The page contains release information prior to version 7
Members can now login to ClubHub to view emails they have sent via ClubHub, or sent to them via ClubHub.
If a member is experiencing troubles receiving emails then this new feature not only provides the information that they are missing, but also will help you and the member sort out the issue.
There are any number of reasons members do not find ClubHub delivered emails in their inbox, such as
Using Email Review, members can login to ClubHub and
Clubs may now collect repeating data on their members. For example, a car club might want the member to provide details on all their cars, or a yacht club might want the member to record any assets and their insurance details that they have stored in a club locker.
This information is not collected at registration as this would complicate the process too much, and the registration process might time out if the registering person has to go and look details up. Rather, the member will register, and then add the details for the particular asset that the club requires. The registration email and various clubtexts can reinforce this requirement.
Note that this type of data is probably not appropriate for non-year round clubs like football and rugby, since their data is rolled over each year, and assets are not retained within the archive database.
At the request of the merchandise supplier to one of our clubs we have added a Supplier Code, to make the supplier's life a bit easier when processing orders.
The Payment Form need not be called "Payment Form" any more e.g. you can call it "Pro Forma Invoice". Amend if required using clubtext 117.
The Payment Form can be emailed to themselves if your member wishes, at registration time, or when they are logged in.
ClubHub continues with a number of developments to reinforce security.
This is a maintenance release only (PDO).
In the View Member Information screen (after a search) organisations that use our Teams functionality can now see which team(s) a coach or team manager is associated with, and and can click and access the team in the same way as for players.
If you want to see what registration emails look like (perhaps after you have made changes to data in clubtexts), then go to Configuration >> Review Email Text.
Those in year round clubs will see the Renewal Email text as well.
A variery of fixes are now in place.
The main change is in this release is under-the-bonnet, and is stage 1 of improvements to the security of ClubHub.
Those organisations who use our Sale and Events functions can now control merchandise stock levels, so that an item becomes unavailable once it's been purchased (not paid, just purchased).
This stock control includes control options such as size and colour. Please read the new helptext carefully.
When people are registering there is a "breadcrumb" at the top of their pages showing their progress through registration.
The registering person can now hover on the breadcrumb and see advice on where they are up to, what they need to do next, and how to go back and change something if required.
The hover text is clubtext, so the primary administration can amend it if required (clubtexts 219, 220, 221, 222, 223, 224, 225, 226, 227, 228, 230, 232, 233).
The new WYSIWYG editor recently changed for ClubHub has been installed in UpFront (the website editor) too.
We have added a function to ClubHub to allow you to display ClubHub in widescreen mode. You will see the link on your Home page when logged into ClubHub.
Using this mode will be useful
Sometimes users doesn't know what to do after a successful registration - they seem to want an additional instruction telling them to close the browser. So we have created clubtext 35 and 36.
Clubtext 35 (displays after registration if money is owed)
That's registration complete, and all that you need to do now is select a payment option.
Clubtext 36 (displays after registration if no money is owed)
That's registration complete, and there's nothing else for you to do, so just close the browser.
Primary administrators can amend this text in the normal way (Tasks >> Configuration >> Configure text).
ClubHub now shows a warning message for administrators of Xero using clubs, if a payment is being made against debt that's part paid in Xero. This should avoid the situation where ClubHub cannot delete and replace an invoice.
The administrator can still make the payment, but the ClubHub clearly warns that it's a bad idea.
Administrators are not permitted to reverse a credit card payment normally, since to do so will mean that credit card reconciliation is impossible.
However now, if the payment is marked as a credit card payment only because of the payment type selected by the administrator i.e. the payment has not gone through full credit card processing, reversal is allowed.
We have updated the editor that you use when composing emails, noticeboard items and the like. In most browsers things should work fine and you'll notice little difference, but if anything looks odd, then please clear your browser's cache, and try again.
For clubs that have annual renewals a school year value that was correct once becomes incorrect in following years.
If your activities depend on School Year then ask ClubHub Support to add the Calculated School Year field for your organisation, and then in the Player Report you can list the calculated value (based upon a 1 June to 31 May year).
Organisations with a waiting list can now charge a fee for the applicant to go onto the waiting list.
Previously, receipt emails were sent to one of the email addresses recorded for a family, seemingly randomly, and this led to slight confusion in some cases, and extreme annoyance in others (where the non-paying parent seemed to get the credit for payment).
ClubHub now sends a receipt email to all email addresses for a family, so that there is no confusion on whether payment has been made, and thus less likelihood of both parents paying a debt.
Recently we changed ClubHub so that when the administrator registers someone the registration email is not sent automatically, but becomes a choice for the administrator. This change did not include a choice about the registration email sent to parents when you updated an automatically created parent name for the first time.
That function now provides the choice as well.
Some clubs will be pleased to find that coaching course attendees can now easily be turned into real club members. Administrators will use the Move function to achieve this.
Much of the development for this release is invisible to Clubhub users, since they are to cope with changes to ClubHub's underlying operating systems. If you notice anything not working as expected then it's very important that you advise us quickly, so that we can fix ASAP.
We've made the top menu a little larger to make navigation easier.
ClubHub now allows members to set up contact between each other. For example tennis club members might want to regularly arrange games within a select group. Each person would locate the members they are interested in contacting and request that contact be permitted. If accepted then thereafter those two members can see each others contact details, and can email as required.
Note that My Contacts will work best for year around clubs. We don't recommend it for seasonal clubs like football and rugby where team contact provides similar functionality.
If your organisation has many merchandise items and coaching courses and events available to your members, then Display Categories will make it easier for them to find what they want to buy. Products for sale can be attached to a Display Category and the member just opens the category they require.
To use Display Categories
Previously a coaching clinic stopped appearing once it was sold out. Now the coaching clinic will be shown, but will be unavailable for purchase.
This will reduce queries from members telling you that they can't find the item they are looking for.
A merchandise item can have several options such as a shirt being available in red and blue. A member who wants both could not buy both during their purchase session since only one item was available.
Products with many options will now display the text
If you want to purchase additional options for this item, complete this purchase with your registration and then login to purchase more.
The alternative for your organisation if this solution does not meet your needs is to create one item for each option so that both appear.
Previously if a member selected items for purchase during registration and then decided to edit their details before completing registration, their selections were forgotten and needed to be reselected. ClubHub now remembers.
