Before you start

Who does this: the person setting the club up. You become the organisation’s Owner. Allow fifteen minutes to gather what’s below; the setup itself then runs in order through the guides in this section.

Have these ready

Your club’s details

• Club name, and a short name for web addresses (for example fraserparkfc). The short name becomes part of every registration link you share, so choose it once.
• ABN, street address, website and a contact person for the club (name, role, email, phone).
• Timezone (ClubEzy offers the Australian capital-city zones plus Auckland and Fiji).
• Logo as a square image, up to 5 MB.

Your first season

• A season name people will recognise, such as 2027 Season. Don’t leave it as “First Season”; the season is inside every registration link.
• Start and end dates, and the dates registration opens and closes.

Teams and groups

For each team or group you’ll run this season: a name (for example Under 12 Boys), division, age group, gender (mixed, male or female) and a maximum squad size. Only real teams should be set up as teams; a “coaches” or “committee” group is a group, not a team.

Your people

• Committee, coaches and managers: name, email and the role each holds. Every one of them gets an emailed invitation, so the email must be one they use.

• Existing members in a spreadsheet. Download the member import template and keep these column headings exactly:

  firstName,lastName,email,phone,dateOfBirth,gender,memberNumber

  First name, last name and email are required. Dates of birth can be 2010-05-15, 15/05/2010 or 15 May 2010. Delete the example row before you import.

  Children under 16 don’t have their own login. Parents register them through your public registration form, so you don’t need child email addresses in this file.

Policies and compliance

• Web links to the documents members should see: privacy policy, code of conduct, refund policy and so on.
• Which accreditations you require, and from whom, for example a Working With Children Check for every coach and manager.
• Any agreements members must accept before they use the app, such as a code of conduct.

If you sell gear

• The club’s bank account details (account name, BSB, account number). They appear on order emails so members can pay you directly. ClubEzy doesn’t take payments itself.

What happens next

Next: Create your account and sign in. Everything after that follows the order of this section: organisation, club profile, season, teams, people, registration.