Our Top FAQs for those looking as well as those who are already using Club Organiser…

Click on the red ‘sign up’ button in the top right hand corner of any Club Organiser page and then follow the on screen instructions.

The free trial is for a full month and you have access to the full system, although you won’t be able to test out payments unless you have the appropriate payment accounts set up e.g. Stripe or GoCardless.com

If you can’t find the answer in the FAQ’s, YouTube Tutorials or User Guide, then just call us or email us and we’ll be happy to help. We understand a lot of volunteers have full time jobs as well, and make ourselves available as much as we possibly can outside of ‘normal’ business hours to answer your queries or help where needed.

You will receive an automated email and first invoice for the month ahead 7 days before the end of your free trial. All instructions are included in the email, so you simply carry on using the system and as long as your first payment is received when due, nothing else needs to be done.

In the event that you decide not to continue using the service after the free month trial, simply email us to say so and we’ll remove your club details immediately. In the event that we do not hear anything from you at the end of the free trial, and no payment is forthcoming within 7 days, your right to access will be denied automatically and all records removed/deleted forthwith in accordance with our Terms and Conditions of use.

No. Club Organiser is a secure, Cloud based software system that is accessed via an Internet Connection, so there is no need for hardware or downloads. If you choose to download any reports, registers or club documents, that is of course your decision, but it’s not necessary as all those features are constantly accessible with a wifi connection.

Yes, absolutely. As are all your members’ details. Club Organiser runs on an encrypted 256-bit SSL connection, and in a state of the art data centre, where backups are taken throughout the day, to ensure your membership details are safe and secure. The database, where your club's details are stored is separate from the website, and encrypted. For further reassurance, we refer you to our full Privacy Policy which can be found at the bottom of any page.

No. We’ve found most Clubs already have a website before they start looking at using administration software, and by adding a quick link to Club Organiser from your club’s homepage, your members need only remember one web address! (or can add a link icon on their smart phone to be taken directly to Club Organiser'’s homepage, ready to log in). We are happy to suggest a Website Design company that will quote you a one-off price, rather than paying ongoing, monthly charges unnecessarily.

No. We have some clubs with as few as 45 members, and others in excess of 600. Our pricing structure makes us affordable to clubs of all sizes and means that only those clubs who go over and above the inclusive offers, are charged, so clubs only pay for their own excess.

No. Keep your existing email address if you wish (personal or Club), and we’ll divert the emails via Club Organiser to your own account. (e.g. info@ourswimmingclub.org.uk could in fact be diverted to joe.bloggs@yourownemailaddress.com without anyone else seeing your personal email address. The same applies for reply to emails)

Yes you can, in fact we encourage you to and provide you with an Excel spreadsheet template to ensure you can do it as easily as possible. If however, you don’t feel confident enough to do so, we can certainly do it for you. In this instance, we refer you to our Pricing page for a full description of what might be involved.

Yes. Inclusive tick boxes appear on a members’ personal detail page (Admin view only) – so just tick the boxes for the relevant sections and any emails, fees applied etc to those sections will automatically go to the member concerned. If they leave a section, simply untick the box, click ‘update’ and the pages changes are saved instantly.

After much discussion it was agreed that the cost of developing an App far outweighs the benefit at this stage, as the Club Organiser system operates ‘as a whole system’, free of charge to members once they have their members’ login details. If you want to have an App-type icon on your smartphone, we can provide the instructions for your members to do this in order that a simple tap on their screen will open the Club Organiser homepage and they can log straight in. Simple. (This doesn’t mean we’ve written off the idea of an App completely though – perhaps a Personal Best style app, some time in the future!)

Yes. To date, we have adapted (upon request) the original Club Organiser system to suit Sailing Clubs, Community Sports Associations, Dance Academies and Weight Loss Clubs. If you are involved in a different kind of club and want to see if we can help just get in touch and we’ll have a chat about it.

Access to reports is on an ‘authorised only’ basis, so only those who are granted a level of access by your club’s SuperUser will be able to access reports. These include : ASA Report, DBS Report, Qualification Report, Club Message Report, Starter/Leaver Report, Attendance Report, PB Ranking Report, Banking Report, Overdue Account Report, Account Balance Report, Outstanding DD Report, Club Event Report, Fixture Report and Merchandise Report.

* Currently under development is a Report Template feature which will enable you to select what data fields you want included in your report.

Yes. Registers for both class and/or section are available and can be used either Live (with wifi connection on a device of your choice) or manually, by printing out the register sheet before the session and then marking them with pen. The attendance report option can also be used to check attendance provided the attendance sheets (registers) have been completed prior to the report being raised.

Yes. The Bulk email option allows emails to be sent to Sections within a club, or all the members of the club as a whole, whilst each member has an, ‘email member’ icon on their members’ list detail that will allow an email to be sent directly to that member only. Email templates are given for both options for you to use/customize. Club Organiser ‘Extras’ also includes the option to make a ‘Team’ (e.g. Relay U11) and then gives the option to bulk email those team members simultaneously.