Seasonal clubs can now have prompt payment discounts, and this can apply to just renewing members, or include new registrations as well.
We have added DATE as a new type of customfield. So if you wanted to store Car Registration Date you would ask ClubHub Support to add that field in the DATE format.
Once added your members would select a day, select a month, and then enter the year, and ClubHub would ensure that's a valid date.
For clubs using Xero, members can now delete unpaid merchandise and event/coaching course purchases even when the invoice has been created in Xero already (presuming that delete is permitted for the product and that the club has Xero auto-delete turned on).
If you have documents that you want to make available to your members but you do not want to post them on your website or email them, then ClubHub Documents is a solution, since members must login to ClubHub to view them.
This function allows you to load documents (and images) and make them available to members within the Club depending on their role in the Club. For example, you can make one document available to grade coordinators, and another available to all members.
We have made a change to merchandise and coaching course reporting so that the special fields, the ones defined for that product, appear in their own columns.
Since different products have different column headings you'll only see this change when you select just one merchandise item or coaching course. If you select several then the report will show the extra fields under the product name as before.
This release details a number of changes made over the last couple of months.
Grade coordinators are now able to manage Email Validation from a Health Check on their ClubHub home page.
Our competition software now allows for tournaments played over a single day.
Any purchases that have not been paid for can now be deleted in bulk.
Netball centres now have a new games day score sheet that lists all players (so that they can be checked off).
Clubs that have a common renewal date for their members will now be advised a week before renewal emails are dispatched.
This release is concerned only with refunds.
We have introduced a change to make the refunding of payments easier, and to make ClubHub reflect the real financial position more accurately.
This replaces the previous recommended practice which involved creation of debit and credit adjustments to keep the member accounts balanced.
You can refund any paid item in ClubHub by clicking the Refund link that appears when you select Manage existing purchases and bookings for this group in the payment area.
You are given the choice of refunding the money, or deleting the transaction and turning the money into a credit for the member. The choices are explained on the refund screen.
Whatever option you choose the transaction, the result is that the paid transaction will no longer appear in ClubHub as income.
As part of the refund process you can allocate some of the refund to be retained as a club administration fee.
Of course, creating a refund does not get the money into the member's hands - this step is done outside ClubHub. To help you remember to do this the refund should be marked as confirmed when you have done the outside-ClubHub steps. Refunds that are not confirmed are reported in the administrator's Health Check.
In addition to this change we have
In the editor, when creating emails and noticeboard items and the like, the text can be left aligned, right aligned, and centre aligned.
This change was also made for UpFront page editing.
When ClubHub creates a Xero Credit Adjustment it retrieves the description from Xero and stores it in ClubHub in the Identifier for that payment. This means that members can see the purpose of the credit note in their statement.
A new report for team organisers (for organisations that allow team registration in ClubHub) has been created.
This feature can be enabled for one or more of your organisation's ClubHub administrators.
It allows the administrator to log on as any club member, as if they were that person.
For year round organisations the renewal of members can be delayed by ClubHub Support on request. If renewals are turned off then administrators will see that reported in the Health Check on their ClubHub home page.
When teams are removed from competitions any charge for entering that competition needs to be deleted first. Now, for competitions featuring team registration, those charges are deleted automatically.
This effectively means that you can create competitions for use during competition registration, and then easily move the teams from that competition into the actual competition.
For reports that feature field tick boxes your last set of field selections for that report will be recalled the next time you run it.
When administrators of year round organisations renew a subscription manually they can decide whether the renewal email should be sent or not.
In our website creation software the user can now control the dimensions of the images displayed in the slideshow.
When reports are created their name appears in the browser tab, to make is easier to identify them if several have been created.
You should already know about the Duplicate Players Report. Now, when duplicates are reported, you can merge the players into one.
The first step is to merge the families together, and this is achieved via the Merge this Family Group with another one link when you've searched for someone.
Once the Family Group is merged a link Manage Duplicate Players in the Family Group appears if
Have a read of the helptext for more information - click the All Help Topics link and look for Player Merge (use control F and enter "merge").
ClubHub can be set up (for all year round clubs) so that everyone has the same Anniversary Date. Thus is doesn't matter when someone registers in the year - they will all be renewed in the next season on the same day.
If yours is a year round club the primary administrator will be sent an email explaining this change in detail.
In our Competitions (AKA Leagues) software a calendar is now displayed when changing dates, so that selection is more accurate.
An administrator can now test registration to see exactly what the person registering sees.
This function is available before registration opens, and even when archiving hasn't been run, so there's no more need to manipulate grade dates to achieve this.
We have now made the editing of clubtexts (see Tasks >> Configuration >> Configure Text) almost fully available to primary administrators.
Please be very careful when editing text, as any spelling mistakes, grammar errors and poor html editing can make ClubHub look pretty amateurish.
And you must always test your changes, regardless how minor they seem.
Administrators can now see the statement for archived members.
Many clubs and organisations have asked us to have the registering person enter their email address twice, to lessen the chances of it being incorrectly entered.
This has now been implemented.
We have introduced a new method of pitch allocation in our competitions module - there are now two
Grade Coordinators may now also edit parent/guardian data if they are permitted to edit player data.
Players and parent/guardian are now permitted to edit the data for everyone in their family (if this facility is turned on for your club). Please ask ClubHub Support to enable this if it’s required.
And it’s possible that you want this function, but would like it disabled for a particular family. This is possible too, via a request to ClubHub Support to disable that particular family (if this function is used heavily we will allow administrators to set it in the future).
The first browser tab in ClubHub will now be called Main (rather than ClubHub - clubname - Online Management), report results will appear in a tab called Report and Help in a tab called Help.
This will assist you in identifying the main ClubHub window.
When you view potential members in the Waiting List you currently just see only default fields such as name, date of birth and email address. You can now ask ClubHub Support to add additional fields to this list.
And in this same area, you can now add a note about the member or his application, and you can see the latest note displayed.
We have two new email contact types that will appear under Contact >> Additional Club Selections if you ask us to turn it on for your organisation.
The first is called Coach Contact and allows a coach (or team manager, assistant coach) to list and contact any or all coaches (or team managers, assistant coaches) within the club.
