Club setup
The parts of the club’s setup that change now and then, for admins. Each part saves on its own.
- Teams and Seasons: each team’s details, and the seasons with their rosters.
- Profiles: what players may change themselves.
- Group chats (the links to the club’s and teams’ chats), Features (which parts of the website are on), Menu links (the club’s own links in the menu) and Sign-in (the ways members log in).
To change the announcement bar at the top of every page, go to Announcements. Team photos are changed in Pages CMS, under Rarely needed › Teams.
Club
The time zone our events are typed and shown in, and the currency every amount is shown in.
- The club’s time zone: German time to start with. “Today” and the club’s daily jobs follow it. A rink abroad has its own, chosen under Rinks, and one event can have its own on its form.
- The club’s currency: euros to start with: dues, the team kitty, the cost of ice and gear prices.
- Changing either moves nothing already saved: events keep the times as typed, and amounts keep their numbers. Prices typed into page text stay as typed.
Teams
Each team’s details as the website shows them. Press Change beside a team to open them.
- Team name, Short name, Division and Description show on the team’s page, its cards and the schedule.
- Untick Active this season to take a team out of the menus and the schedule’s filters. Its page and past rosters stay.
- Usual duties, Usual arrive time and Usual player limit apply to the team’s events. For a duty that needs more than one person, add × and the number after its name, such as Bench helpers × 2 (x2 works too).
- Delete this team, at the foot of a team’s details, takes the team off the website for good, with its events, rosters, league tables and records. First we show in numbers what goes and what stays, and you type the team’s name. Events it shares with another team, profiles and dues people still owe stay. To keep a team’s history instead, untick Active this season.
Add a teamA new team for the menus, the schedule and the rosters
Seasons
Every season on the website, newest first, with its days and how many rosters, events and results it has.
- Change a season’s name, first day or last day. Its events and results follow within a few minutes.
- Add the next season carries the chosen teams’ rosters over. It becomes the current season by itself on its first day.
- You can remove a season with Remove the season only before its first day.
Ask our members: playing next season?
| Name | Now | Answer | Team wanted | Number | Note |
|---|
Add the next seasonIts name, its days and the rosters carried over
The club's year
The jobs that come round every year, each on a day worked out from the season’s own dates. On the day, our admins (or the treasurer, for the charges) get one entry in the Inbox with a button to the tool.
- A job is marked done by itself when someone uses its tool. You can also press Done or Not this year.
- Switch a job off, or move its day by weeks or to another month.
- This month on the home page lists each job of the month and where it stands.
These are the jobs that come round every year, each on a day worked out from the season's dates. On that day, our admins (and the treasurer, for the charges) get a notice in their Inbox with a button to the right tool, and the home page lists the job under This month. When someone uses that tool, we mark the job done.
- One moment…
Profiles
For each part of a player’s profile, such as the nickname or the photo, decide whether players change it themselves, ask an admin, or leave it to admins. Below, choose which private details we collect.
- Members change it themselves: it shows straight away.
- Members ask a club admin: it comes to you on Requests.
- Club admins only: players can’t change it; they can ask for a change under Ask the club admins for something else, which comes to you on Requests.
Private details never appear on the public site. If you stop collecting one, such as birthdays, we delete every member’s saved birthday; you’ll be asked first.
Former members
When a member’s login closes, because they left the club or we archived them, we keep their contact details for the time you choose here, then delete them.
- What goes: their email address, linked Google and GitHub accounts, passkeys, phone number, birthday and emergency contact, notification choices and devices, saved roster views and their menu.
- What stays: their profile and seasons, and the club’s records, such as attendance totals, game sheets and dues.
- Choose 3, 6, 12 or 24 months. Six is the default. There’s no “never”.
- If someone comes back before that time, restore them and all their details are still there. After it, restore them and enter their email address again.
When a member's login closes, because they left the club or we archived it, we keep their email address, linked accounts, passkeys, private details, notification choices and devices for a while, then delete them. Their profile, seasons and the club's records stay.
The club's activity
How long we keep each line of the club’s activity under Activity, before the website deletes it.
- Choose one, two or three years. Two is the default.
- The record stays on until you turn it off under Features › The club’s activity. While it’s off, nothing new is recorded, and this choice still decides when the lines already recorded are deleted.
- Each line names who changed what and for whom, never an email address, a code or a private detail.
We keep a record of what our admins, coaches, team managers and the treasurer change, and of what the website does by itself to members' accounts, under Activity. Choose how long we keep each line. If you turn the record off under Features, we stop adding to it, and the lines already in it are deleted when their time is up.
