Before allowing your customers and members to make bookings, purchase membership and interact with your Clubmate account online, you will need to make sure you have everything set up they way you want it.
This includes branding, contact details, settings for your diary, your T&C's, privacy policy + more.
We've provided some written guidance on each of the sections below.
Club Info
To access Club info click on the Settings icon in top right hand corner of the screen, scroll down and select 'Club info'
You will now be presented with some options to customise Clubmate with your organisations details
Club info tab
Club Name - your organisations name
Company Name - the legal entity name of your club (if different)
Address - your main contact address
Managers name - your main contact
Telephone - main contact number
Email address - contact email address
Website - website URL
Terms and conditions link - a link to your clubs terms, rules or constitution (only use this if you are NOT adding your tules to Clubmate directly - see further down)
Privacy Policy link - a link to your privacy policy (only use this if you are NOT adding your Privacy Policy to Clubmate directly - see further down)
Privacy statement - this statement advises the members of how you will use their personal information.
Club logo & colour schemes
You can customise the portal by adding your logo and preferred colour scheme.
To add your Main logo, click on the blank box on the left and then select the relevant image you would like to upload. To change your logo, click on the existing image and then upload your new logo. This will be displayed throughout the portal.
This process can be repeated for the Square/Icon Logo on the right, this will be displayed in the member and bailiff app so will need to be an exact square with your logo in the middle, preferably on a white background. The logo should be no bigger than 500x500.
You can manually select the colour scheme by clicking in to the “Backgrounds” box and choosing a colour. You can also amend the text colour scheme by clicking into the “Colour” box.
The Motivational Message appears on the welcome screen when a member checks in to the club - this is only relevant if your club is using our Access Control tools.
Diary/Booking Tab
Your view of the diary - this is the start and end time of each day of your clubs internal diary. This does not mean that you cannot offer bookings outside of this time, it is designed to simplify your view of the internal diary.
Booking Availability - You can select how many days in advance a member/customer can view and book an activity via the online booking diary. The full diary will always stay visible internally.
Booking start time - if you wish to open bookings at a certain time of day, check this box and select your desired time.
Booking Cancellation - to remove the potential for last minute cancellations, you can restrict the ability to cancel 'x' hours in advance.
Booking Auto Attendance - The system will mark each participant of an activity as attended automatically. You can turn this off by unchecking this box.
Booking notifications - If you would like to receive notifications every time someone makes a booking, check the booking notification box. These notifications will be sent to all Owner users or the bailiff that has been assigned to the activity.
Messaging Tab
Manually approve message sending - By checking this box, all manual messages will sit in the Message outbox until they are manually approved one by one. This is useful if you would like to retain control over what messages are sent by other users however it may also prove more time consuming. You can switch this on and off whenever you like.
Message Suffix - The message suffix is your default sign off on each email or text message and will be visible at the end of every sent message. For example, based on the above setting, all of our messages are signed off 'Three Peaks Angling' so it is clear who sent the message.
Disable Automatic Messages - Clubmate automatically sends certain messages on your behalf. These include, member confirmation emails, booking confirmation emails, online registration emails and product sale receipt emails
Autoforwarder
If you would like to automatically forward incoming emails to an external email address, enter your desired email address here.
Members Area Tab
We provide you with the ability to customise your online portal to represent your organisation and its branding.
There are 5 x images that sit as a back drop behind your core functions (Membership Sign Up, Bookings, On-Demand, Online Shop & About Us). Each of these can be updated by clicking on the existing image and uploading a new one.
We provide your organisation with some default links & tiles. You also have the ability to add some custom content to each of the default pages (Homepage, T&C's, Member Homepage, Privacy Policy, About Us, Bookings Calendar & Welcome Screen). You can do this by clicking on the hyperlink and then Edit.
If you would like to copy a direct link for any of these pages, for example your loging page, click on the clipboard icon and it will be automatically copied.
To add bespoke pages/tiles, please visit our our Custom Tiles help article for more information.
Options
Members Area is private/for members only - To restrict your online portal to registered users only, make sure this box is checked. If you are happy for non-registered users to view your booking diary, membership options and any other pages within the online portal then uncheck this box.
Only show membership plans during sign up - To force all registrations to view the membership options only, check this box. Please contact the team if you are thinking of using this option first as it may impact your existing members ability to access their profile.
New Prospect email notification - if you would like all Owner admin users to be notified of a new prospect, check this box.
New membership email notification - if you would like all Owner admin users to be notified when a new membership has been purchased, check this box.
Disable Online Registration - If you would like to disable online registrations altogether then check this box. This removes the ability for anyone new to register themselves via your online portal. Any existing records in the database will still be able to access their profile (as long as they have an email address recorded). You can still add members and customers to the database manually.
Member profile image change count per month - you can allow members to update their photo as many times as you like. When the default is set (zero), this means that members cannot update their photo. If you would like to authorise them to update their photo up to once per month then change this to 1 (one). If you are happy for them to change it twice, add 2 (two) and so on.
Custom fields - on top of the standard personal details that are requested during the registration process, you can also add some custom fields that your organisation requires. You can read more about how to do this here.
Reporting Tab
This date is set to suit your accounting package (please do not change the date unless otherwise requested to)
Apps Tab
Online Login & Registration link - this is your dedicated link for Clubmate. This is the one you should share for anyone looking to login to their existing profile or register their details for the first time (including adding to your website to attract new members).
Ondemand Content - If you would like to provide external access to your on demand content, use this link.
Your member app – This option enables you to download or preview access a view of the member app, in order to see how information is displayed to members. You can also preview the app as a Bailiff or Owner user too.
Browser Check-in - If you are using our Access Control tools, you have the option to allow your members/customers to check themselves in via a tablet. This is the link you need to share on your device.
Full Screen Till - if using our till at your venue, you can link straight to it via this app.
Calendar Widget - to embed our Calendar Widget on your website, you will need to add a snippet of code. You can find this code here. See Accepting bookings to your website for more information.
Enquire - to capture contact details directly in to Clubmate without requesting someone to register for an account, you can use this enquiry form and link it to your website,
Sales Funnel -
Referrals
If your club offers recurring payments for your memberships, you can create a referral scheme so that both the referring members and the referred member can receive money off from their membership each month. If you only offer once off or annual membership payments, this section will not apply.
Tasks
You can manage which tasks and notifications are created automatically on your dashboard based on member activity.