If you would like your coaches to be able to contact each other them please ask ClubHub Support to add this function. Note that this applies to people attached to a released team.
The second is called Grade Coordinator Contact and allows a grade coordinator to list and contact any or all grade coordinators within the club.
If you would like your grade coordinators to be able to contact each other them please ask ClubHub Support to add this function. Note that this applies only to grade coordinators who are attached to a grade.
Administrators for clubs that use our UpFront CMS software will find a new option under Tasks >> Web Content >> Website. Some administrators will already be familiar with this function.
The Website feature gives your club the ability to get data into your UpFront website without changing the website.
For example you could have a dynamically changing newsfeed that you want to appear in your website pages via ClubHub. There's an example here.
Any web content created this way can be incorporated into your Club's website, and there are several examples on the UpFront Tips website.
We think you'll find the new version cleaner and fresher, but especially significant is that it does not have the previous version's issues associated with pasting from Microsoft Word.
Note: UpFront users might be wondering if the new editor will get implemented in UpFront - yes, we will do this soon.
For the clubs that use our Competition (or Leagues) functionality a new type of draw is available. This draw type is designed to be used by football clubs that run internal junior competitions where
Please check Help >> Help when in the Competition area to see how to set this up.
This release contains a number of new features which are described below. Please contact firstname.lastname@example.org if you have any questions
We have enhanced the delivery fee mechanism, to force the delivery fee to be charged, and to allow for a delivery address to be entered.
Delivery Batching is suitable for
It is not suitable for organisations who have multiple suppliers and wish to send multiple delivery lists.
We have added a confirmation step for people who have selected discounts within the registration process.
This confirmation step lists all discounts and players for the family, and require that the user ticks a box confirming it’s correct. The club will decide on the text they want displayed within this confirmation step, and ClubHub recommends that this explains the policy clearly, and details the consequences of incorrect claims.
For the users of our competition (AKA league) software, scores may be entered in bulk. See Tasks >> Competitions (or Leagues) >> Enter Results for the whole Club.
For the users of our competition (AKA league) software, there are now 3 types of draw that may be generated, and the draw type applies to every league in the centre.
The draw types are
Most clubs are set to ClubHub Optimised. If you wish to investigate changing the way draws are generated for your organisation then look for the link Click here to to see the draw styles available, and how seedings affect the draw in the helptext for competitions.
For our users of the awards software, we have added the concept of a Composite Award. A Composite Award is set up with several contributing awards.
We have rationalised the team/player history, so that if a player is temporarily placed in a team and then removed again, this will not appear in the player's history.
The Registration Progress report now includes 2 new columns: All Players and Linked Players.
Comparing these figures gives you an idea of the number of new players in a grade, versus the number of renewing players in a grade. This is more accurate if you keep on top of your linking by regularly running the history report and linking players that the system has been unable to automatically link.
The linking report now has the suggested links at the top of the report.
This area has been amended if you are working with a family group. If a parent has a role or awards within the club, you might want to keep them when you resign/delete the child they are associated with. This is now possible.
We have made a change to the ClubHub to Xero interface that we think you'll be very happy with. To get it enabled you need to reply, requesting that it's turned on.
Previously when a debt was sent to Xero and was then subsequently paid in ClubHub (by credit card or credit adjustment) ClubHub would say
Paid on Credit Card or Credit Adjustment - please void in Xero
Now, draft and approved invoices (that have had no payment in Xero, and are not in closed off periods) will be automatically deleted and replaced with a new draft invoice for the correct amount.
Clubs that automatically generate annual subscriptions may optionally allow annual member renewals to be generated even when the member's subscription is not paid.
The Merchandise Analysis Report and the Clinics Analysis Report now show the total of credit adjustments made against reported items, so allow the amounts to be reconciled to other reports.
Release 5.8.0 is the move of ClubHub to a new server and new IP address.
If you are having trouble connecting to Clubhub, it might be because ClubHub has moved to a different place. Follow the steps below to remove old and inaccurate information on your computer that is stopping you getting to the correct ClubHub website.
Either Windows or your browser thinks it knows where ClubHub is, but it doesn't, so we have to tell one or both of them to update themselves.
It might be that your Windows DNS file needs a refresh:
1. Open the Start menu
2. Go to Run (if you do not see the Run command, search for "run" in the Search bar)
3. In the Run text box, type: ipconfig /flushdns
4. Press Enter or Return, and your cache will be flushed.
And/or, it might be that your internet browser needs a refresh:
To do this with the Firefox internet browser (if you don't use Firefox, then Google "clear browser cache" for your particular internet browser)
1. Firefox Options >> Advanced >> Network tab
2. Press Clear Now for Your web content cache is currently
This release contains a number of new features which are described below. Please contact email@example.com if you have any questions.
The primary administrator may now amend member fields i.e. the fields that are completed at registration.
You can access this via Tasks >> Edit Member attributes. We ask that you don't treat this lightly - considerable care is required to avoid mistakes, and it's really for:
For complex changes please contact ClubHub Support and you'll need to ask ClubHub Support if you want new fields added.
The View Grades function (or whatever grades are called for your ClubHub) now gives extra detail so that administrators can verify that values are set up to their exact requirements.
We have changed the upload rules when you load an image or document more than once when composing an email.
Previously when you re-upload a file called report.doc the re-uploaded file would be given a new name i.e.
Step 3 is changed, and ClubHub will now overwrite the existing file thereby retaining the same name.
Note that this also applies to our UpFront product.
The Competition Tables report run by the administrator can now be filtered by Competition Group, to give a smaller result for easier selection.
When you are charging teams for a competition those not charged are shown in red to make them more obvious.
Additionally there is now a Competition Charge Generation Completeness report, to be found under Reports >> Competitions. Any uncharged teams (where the competition has a charge) are listed.
Teams can no longer be removed from competitions where they have been charged for that competition (you need to delete the charge, then remove them).
This release contains a number of new features which are described below. Please contact firstname.lastname@example.org if you have any questions.
Primary administrators may now edit their organisational details themselves. This function may be found under Tasks >> Configuration. Every field is explained in the helptext. Your ClubHub banner image may also be updated by selecting a new one from a list of images already loaded into ClubHub. However ClubHub Support is still happy to make changes for you if you prefer.
