Coaching zone - organising and comms

Clubzap is an app the club uses to help coaches organise fixtures, training and other events and to keep parents/guardians aware of what their team’s arrangements are.

The app also hosts a news section for all subscribers to keep up with what is going on at the club, useful contacts and links and provides the chance to update fixtures and results for all subscribers to see. The app is also linked to this website.

Managing matches and training

All teams have coaches who have admin permissions to manage events in the app.

Coaches should create ‘events’ to let parents/guardians know arrangements for games and training sessions and to give them the chance to state if their child is attending or not.

This allows coaches to prepare properly for events, monitor attendance and keep parents/guardians aware of what is going on with their child’s team.

To create an event (match or training session):

Open the app
Select ‘schedule’ from the main menu at the bottom of the screen
Press the blue + button
Select your team from the list of groups
Complete the details as requested in the boxes provided. Include as much detail as possible
Click ‘save event’ and this should now appear in your ‘schedule’ screen.

Once the ‘event’ is created invitations will be sent to the parents/guardians of the players in your team.

You will also have the option to send regular reminders, by clicking on ‘schedule reminders’ and selecting when you wish those to be sent out to all members.

Parents/guardians will receive notifications, to which they can confirm attendance or let coaches know their child won’t be there for the specific event.

To create repeated ‘events’ (for example training sessions that have the same details each week):

Open app
Select 'schedule' from the main menu at the bottom of the screen
Press on the event you wish to repeat
Select the three small buttons icon in the top right corner
Choose 'duplicate'
Complete the relevant details
Press 'save event'

Sub groups - useful when only certain players need to be invited to an ‘event’

If you have training only players that don’t need to be invited to matches, you can put your players into ‘sub groups’.

To create sub groups:

Open app
Select ‘chat’ from the main menu at the bottom of the screen
Select your team’s chat group
Press the ‘cog’ icon in the top right corner
Scroll down to ‘manage sub-groups’ and press
Press the + icon in the top right corner
Give your sub group a name, for example ‘match players’ or ‘training only’
Select the names of the relevant players for this group
Click ‘create’

When creating an ‘event’ (see details above), you can now scroll down to ‘invite sub group’ and select the group(s) you wish to invite. So for matches you would select ‘match players’. Or for training both ‘match players’ and ‘training only’. This ensures invites go to the right people.

Creating fixtures and results for all subscribers to see

This is useful for subscribers that aren’t parents/guardians, for example grandparents or other relatives who may wish to come and watch your team, but aren’t in the chat groups.

To create a fixture:

Open app
Select ‘games’ from the main menu at the bottom of the screen
Press the + icon
Select ‘add fixture’ when prompted
Enter details as required, including your team from the drop down menu
Press ‘add fixture’

To add a result:

Open app
Select ‘games’ from the main menu at the bottom of the screen
Press the + icon
Select ‘add result’ when prompted
Choose either ‘add new event’ (if the fixture was not in the app already) or ‘select existing event’ and enter the details as prompted
Press ‘next’

Notifications

To make sure you and your parents/guardians receive notifications:

Open app
Press the ‘cog’ icon in the top right corner
Scroll down to ‘push notifications’
Press the button next to ‘allow push notifications’ so it turns a dark colour
Make sure you have ‘notifications’ for Clubzap turned on in your phone’s settings (how this is done will differ depending on your phone manufacturer)

Prestwich Marauders FC