Group chats
Links to the club’s and the teams’ group chats, so members join with one tap. Any app’s invite link works.
- To join, press a chat’s button to open it in its app. Each member sees only the chats meant for them.
- Coaches add their own teams’ chats, and admins every chat. Adding one lets its members know.
The links to the club's and the teams' group chats, in any app. Logged-in members see their teams' chats and the club's on their home page, under You and on their team's page, and we let them know when one is added. Coaches add and change their own teams' chats on the Group chats page.
Add a group chatPaste the chat's invite link here, and our members can join the chat with one tap.
Features
Turn parts of the website on or off, for the club or one team.
- The club’s choice is beside each feature. When a feature is off, members no longer see it in any menu, page, card or reminder.
- Under it, Choose for each team lets you set one team differently from the club, and the line beside it says how the teams stand.
- Maybe and Player of the game are off until you choose On for everyone or Team by team.
- Under Answer-by times, Player limits and Subs, set the club’s defaults for teams that don’t choose their own.
- Who came is on or off. While it’s on, What coaches mark offers all four marks (Came, Came late, Excused and Didn’t come), or Came and Didn’t come only.
- For our admins: the coaches’ and admins’ own tools, such as announcements, team managers, the notices for coaches, sign-ups, profile requests and the club’s activity, each for the whole club.
- The public pages, the seasons, rinks and calendars, and what’s on every page are on or off for the whole club. One that’s off disappears for everyone: its links leave the menus and the search, and an old link to it says it’s turned off.
- Nothing is deleted. Turn a feature on again and everything saved is back.
Turn a part of the website on or off for the whole club, or let a team choose for itself. Whatever is off disappears from every menu, page and reminder for those it's off for. Nothing is deleted, so when you turn it on again, it's all back.
Notifications
Members choose how each kind of notice reaches them in Settings › Notifications, or set every kind at once with a preset. Choose the preset that the members we add from now on start with.
- Everything: our usual choice for each kind.
- Just my events: reminders and changes to their own events as notifications, and the rest in their Inbox only.
- Inbox only: everything in their Inbox, except the reminders before their events.
Members already here keep their own choices, and anyone can change theirs at any time.
Members choose how each kind of notice reaches them in Settings › Notifications, or set every kind at once with a preset. Choose the preset that members we add start with. Members already here keep their own choices.
Club documents
Club documents is the page where members find the club’s files, such as the rules, the insurance and forms.
- Name the groups the page shows, in order, separated by commas.
- Choose who adds documents: our admins only, or the coaches too, for their own teams.
- Each file must be a PDF or a picture of 1 MB at most, and the club can store 25 MB of files in all.
Team managers
A team manager does for their teams what a coach does, without being listed as a coach on the roster or the public pages. The treasurer keeps the club dues.
- Untick a power to keep it to the coaches. The change applies at once, for every team manager.
- To give someone the role, press Change beside their name under Rosters › Everyone, choose Team manager and tick their teams.
- If you turn off Team managers and a treasurer under Features, team managers and the treasurer lose their extra powers and this section disappears. We keep who holds each role, so turning it on again gives them back.
A team manager can do for their teams what a coach does, without being listed as a coach. Untick anything only coaches should do. The treasurer can manage the club dues, and nothing else. You choose who has which role under Rosters › Everyone: press Change beside a person's name.
Our team managers and treasurer
Club roles
The club’s volunteer jobs that come with a part of the website. The equipment manager keeps the club’s equipment and who has it on loan. The jersey coordinator takes the members’ jersey and kit orders.
- A role comes on top of the member’s own role, so a player or a coach keeps everything else.
- A role has up to four people. Every logged-in member sees who holds each, so they know whom to ask.
- While nobody holds a role, our admins do what it does.
Each role comes on top of a member's own role: a player or a coach can take one on and keeps everything they could do before. While nobody holds a role, our admins can do its tasks.
Who can do more than a player
Everyone who can do more on the website than a player can, with the day each last logged in: our admins, the coaches, the team managers and the treasurer. A team manager’s line names their team.
- Remove a right that someone no longer needs. They become a player and keep their login, their answers and their history. A login that has no profile is archived instead, and Rosters › Everyone can restore it.
- No admin can remove their own admin right. Another admin has to do it, so the club always has one.
- While The club’s year is on, its review of rights comes in August: our admins get an entry in the Inbox with a button to this section, and Mark this year’s review done records that the list was checked.