Primary administrators may now add new administrators, and remove administrator logins no longer required. Note that administrators should only be created where absolutely required as any one of them can make significant changes to your data. This functionality may be found under Tasks >> Manage Members. The helptext available when adding an admin gives details of the process we recommend.
Primary administrators may wonder what function they get that other administrators don't get. The exclusive functions are listed via a link from your ClubHub home page.
Some clubs use our RSS function to populate their UpFront club website e.g. they have a latest news website and a member manages the content from ClubHub. To get consistency in the text formatting of the RSS topics we no longer allow Microsoft Word content to be directly copied into RSS - instead the content is copied without any formatting, so that the formatting specified in your UpFront website is used.
This release contains a number of new features which are described below. Please contact email@example.com if you have any questions.
ClubHub can now be used with PayPal. This means that clubs get set up to accept credit card payments much more quickly and with a good deal less hassle than when establishing a merchant account at one of the banks. We do not recommend that clubs currently accepting credit cards change, but clubs currently without credit card facilities can be connected if they wish.
Please contact firstname.lastname@example.org for more details.
We now validate phone number length according to the country you are in. That means, for our Australian customers, that phone numbers must be at least 8 digits long.
When administrators resign members they may now enter the reason they were resigned, for later reference using the View function.
Sometimes members purchasing products select the size or colour they want, but then leave the number of items required at zero, thus failing to make the purchase. We have changed this area so that if they select a colour or size we set the number they wish to purchase to 1.
This is for the customers who use the Xero accounting system with ClubHub. When creating a debit adjustment you can now select the Xero account you'd like it to go to.
This is for the customers who have seasonal clubs e.g. their season runs for 4 months and then we "rollover" each year. You can now nominate which fields should be blanked out when players re-register. For example the value recorded for School in 2012 may not be the same in 2013, and we want that value blanked out when they re-register in 2013 to remove the temptation to leave the field untouched. When rollover for next season comes around we will raise this topic, so no need to do anything now.
If your club appoints competition or league managers, please note that they can now create competitions (rather than relying on the administrator to do it for them).
If a club member has a role such as Coach or Grade Coordinator, this is now shown on the View Member screen.
If your club has Club/Schools (or Collections), then you may email the Coordinators by selecting Contact >> Officials.
We are introducing the concept of a super administrator, and there will be, in the future, several functions that only the super administrator has access to. Each ClubHub organisation is only allowed one super administrator. The aim of this change is to give your organisation better control on who can do what tasks within ClubHub. We have marked the administrator that ClubHub Support deals with most regularly as the super administrator, and we will be emailing that person shortly to confirm they are the correct person for this role (unless there's only one administrator). The first of the new functions is the Populate Select Tables described below. Only the super administrator sees this function. We will be reviewing whether other tasks that all administrators currently have should be super administrator only functions shortly. If you have any feedback on this, please contact ClubHub Support by email.
Under Tasks >> Populate Select Tables the super administrator will find that they can manage data that previously ClubHub Support maintained on request only. Check Help >> Help for assistance.
The Events Report (AKA Coaching Clinic Report) now shows detailed payment information. This allows, for example, a coaching clinic coach to accurately collect outstanding payment amounts.
Our service providers (who host the ClubHub application) have requested that we amend our email sending policies to make every attempt to avoid spam being sent by our member organisations, and to avoid emails on which your members might decide to click spam on. The problem we and you face is that if too many members click their spam button on emails you send out then ClubHub's email servers could potentially get blacklisted, thereby affecting everyone's ability to communicate. We need to make it easy for email recipients to turn off their emails so they aren't tempted to go near the spam button. Every email that you send out now has an unsubscribe link. If the email is to last season's members (for seasonal clubs) then the link is large and obvious. If they click it then you can't send them an email again. If the email is to a current member then the unsubscribe link is a little smaller and not so obvious. It's not very desirable for your organisation to have current members unsubscribed, so we have provided:
Your most likely response to an unsubscribed email will be . to realise that you've forgotten to delete or resign that person and then to do so, or . to ring them and ask why they don't want any emails and how can they be a member and not know what's going on (some may be a mistake).
The grade closing email has proved popular with several organisations. We have amended the wording so that it's clearer that the grade closes WITHIN the number of days stated, rather than IN that number of days.
Admin can avoid members seeing products that the club might purchase on their behalf e.g. a coaching clinic by invitation. To do this set Make Clinic available for purchase - During Registration to No Make Clinic available for purchase - After Registration to No
Is a maintenance release only i.e. it consists of internal changes to make ClubHub perform better.
You can now end a competition and start a new one of the same name - in one action (as long as the competition is one where the results aren't displayed). This effectively allows teams to be changed within an existing competition.
Administrator can now set a discount (user selected discounts not earlybird discounts) to be visible only to administrators and not to a registering member. This means that a discount like "Committee member - full discount" cannot be selected by a member.
ClubHub no longer calculates the GST portion of any amounts passed to Xero, and Xero does the GST calculation. This eliminates the possibility of tiny calculation differences.
A FaceBook LIKE button appears when someone is looking at the combined view (draw, results and table) for a particular team.
The Renewal Report now allows sorting by clicking the report results header. This allows, for example, listing of everyone with a particular discount.
Dropdowns fields can now be set up to force users to select a value. For example we can have the first value as blank, and require the user to select a different value during registration. For example you might have an Ethnicity dropdown. Instead of the first option being European and remaining so when the user ignores it, it can now be blank, and the user requested to update the value.
Archived competitions can now be reported upon.
We have built a new function that allows . administrators . grade coordinators . people to whom the club gives the coach role in the new season. to contact any team from last season. Administrators and grade coordinators get the new function by default, and coaches get it if you ask ClubHub Support to add that function for your club. Note that this function gives coaches the ability to contact any team, not just ones they were associated with last year - we can add a message to the team selection page if you wish to make a statement to them.
We have cleaned up the member statement a little, to make it clearer how the discount applies to the amount owed.
In addition to clubs being able to give the coach role to those who volunteer (Tasks >> Manage Members >> Team Coaches), you can now remove the coach role from those who did not get assigned to a team.
This function no longer shows resigned people, making life a little easier for you.
Times and fields are now issued randomly, so that the first teams don't get mostly earlier games, and vice versa.
We now have a Debtors Report. See Reports >> People.
