This article provides club administrators with an overview of each key PlayHQ admin task to ensure their club is set up and ready to begin registrations in PlayHQ.
Important links:
- PlayHQ Admin Portal - http://admin.playhq.com
- Public PlayHQ Discover site - http://www.playhq.com
- PlayHQ Support site - https://support.playhq.com
The following instructions require the club administrator to log in to the PlayHQ Admin Portal via http://admin.playhq.com
If you do not have access, please contact another administrator of your club who can log in and grant your access.
Initial setup of basic club information
My Organisation > Overview > 'Details' tab
- Your club logo will appear when PlayHQ uploads this.
- If you have an existing website for your club, enter the website URL; otherwise, leave blank. Details that are entered will appear as a link in the footer section of the club's PlayHQ webpages.
- If you have your own club policies/terms and conditions page on your website, enter the URL, or enter as text; otherwise, leave blank. Participants will be able to view your T&C's on club registration forms.
- Enter your club’s 'abbreviated club name' that will form part of the name of your club teams (e.g. For 'Titans Basketball Club', enter 'Titans'); this forms the default prefix to team names (e.g. Titans Swish, Titans U12 Boys 1, etc).
My Organisation > Overview > 'Contacts' tab
- Enter the club's contact information that you wish visible in the page footer section on your PlayHQ club website.
- Ignore the 'Vouchers' tab for now.
My Organisation > Overview > 'Payments' tab
- To be able to process payments within PlayHQ for your club, you will need to submit your organisation's payment details via the 'Payments' tab. Once submitted, details will be reviewed and processed by both the PlayHQ team and the platform's payment provider - Stripe.
Managing administrator access to your club
My Organisation > Admins > Active Users, 'Invite new admin' button
It is recommended that only individual email addresses (club or personal) be used because it is harder to revoke access, in the case that someone leaves a committee for example if shared committee email addresses are used.
An administrator can use the same PlayHQ Profile Account (same email address/same password) that they use for their own participation (or their dependant/s) in sport.
Use the ‘Invite new admin’ link to invite a new administrator.
To find out how to give somebody admin access, view this helpful support article - https://support.playhq.com/article/95-inviting-new-administrators-to-your-organisation
To revoke an administrator's access, select the 'Details' button and then the 'Revoke access' link.
Accepting invitations to participate in an association's competition season
Competition Management > 'Invitations' tab
In PlayHQ, clubs do not directly belong to associations. Instead, a club is invited by an association/s to participate in a competition season that they manage.
Click on the 'Accept' button for any competition season you wish your club to participate in. Once accepted, that competition season will appear in the 'My Competitions' tab.
Set up registrations for a competition season
Competition Management > 'My Competitions' tab > View the appropriate competition season > 'Registration' tab
Participants must self-register for each competition season in order to be included in teams/competitions. Most clubs allow participants to register to the club and then a club administrator allocates them to a team/s. This process uses the 'Participant to Season' registration form. However, there may be instances where a club wants participants to register directly to a given team. This is typical for a 'Representative' club in which players have been selected to a team following a tryout process. If this applies, a club administrator can set up the 'Participant to Club Team' registration form. Both registration forms can be used, or just one or the other.
- Configuring a 'Participant to Club' form
- Configuring a 'Participant to Club Team' form
Set up custom fields
Competition Management > 'My Competitions' tab > View the appropriate competition season > Registration > 'Custom Fields' tab
Custom fields can be created and added to registration forms to collect additional information relevant to your club from participants and/or teams. You can also create custom fields that only an administrator can view/access.
To view and/or edit custom fields, there are two options:
- View Reports > Participation Report. Download the report and the custom field information will be displayed against the individual/registration.
- View the Registration History in a participant's profile to access (view and edit) their custom field responses.
Set up a family member discount
You can set a "percentage off" family member discount that provides a discount to all subsequent registrations by the same account holder to the same competition season.
For example, if your standard club registration fee is $100.00, and your family discount percentage is set as 10%, then the first family member registrant would be charged the standard fee of $100, the second family member would be charged $90.00 ($100.00 less 10%), and subsequent family members would also be charged $90.00.
Set up club discount vouchers
My Organisation > Overview > 'Vouchers' tab
You can configure discount vouchers that can be distributed to participants/parents to discount a registration fee payable at the point of payment during the registration process. A common use of discount vouchers is to provide a voucher to your club coaches so that their children are provided with a discounted registration fee in lieu of payment for their volunteer coaching role.
Set up Merchandise
Merchandise > Products
Merchandise allows products to be created, managed, and subsequently offered for purchase to participants and teams during the registration process. The Orders Report assists administrators to track orders and manage fulfilment, and the Transaction Report displays all product purchases.
More information on configuring merchandise products can be found here.
View a registered participant list
Competition Management > 'My Competitions' tab > View the appropriate competition season > 'Participants' tab
Once a participant has registered, their details will appear in this list.
You can utilise the available filters to refine the view of participants. The Participation Report shows the details of all participants who registered for the competition season, including those who may have had their registration cancelled.
Create teams and allocate participants
Competition Management > 'My Competitions' tab > View the appropriate competition season > 'Teams' tab, 'Add club team' button
Once a team has been created, players, coaches, and team managers can be manually allocated to a team/s by using the appropriate '+ Allocate' participant-type button when viewing an individual team.
Allocate teams to grades
Competition Management > 'My Competitions' tab > View the appropriate competition season > 'Grades' tab
Once teams and grades exist in a season, teams can be allocated to grades by selecting the '+' icon in line with the relevant grade, and then selecting the '+ Allocate a Team' button:
Note: As a club, your ability to allocate teams to grades is controlled by the association/league administrator. If the 'lock' icon displayed on the Grades listing page is green/open, you can allocate teams. If the 'lock' icon is grey/closed then you are not able to do so. The association administrator can always allocate teams on your behalf at any time independent of the club team allocation lock status.
Locate your club’s PlayHQ fixtures/ladders and registration pages URLs
Each club has its own PlayHQ public website that contains its competition fixtures/ladders and results, and a registration page listing registration forms. It is recommended that you link your website, Facebook page, etc. to these pages. Once you have done this, participants will be able to directly access this information via your website or Facebook page. If you choose to use these universal links (season, competition, and association independent), you will not need to change these links on your club website from season to season. From the PlayHQ Discover website - www.playhq.com - navigate to your club's fixture/ladders/results, or registration, landing page, copy the URL, and insert this into your website, Facebook, or other sites.
Program Setup
Add Local Programs
Programs > Add/View Program
A Program is typically a recurring event in which players learn the essential skills of basketball and maybe a holiday program, a skills development series of sessions, a representative tryout, or similar. This support article contains a detailed overview together with step-by-step instructions. As a club, you can create Local Programs, but not Shared Programs. Shared Programs are available to administrative body organisations only for programs such as Aussie Hoops, state development programs, state league tryouts, etc.
Begin by creating a new program:
In a similar fashion to competitions, programs use Seasons that participants register to. Set up a Season to then be able to configure Custom fields, Groups, a registration form, and generally administrate the program. Below is a summary of the features of Programs and Competitions in PlayHQ:
