make it clear in your welcome communications which system does what and what the parent needs to do vs. what the club handles.
COMMON MISTAKES
| Mistake | Consequence | Prevention |
|---|---|---|
| Assuming GoClubPro payment = eligibility | Unregistered player plays; match result at risk | Separate eligibility checklist; confirm in association portal |
| Not updating Competition IDs after new season | schedule sync breaks; fixtures don't appear | First task after setting up a new your league platform season |
| Paying association invoice without reconciling | Overpaying (excess players listed); underpaying (missing players) | Count registered players first; dispute discrepancies in writing |
| Adding a transfer player before clearance is confirmed | Ineligible player plays; may forfeit match points | Clearance confirmed in association portal → then add to GoClubPro |
| Only importing SportsTG draw once | Late draw changes not reflected in GoClubPro | Reimport CSV after every association draw update |
SHORT ONBOARDING SCRIPT
"GoClubPro and your association's registration portal (your league platform, SportsTG) are two separate systems doing different jobs. GoClubPro manages your club — payments, squad, communication. The association portal manages eligibility — player registration, insurance, clearances. A player needs to be in both systems before they play. Your association levy invoices are separate from GoClubPro fees — record them as expenses in Accounting. For your league platform users, competition IDs change every season — update them or the fixture sync breaks. For SportsTG users, fixtures are a manual CSV import — reimport after every draw change."
MICRO-TRAINING QUICK TIPS
- Two systems, two jobs: GoClubPro = club ops, association portal = eligibility
- Player must be in both systems before playing
- Association levy = Accounting → Expense (separate from club fees)
- League Platform Competition IDs: change every season → update in Settings after new season setup
- SportsTG draw: CSV export → GoClubPro Schedule → Import CSV; repeat after changes
- Transfers: clearance confirmed in association portal first, then add to GoClubPro
- Eligibility check before each match: coach's responsibility, not the platform's
Training Module 81 | See also: [25 Schedule Sync Integration](25-league platform-integration.md) · 03 Schedule & Fixtures · 42 Registration & Eligibility · 63 Player Transfers · 16 Association Admin