We now do not allow the reversal of credit card payments within ClubHub, as this just causes reconciliation issues.
Administrators can no longer make any financial changes to resigned people. They must be restored first.
Some players from last year may not be interested when asked to re-register. They can now disable contact via an Unsubscribe link.
For various reasons sometimes families and players cannot be re-registered by the administrator. If they cannot then the reason is shown to the administrator. Release 5.5.0 Release Notes
Xero is the online accounting software to which ClubHub can interface. This change was necessary as Xero will withdraw support for V1 some time in 2012. We will contact our Xero customers with details of the change, explain how it will affect them, and suggest a cross-over date.
There is an additional data field on the search screen. You can enter a string to be searched for for in any registration information not already covered (i.e. not name, email adress or login name). For example, if you collect occupation information, you could type in 'Ëœelectrician' and you would then see a list of all members with that occupation.
We have made several changes to the way ClubHub looks and feels and how you navigate between functions. We hope you enjoy them.
This release contains a number of new features which are described below.
We have enhanced this Contact Option to make it easier for the administrator to contact the subset of members they want to. The Contact >> All Members by Type now gives you a list of checkboxes for all the different types such as Players, Parents, Self organised team members, clinic attendees, Coaches etc and you can check whichever combination suits your purpose. Note that if recipients fall into more than one category, they will only receive one email (as is standard in ClubHub).
You will find Coaches and Grade Coordinators now exist as a Non Playing Member (or Associate - your description may vary) Type in the Tasks >> Configuration >> Associate Types. These types will have the checkbox labelled 'open for registration' set to N. If you change it to Y, then these people can register in the normal place.
This report, for clubs with individual player registration, shows players who may be duplicated in your membership list. Running this report occasionally allows you to tidy up their data.
This report, for clubs with individual player registration, lists players who are not in the grade the system would calculate for them. While this may be correct, it allows administrators to check them.
Several minor changes have been made to screen layout, text and function as requested by some of our customers. For example, a club administrator can now reset a password for an archived member so that the member can re-register themselves if they have forgotten their login details and have changed their email address since last season.
There are also some deeper changes in the system which will allow for new functions to be announced shortly.
This release is all about the Competition system. We have made many changes here, especially giving players better access to information. Please re-read the helptext if you are a competition user, and note especially
We have had several minor releases recently, many of which may be directly relevant to your organisation, and this document summarises them. Please contact email@example.com if you have any questions.
Registration may now have gender selection include "Not Selected". "Not Selected" is invalid of course, forcing the registering person to select one of Male and Female. This avoids any mistakes where the default gender is left untouched, and the member ends up in the wrong grade. Please advise firstname.lastname@example.org if you would like the "Not Selected" option enabled for your organisation.
To reduce issues with members not getting registration confirmation emails we added some text to the webpage displayed when the user successfully registers. After registration the user will see A confirmation email containing your login has been sent to you. Please look for it now. If you have not received it within a few minutes then please check your email client's junk folders. If you do not receive the email, please contact [your organisation's administrator name] on [your organisation's administrator email address], or by phone on [your organisation's telephone number (if present)] who can correct the email address you provided.
We have added a feature to the registrations options webpage that allows anyone to send an email to your organisation's email address. We expect this will be used to ask registration questions e.g. when does it open. This feature is available all year i.e. whether registration is open or closed.
We have integrated the new NZF number into ClubHub and provided a conversion service to get the new numbers painlessly into ClubHub. Football clubs that have not yet used this service may contact email@example.com for more information.
Many of you have asked for this - it's now available.
For seasonal clubs like rugby and football clubs, grade registration is no longer open when the closing dates are reached. This is sometimes unexpected. These clubs will now receive emails warning them when a grade is about to close. There is also a warning for these types of clubs when the season is about to close i.e. members can no longer log in.
We have created several new label printing functions for organisations using the Competitions Module.
We have made a number of changes in this area.
1. Swap teams - you may swap one team out of a competition and replace it with another team without having to regenerate the draw, thereby retaining venues and times (only competitions that haven't started)
2. Create crossover games - you may create non-competition games between the bye teams in two or three competitions.
3. Enter team playing availability - you can state that a team cannot play at the same time as another one in a different competition (they may share players), and you may set the hours that a team is available for game scheduling. This will not affect the draw generation but you may review conflicts (see 5 below) and adjust your draw accordingly.
4. View venue and time conflicts - if games are scheduled for the same venue and time this is reported as a time scheduling conflict.
5. View team availability conflicts - if games are scheduled at the same time for teams that cannot play each other, or the scheduled time is outside a team's availability this is reported as a team scheduling conflict.
6. Delete competitions - competitions may be deleted, restored and purged.
7. Print game sheets - create PDF files for game sheets and game labels (selected clubs only).
Most financial reports can now report on previous season's data. The default dates when reports are requested are now set to include only the current season.
This is a report to make running regatta registration easier.
Merchandise items and event/coaching clinics are now much more flexible. For example 1. coaching courses can now be made available to non-players, for example, parents 2. items can be mandatory for purchase at registration 3. you can request additional information on purchase e.g. you might want to ask for their favoured position when they are booking a coaching course. 4. items can be sold only to specific grades. 5. items can be made mandatory for particular grades at registration We hope you have a look at this area to understand how these changes may help your organisation.
Users of the Xero interface can now choose how invoices are created in Xero from ClubHub debts. Options are . Create Invoices for one Invoice per Family Group - use this where you expect a Family Group to pay for all items with one payment
Xero user can set these up for themselves, using Task >> Xero >> Configuration.
It's now possible (for organisations who have annual registration) for an administrator to receive an email when someone who had a debt last year registers this year.
Contact ClubHub Support if you'd like this activated for your club.
Emails sent by the ClubHub system on behalf of an organisation such as:
If the standard signature isn't what you want please contact ClubHub Support.
We have made a change in the merchandise area. Items that are set to No for both Available for purchase - During Registration Available for purchase - After Registration may be purchased by the administrator i.e. these setting are ignored for administrator purposes.
Some issues with the selection of player fields when Choose Data is selected have been resolved.
Some users of ClubHub wish to be logged in twice, normally to one club using different logins, or (where administrators are employed by two clubs or members are in two or more clubs that use ClubHub) into two clubs.
