Groups & coaches

Role requiredStaff: Member groups

What you’ll achieve: organized training groups, each with its coaches, levels, weekly schedule and members.

Prerequisites: the Member Groups view permission. Coaches are chosen from your club’s staff, so set roles first.

Open in Club Manager→

Steps

1. Open Groups from the sidebar (header Member Groups) and click + Add Group.
2. Under Basic Information, add a group image and fill in the Group name and description.
3. Under Group Configuration, set the Status (Looking for Players, Looking for Substitution Players, Full or Archived), pick the Levels it’s for, and select its Coaches (up to 12).
4. Under Schedule & Location, tap the weekday chips to set training days and their times, and set the location.
5. Under Privacy Settings, choose what’s visible to the public.
6. Click Save. Once saved, a Members section lets you add people and move them between members, waitlist and interested, and a Share button copies a join link.

The three lists

Every group keeps three separate lists, and a person is only ever on one of them:

• Members — actually in the group. This is the count shown in the Groups table, and the only list the group’s charges section bills.
• Waitlist — queued for a spot, or standing in as substitutes.
• Interested — players who put their hand up themselves, by answering a training-group question on one of your forms.

Move anyone between the lists with the Move to button on their row, or from the member’s own file.

Caution

Nothing tells you when someone declares interest — there is no notification, no badge and no pending count. Interest simply appears in the group’s third list, and it stays there until you promote the person yourself. If you use forms to collect interest, make a habit of opening the group and checking that list.

Note

Each of the three lists shows at most 50 people, and the count beside each one counts what it loaded. For the true size of a group, use the Quantity Members column in the Groups table, which is complete.

What the Payment column shows

The member table has a Payment column, and it shows exactly one thing: that member’s most recent charge, as a date and an amount, or a dash if there isn’t one. It is not a payment history and not a paid/unpaid status. Training packages are not shown here at all — those live under Sales.

The group forum

Every group has its own forum: a shared wall where people post messages, photos, videos and files, and like each other’s posts. It is a wall rather than a conversation — there are no replies.

Members, waitlisted players and coaches always have access. Under Privacy Settings, Forum visible to public opens it up beyond them.

1. Open the group and click Share to copy its link.
2. Send that link to the people who should use the forum.
3. They open it, sign in, and the Forum tab is there.

Caution

Ticking Forum visible to public lets anyone who is signed in and has the link post, not just read. Leave it off unless you genuinely want an open wall.

Note

The forum is reached through the shared link, not from the Groups table — there is no button here that opens it.

Signing a whole group up for a season

You can register an entire group for a season’s worth of sessions, but it takes both halves of the platform:

1. Here in Club Manager, create the season’s sessions in Schedule as one event series, so every date shares a series.
2. In the Volley World app, open any event in that series, tap the add-participants icon, switch to the Member Groups tab and select this group.
3. Choose Sign up for all future events. Everyone in the group is registered for that event and every later event in the same series.

Caution

This does not check capacity. It never compares against the event’s maximum and never moves the overflow to a waitlist — whether people land as going or waitlisted is the choice you make before confirming. Only the first event sends notifications, and if one event in the run fails the others still go through, with no automatic retry.

Troubleshooting

Save is blocked

The group name must be at least three characters, and an image is required. Add both and save again.

”Maximum 12 coaches allowed”

A group can have up to 12 coaches. Remove one before adding another.

I can’t delete a group

Deleting is enabled only when exactly one group row is selected. Deleting removes the group from its members’ records — the members themselves are kept.

Related

• Roles & permissions
• Master data
• Member access on events