Yes. As long as a club membership secretary (or other, authorised personnel) has entered the Swim England Registration Number, Swim England Category and Club Rank, into a members’ account details, then the info should be correct and up to date. The Annual Swim England Fees for the whole club are changed by the club membership secretary each year at their discretion, and can be applied to all members’ accounts within Club Organiser simultaneously. Club Secretaries can also store a copy of the Swim England Registration Documents within Club Organiser ‘Documents’, for existing members to access and complete should their category of registration change. (e.g. from Cat 1 to Cat 2 or Cat 3) The document can then be printed off and given to the membership secretary for their attention. Any extra payment made in respect of any upgrade in registration can also be added manually to members’ account within Club Organiser by the secretary. Currently, the Swim England Online Management System does not link directly to any administration software systems, although we understand this may be something that the Swim England are considering for the future!

Yes. Club Organiser offers Central Account Management for all your clubs administrators, making all changes instantly available to view. (If someone is already logged in when the change is made, they will need to ‘refresh’ in order to view the newly updated page).

Club Organiser do NOT levy any charges for the service of online payments. The only charges that apply, are those levied by the Online Payment Service Provider (i.e. credit card/debit card/bank/Stripe/GoCardless), and with the advent of the PSD2 surcharge ban (from 13th January 2018), all clubs should now absorb the cost of these extra charges. We would suggest building these charges into your club's next annual fee increase.

That’s entirely your choice, and can be changed any time you wish to do so too if you later decide you acted in haste. Manual payments (Cash/Cheque etc.) can still be taken by clubs and just added into the Club Organiser system manually. Naturally, it’s much more time consuming than using the automated systems, but at least you can still Debit the members’ accounts with their fees automatically, so you don’t need to post/email out invoices etc. as their account will show as RED when they log in to their members’ page and they’ll see they need to pay.

Club Organiser are charged for the provision of text messages – a charge that we have to pass on to the clubs that use them. By not incorporating texts into the Club Organiser ‘Package’ price of £14.95 a month, we are not penalizing those clubs who don’t wish to use them, making if much fairer on everyone. We’ve found so far that most clubs tend to use Text Messaging purely in cases of emergency or last-minute crises only, as most members’ communication is either conveyed via email or bulk club message, before an event. (It is worth mentioning that mobile phone operators average out the cost of so-called ‘free’ messaging across all users of their packages to make it work profitably.) If your coaches are given access to the system via login, they could always use their own ‘free’ texts to send out SMS messages on their phones by using the emergency contact details shown on the live register pages/sheets.

Swimmers’ PBs are uploaded to and stored within Club Organiser, thus enabling a club to set up/upload all the gala info. (Either manually, or by uploading a HyTek MeetManager, or SportSystems, file for example). Then, members who are eligible (based on the gala QTs entered), will see their eligibility displayed on the members’ login page and can select which races they wish to enter. Once entered, an email is sent to both the Competition Secretary and the Member confirming which races have been entered, and the amount paid. (If the club has Stripe set up, the member can choose to pay online using the automated option direct from their login page). If not paid online, the member can say so when selecting their races and then print off the entry form and hand it in to the competitions secretary with cash/cheque payment in hand. The competition secretary will then need to process those entries manually through the fixture list within Club Organiser.

When you set up a fixture within Club Organiser you do it one of three ways - Manually, Upload a Hy-Tek meet entry file or Upload a SportSystems meet entry file. The first method involves also setting up the individual events and uploading QTs for each event/age group. The last two methods mean that this information is automatically set up for you from the contents of the files you upload.

Once these steps are taken you need to create your eligibility data for the fixture. If you use the PBs stored within Club Organiser then run the Create Eligibility, and the swimmers who qualify will be able to enter. If you use the British Swimming Times option then swimmer's who have qualifying times stored on the British Swimming website will be able to enter without you doing anything else.

Problems with eligibility can occur for a number of reasons, so be sure to check the following (which have caused issues in the past) before contacting us:

  • Sex of swimmer
  • Date of Birth of swimmer
  • Age at end date used
  • Has the swimmer got a valid ASA no.?
  • Is the fixture using converted times?
  • Are the event age ranges correct?
  • Are the QTs uploaded correct for all events/age groups?

Once you have checked all the details of the fixture are correct then we will take a look for you, but it is usually found there is a problem in the way the fixture has been defined. Occasionally we have also found the Hy-Tek or SportSystems file used has an error in it !!

Firstly, set up the automatic payment fields at the bottom of the page within Club Parameters. Then ensure all sections have fees set up - go to Sections - List - Section Fees icon - Update Section Fees - select payment frequency, enter amount etc then click amend fees. If you have swimmers in Learn To Swim, their fees will be determined (and set) when setting up the classes. Ensure ALL members have their 'bank details' page filled in as without it, no auto debits will be applied to their accounts. If you're charging Termly fees to sections, these can be done per section by clicking the 'Allocate Termly Section Fees' icon on the section list page and ALL members within that section will have the section fees debited to their account statements simultaneously. Once that's done, the system will update everyone's statements when the next charging date (in club parameters) comes round and provided you've set up your payment methods (Stripe / Direct Debit) they'll be auto credited to their accounts upon payment. Standing Order monies need to be uploaded via electronic bank statement.