We do not recommend this, but since some users will try it please note the following
If we can replicate the problem we can fix it.
This release contains the following changes.
Please read the following carefully. Several changes will be directly relevant to your club.
Administrators may add a note to a person or family group. This functionality can be found when viewing club member information after a search, under Manage Payments, Purchases and Bookings.
Financial Notes are retained forever (for clubs like football which have seasonal re-registration this depends on player linking) so that you can see last year's notes too.
We now accept email addresses with four character top level domains e.g. firstname.lastname@example.org.
We have added marketing flexibility into ClubHub, so that members can elect to receive marketing emails or not.
To enable this functionality you need to contact ClubHub Support and ask that it be set up. To read more go to the FAQ section and read about Marketing Emails.
The payment form, that a player might print and mail in with a cheque attached, now contains details of the individual items that make up the invoice. The Payment Form now also contains the internet banking details. Credit Adjustments and
The Player Report can now list credit adjustments separately from payments. This means that you can see for each player whether their subscription is partly made up of a credit adjustment (rather than having payments and credit adjustments lumped together in the Sub Paid column). If you want this functionality you must request it from email@example.com.
The payment identifier value for payment can now be 255 character long. This was done so that credit adjustment identifiers are the same length as debit adjustment identifiers.
It's possible within ClubHub to have a child with no parent even though the grade requires that they do. For example, a senior player can register themselves, and then add a child later. The Health Check on the administrators Home page now includes a note when a child with no parent exists. We suggest that this situation is corrected, so that the emergency contact details are available if ever required.
Broadcast messages warning of a period of ClubHub unavailability will now display the start of the downtime correctly (for our international customers).
The Player Report (for administrators only) features the ability to select many grades to be reported upon (it previously gave a choice of one grade or all grades).
This function (normally used at the end of season to balance non-zero accounts) now allows selected accounts to be balanced in one action). In addition to the automated creation of a credit or debit adjustment a Financial Note is also created.
Clubs sometimes have the same person register twice, and sometimes members who want to join a coaching clinic register themselves as a coaching attendee i.e. a new person.
ClubHub now checks whether the first name, last name and date of birth combination exists already. If it does, then it tells the user that the information already is present, and encourages them to abandon registration and to login.
However ClubHub does not bar the user from registering twice, they can press Continue and ignore the duplicate check result.
When administrators add players the "changeme" parent now has values from the child, such as address and home phone, set to the same as the child.
Previously when administrators attempted to register players against a closed grade the registration was refused, and the grade had to be opened temporarily to complete registration. Now the administrator's registration process ignores both the open/closed status and the grade's registration end date.
We have now given administrators access to the text that makes up the discounts screen that users encounter at registration (if the club features discounts of course). Go to Tasks >> Configuration >> Configure Text and look for Text Type 150, 151, 152, 153 and 154.
This release contains the following changes:
A number of these updates to ClubHub need a little bit of thought regarding your club setup.
Three more "replacement" values can now be set for your club
If you want any of these defaults (Administrator, Coordinator, Official) changed, then please email ClubHub Support.
Emails that are generated by the ClubHub system (rather than being created by an individual in your club) are signed using values stored against your club. Normally these values should be set to the main administrator. The values for your organisation are may be viewed in the helptext when logged in as an administrator
Let us know if these need to be changed.
Administrators can now have a unique email signature on all their emails, so that instead of Joe Bloggs, Club Administrator, you could have Joe Bloggs, Club Manager for one person , and Mary Smith, Club Treasurer for another. Each administrator can choose their own title (using My Details >> Update personal Info and then change the Club Title field). If administrators do not enter a value, their emails will use the default value (normally Club Administrator but dependent on the setting described in Club Role Titles above).
Some of you will have had recent questions answered by a reference to a Frequently Asked Questions section in the ClubHub forum. We've done this not only to help us answer your questions more easily, but so that we build a resource that can give you and your members faster answers to your questions.
Previously the Registration Options screen listed all non-playing member types and told them how to register. Some clubs want some non-playing member types e.g. Life Members, to be registered only by the club administrator. To set the value to control this behaviour 1. Go to Tasks >> Configuration >> Non Player Types 2. Click Edit against a non player type 3. Change Is this type of Non Player open for registration?: to No.
Previously teams could be released (for viewing by the coach and for email contact by the players/parents) for the whole club, or one at a time. Administrators can now release teams for selected grades.
Members can now print their payment receipts when they are logged in (when they view their statement), and don't need the administrator to print and post/email them.
Grade Coordinators are normally parents, and they want their parent login to include Grade Coordinator functions. This is a bit difficult for security reasons, but we have a compromise that achieves a similar result. When Grade Coordinators login as a parent, they will find a link on their Home page to view their Grade Coordinator functions. This means that Grade Coordinators do not need to know the URL for the special Grade Coordinator login, they can use the normal ClubHub login.
Administrators may now contact all members who have requested one or more merchandise items.
It is now possible to login directly from your website by embedding the username and password fields into your website. Please contact ClubHub for details of how to implement this if you are interested.
There are 3 main items in this release.
1. Credit Adjustment Allocation The administrator may now create a credit adjustment in a similar way to a payment, so that the value can be allocated to specific outstanding debt items. The Adjustments screen now only allows the creation of debit adjustments, credit adjustments are created on the Payments Screen.
2. Report Sorting We have started to introduce report sorting - you will notice that all reports now highlight the line the cursor is on, and some reports have the text Sort Enabled after the title. If you see this, you can click on the header of a column and it will sort in either descending or ascending sequence each time you click. You can also mark a row by clicking on it - that row will remain highlighted while you sort. We intend to add this feature to several reports but at the moment it is only available for the player [footnote 1] , all members, clinics [footnote 1], and adjustments reports.
3. Extended Clinic [footnote 2] Report The Clinic Report now allows all Player [footnote 1] fields to be included on this report. Footnote 1: the description of this report for your club may vary Footnote 2: This report is variously called * Coaching Course * Coaching Clinic * Holiday Clinic * Skills Training Course * Clinic * Course * Course or Event * Course/Event * Event * Class * Trip/Course * Programme * Skills Clinic
1. This release allows members to re-register for annually registering clubs such as soccer and rugby clubs. When a member comes to the registration screen for a new season, if they were registered as a playing member (or part of a playing member's family) in the previous season, they can enter their login details on the usual login screen. They will then be invited to check over the details from the previous season, make any amendments to information and/or family group members, then confirm their details for the new season. If you are this type of club but do NOT want to use this feature, it can be switched off - please contact firstname.lastname@example.org.