Everyone who can do more on the website than a player can: our admins, the coaches, the team managers and the treasurer, with the day each last logged in. When someone no longer needs a right, remove it here. They become a player and keep their login, their answers and their history. Someone who has a login but no player profile is archived instead, which means they can no longer log in; an admin can restore them under Rosters › Everyone. No admin can remove their own admin right; another admin has to do it.
Getting the list of who can do more than a player…
Menu links
The club’s own links in the menu, which logged-in members see after the club’s sections.
- Give each section a heading, and order sections and links with Up and Down.
- Add any page of the website, or a link to another website, and choose who sees it.
- Save the menu links puts them in every member’s menu straight away.
These links come after the club's sections in the menu, for logged-in members. Choose the sections and links, and who sees each one. A page the menu has already can't be added twice, and a link to a feature that's turned off never shows.
Sign-in
How members log in, and whether each way is working. Members log in with the email we have for them, which admins add under Everyone.
- Passkeys always work.
- A code by email works for ten minutes. We can send at most 90 codes a day and 2,900 a month. Once the limit is reached, members can’t get a code until the next day or month, but they can still log in with a passkey, Google or GitHub.
- Not set up means our webmaster hasn’t finished setting up that way of logging in, so members can’t use it yet.
Members log in with the email address we have for them. Our admins add it under Rosters › Everyone. Our webmaster sets up the ways below, and the Log in page offers only the ones that are set up. The Setup checklist checks every step of the website's setup.
Ask staff to confirm before sensitive changes
Before coaches, admins, team managers and the treasurer download contact details, change a member’s email or role, delete a member or delete a team, we ask them to confirm it’s them.
- How: with their passkey, a code we email them, or signing in again with Google or GitHub, whichever they have here.
- How often: once every ten minutes, on each phone or computer.
- Why: a lost or borrowed phone with a staff login can’t take everyone’s details away or hand a login to another email.
- If the website has no way to ask them to confirm, we let the change through and tell them so. The Setup checklist says what our webmaster needs to set up.
Coaches, admins, team managers and the treasurer confirm it's them, with a passkey, a code by email, Google or GitHub, before they download contact details, change a member's email or role, delete a member or delete a team. We ask once every ten minutes on each phone or computer.
Activity
A record of what our admins, coaches, team managers and the treasurer change, and of what the website does by itself to members’ accounts, newest first.
- Each line says who, what, for whom and when, in words: “Coach C changed Eagles I’s team settings”. It never holds an email address, a code or a private detail.
- Nobody can change or delete a line. The website deletes each line after the time you choose under Profiles, which is two years unless you change it.
- Turning off The club’s activity under Features stops the record: nothing new is recorded, and the lines already recorded stay until their time is up.
- Filter by who, whose account, the kind of change and the days, or search for a word or a name.
- Members find the lines about their own account in Download your data. A member who deletes their data stays in the record as “a former member”.
- Only our admins see this page.
What our admins, coaches, team managers and the treasurer changed, and what the website did by itself to members' accounts, newest first. Each line is kept two years.
Filter and searchEverything, newest first
Test club
The test club is seven made-up teams beside our own three, so that you can see how the website works for a club of ten teams. Each has a roster for last season and this one, two seasons of practices, games, tournaments and trips, and the records of its players using the website: their answers, who came, duties, rides, comments, polls, dues and costs.
- Turning it on or off: an admin who edits the website in Pages CMS ticks or unticks Show the test club under Site settings › Test club. The live site and the preview each have their own setting, and the change shows within a few minutes.
- Like real data: the test teams, players and events show wherever our own do, and the pages for the whole club count them, such as Costs, the attendance history and Rosters › All teams. Its made-up people can’t log in, so you look after a test team with your own admin login.
- Kept apart: search engines are told not to list its pages, our own teams never get its players or events, and nothing about it reaches our members: no notification, Inbox entry or email. The club’s calendar feed leaves its events out.
- A batch at a time: our free plan lets the website make 100,000 changes a day to its records, for the live site and the preview together. So the website adds the test club’s records, or deletes them, a batch every five minutes and a batch each time an admin opens this page, and makes at most 20,000 changes a day on each site. This part shows how far it is, and Continue now does the next batches straight away.
- Before the launch on kmceagles.org, the test club must be turned off on each site. Its pages and photos then go within a few minutes, and the website deletes its records over the next day or two. Our own teams’ and members’ records stay as they are.
Finding out whether the test club shows on this site, and how far its records are…