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

Log in to your club's PlayHQ Admin Portal at and follow the instructions below:

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.
  • If you have your own club policies/terms and conditions page on your website, enter the URL, or enter text; otherwise, leave blank.
  • 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 payment provider, Stripe.


Managing administrator access to your club’s database

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. 


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.

Setting up registrations for a competition season

Competition Management > 'My Competitions' tab > View the appropriate competition season > 'Registration' tab 

Participants must 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. 

Setting up custom fields 

Competition Management > 'My Competitions' tab > View the appropriate competition season > Registration > 'Custom Fields' 


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.



Setting 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.

Setting 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.



Viewing a 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.



Creating teams and allocating 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.



Allocating 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.


Finding your club’s PlayHQ fixtures/ladders and registration pages 

Each club has its own PlayHQ public website that contains their 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 -  - 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.


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