2. Email forwarding is now supported. Some members have requested that emails be sent to 2 email addresses (work and home for example). If a member wants to set this up, they will find it under the Options menu item once they have logged in. Note that this will only apply to emails sent through ClubHub - using the admin function to create a list of email addresses to use outside ClubHub will not use this feature.
This release provides the following features:
1. A new credit card processing option - Network International, which allows payment by Visa or Mastercard.
2. A change to the way data is copied when players register for a subsequent season. We will be asking clubs specifically which fields should be defaulted from a previous year, other than for DOB Verified, and AFF Number.
This is primarily a maintenance release but you will see some differences. 1. We have removed phone area codes from the 3 phone numbers (home, mobile and work), and members can now enter whatever they want. This makes the field more flexible i.e. members can enter spaces and dashes e.g. 09-123-4567. We think this is the most flexible approach and should meet your needs. If you want to have some text above or beside the phone numbers on the registration screen e.g. "Please include Area Code if you are outside the Auckland area" or "Please enter your phone number exactly as our administrator in Auckland should ring it" then email email@example.com. 2. We have added 'date registered' to the search screen to help you identify members more easily, especially in the case of a duplicate registration.
This release adds a new feature known as Trade and Exchange (this description can be modified for your organisation) which allows members to advertise items they wish to trade with other members.
This has been implemented in a similar way to the noticeboard and shares many features such as being available from your static website - i.e. members do not have to be logged in to view items.
As an administrator, you will find this new task under the Web Content menu. Other members will see it under the Tasks menu.
Items have an expiry date after which they are deleted, or you can delete them manually. Since there is always the possibilty of unscrupulous usage, every item must be validated by the administrator before it can be seen by anyone else. We recommend that the registration email include a paragraph telling the user about this.
You can do this by
Other clubtexts involved in Trade & Exchange are 103 (for the add item page) and 104 (on the Trade & Exchange board).
There is default text for both of these, but you may wish to change it - instructions as above. Default text respectively is
Notifications are available to administrators for Trade & Exchange items awaiting approval, and for members when new items are posted. You'll find these under My Details | Options | Receive Notifications by Email. For those who use ClubHub's Web Content generation capabilities you can also create up to date content containing Trade & Exchange information for use on your club's website. Contact ClubHub Support if this is of interest and your club is not a current Web Content user.
Printing Tips have been added to reports
Various bug fixes and minor enhancements
This is a minor release:
Version 5 has four major components.
The main new function of this release is support for the online accounting package, Xero, www.xero.com. We will be working closely with one or two clubs this season to make sure the functions we have added are meeting their needs.
We have also added the ability to move a person from one financial group to another so long as certain criteria are met. This allows two players who may have registered individually but wish to be treated as one financial entity to be merged together, or for a group of players who wish to be in separate groups to be split up.
We have added a sequence to grade so that if you choose not to use the default sorting of minimum_age, duration and gender you can apply your own sort sequence. Let Clubhub Support know if you would like to use this feature and we can switch it on for you.
We have also added a couple of optional information areas to the View Grades screen so that you can add more explanatory text for your members if you choose to. Let Clubhub Support know if you would like to use this feature and we can set it up for you.
Prior to this release it was not possible to have different mandatory fields for junior and senior players. When a player registers, all relevant input fields must be shown for both junior and senior since we don't know at that point which one they are. However we now only check for mandatory fields after the grade has been determined.
These changes will be/were released on Tuesday 21st October 2008. We have re-organised ClubHub help to make the information more relevant and available.
Now, when you click Help | Help you will find information related only to the screen you are on.
And if you let us know if you find the help text lacking in any way, we will be able to constantly improve it - please email firstname.lastname@example.org with comments.
Some clubs have a season that includes the end of one year and the start of another, for example, a cricket clubs and tennis clubs. Some of these clubs don't like the way that ClubHub refers to the season by the first year of a season i.e. 'Â¢ So and So Club Registration Options for the 2008 Season and have asked us to show both years. This change has been made, and 'Â¢ So and So Club Registration Options for the 2008/09 Season can now be displayed. If your club would prefer this display then please advise Duncan.
ClubHub previously allowed administrators and grade co-ordinators to create notices that can be read by all members. ClubHub now allows notices to be created by coaches as well.
A noticeboard item can also be directed to the player that it is intended for
Anyone looking at the noticeboard when they are logged in will see only notices intended for them.
Anyone looking at the noticeboard when they aren't logged in i.e. from the club's webpage, will see all notices (notices cannot be private), but may enter their ClubHub login name to filter the information so only their notices are displayed.
A mobile phone number can also be used as an alternative to the ClubHub login name to filter the notices, but notices for anyone else who uses that phone number will also be seen.
When someone is looking at their notices they will see a URL displayed designed for use on a mobile phone with internet access. If they enter that URL into their phone, they can check for new notices from the club, their grade co-ordinator or their coach or at any time.
We think this will be particularly useful to some of your members, for example, a coach can tell his team to always check the noticeboard 60 minutes before the game for any late cancellations or ground changes.
This will both save on texting costs and also deliver the message to those without suitable mobile phones (normal noticeboard access). No set up is required, but you will need to point out this facility to your coaches. Please contact ClubHub Support if you'd like more information.
We have introduced new functionality into ClubHub called Activity Selections (though you can call it anything you want within ClubHub).
This function allows members to name the activities that they wish to participate in, with activities being defined as mandatory, exclusive within a defined group of activities e.g. pick only one of three activities, and optional.
Within the exclusive function members may also be asked to indicate choice: first choice this activity, second choice if first not available that activity etc. For example a school using ClubHub can have their students indicate what sports they intend to play in that season, and what sports they will play if their first choice is not available.
Another example would be a gym that has a base membership for gym use, which then allows members to request non-core activities like squash and aerobics. We think this is pretty useful stuff, and if your organisation potentially has a use for this then please talk to Duncan. As a core part of ClubHub there is no additional charge for Activity Selections.
This release introduces a progress bar during user registration. This follows a suggestion from one of our users who wanted to make it easier for people registering to see what information they are expected to provide. We hope the progress bar fulfils this purpose.
Some clubs asked us about strange characters in emails like ÃƒÂ¢Ã¢â€šÂ¬Ã‹Å“ and ÃƒÂ¢Ã¢â€šÂ¬Ã…â€œ. These occur if you copy Windows specific characters from a program like Microsoft Word into the ClubHub email text window. Any character that the ClubHub environment doesn't understand is converted into a meaningless string like the above.
We have amended ClubHub email programs to detect some of the more common Windows specific characters like quote, double quote, bullet points and to convert them into their text equivalent prior to the email being sent. If you continue to experience the problem we are happy to amend the email programs to detect that character and remove it or turn it into something meaningful - please contact ClubHub Support.
This release includes a 'health check' for administrators.
A display on the home page lists areas that require attention to keep your system functioning most efficiently. Any suggestions for additional or alternative information should be sent to ClubHub Support.
The main feature of this release is to adopt more customisable fields.
This will allow admins to change the text that appears at various places within ClubHub, for example:
A full list of these fields is in the help text. Other features are:
There are 2 main features of this release:
1: More flexibility in the text you can display during registration and in emails. Please see another topic or call Duncan to find out what your options are.
2: Waiting Lists - you can now create a Waiting List Grade and specify that after a grade has been registered for a certain number of times, that grade will be considered full and players should be offered a Waiting List grade. Administrators get a whole new function called 'Manage the Waiting List' to process these people subsequently. Please see the help text for more details. The Waiting List function was developed after a suggestion by one of our Administrators posted in this forum. Please feel encouraged to post suggestions for ClubHub Development items! We have also increased the visibility of change logon and password by separating these functions into 2 screens with their own menu items.
The main feature of Release 4.2 is the ability to send Clubhub information to your own (or other) web-sites.
This is done using the RSS technology. This is not a 'standard' feature of Clubhub and you should contact Clubhub Support if you wish to take advantage of this feature.
It allows you to enter news and other information , together with images, into Clubhub and to generate information which can be picked up by your web-site if it is configured to do so. Information contained within Clubhub such as member lists, training courses, noticeboard etc. can also be created.
This release offers
The main feature of this release is implementation of more sensitive DPS response tracking. This allows us to reprocess the DPS responses on a nightly basis to try and acheive zero cases of where a DPS response is lost leaving a payment unconfirmed.
The main focus of this release allows administrators to add new club members from their own login session, whereas prior to this, if they wanted to make a registration on behalf of a new member, they had to log out and start a new registration session. The release also allows people to register themselves (or be added by the administrator) so that they can subsequently add players and register them for training courses. This allows players who are enrolled for the club playing season to enrol for any coaching courses the club may be offering. If you want a direct link for enrolling such a person to go on your main website, please check with your web-site administrator. generated 2012-11-23 12:30:54 by HeidiSQL 220.127.116.1126
Clubs were previously either renewal type 1 (all players archived once a year e.g. Soccer clubs) or 2 (annual subscriptions generated e.g. Tennis clubs). We have now implemented a type 3 which is for clubs where teams register themselves and are managed by a team organiser and several competitions are run each year.
Self registered teams managed by a team organizer can be grouped together in competitions. Competitions can be archived. Competitions can be registered for and each registration for a competition generates a charge based on the player grade. Competitions can have individual discounts allowing variable pricing.
Administrators have been given a function to re-register players and their related information (e.g. Parents). This function retrieves the information from the archive and marks the player for subscription generation overnight - this gives the administrator an opportunity to modify the grade before the sub is generated if this is required.
Receipt numbers will now be sequential for each club. Numbers will continue from whatever number they are currently at.
Now that receipt numbers are sequential, this option has been included so that the full sequence is always available.
Reports have been sub grouped allowing more efficient location of the report you want to run.
Links between teams and players and vice versa have been added giving faster navigation.
This has been added to various team selections so that the grade may be selected first.
There is now a refund option for paid transactions. This allows you, for example, to refund a paid subscription and then create an adjustment to pay back a member who has resigned at the beginning of the season but after paying their sub.
This function restores a player from resigned status so you can continue working with them.
A notes field has been added to teams and is shown on the teams report.
All teams may now be closed at once.
For teams that are registered by a team organizer, the administrator has the ability to move the team and all the players in it to a different grade. This allows registration errors to be corrected.
The link to validate a registered player or parents email address has been included in the registration confirmation email. This reduces the number of emails sent to members and improves the quality of data if the administrator runs the Email Validation report.
There is a function to send an email to all archived members reminding them to re-register for example. Where the administrator knows that a member is not re-registering, their email can be suppressed.
The order of teams shown in the manage teams across all grades screen now has 2 sort options.
Administrators and Grade Coordinators can maintain lists of members and email them as a group. This could be used for committee members for example.
For administrators only, the ability to export email addresses for use in a bcc list in their own email program has been added.
If the administrator updates a member's email address they are given the option to propagate it to the rest of the family group who share the same email address.
The administrator can generate transactions for merchandise items and report on whether they have been paid for etc. This can be used for example to generate extra fees for all club members or for a subset of club members.
The credit card report can be set up to report only failed transactions.
This function used to be available only to a member for their family group. It has now been extended to allow the administrator to do this.
A maximum quantity for merchandise items has been added to allow a drop-down to be used by members when selecting one or more items.
A coach can be assigned to a clinic so that they can email the participants and check on enrolments.
When a training course or clinic is created, you may enter a maximum number to be enrolled on that course. Once that number of paid transactions have been created on the system, the clinic will no longer be available for registration. A future development will allow the administrator to deal with players who have booked the clinic but not paid for it (currently the administrator needs to monitor the Booked/Paid status on the clinics list, and it is possible the maximum number is exceeded as players pay for booked transactions).
When a training course or clinic is created you may associate a team with it - either an existing team, or for an existing grade (in which case a team with the name of the training course will be created - you may want to create a specific \'Clinics grade\' to hold these teams). When a player registers for that course they will automatically be put into that team. The team may be managed in the normal team management functions. Note that a future development will provide more information about the status of transactions which caused the player to be in that team.
There is a facility to show up to 2 sponsor images on your ClubHub banner.
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"...would be lost without it..."