Onboarding steps

If you are thinking about bringing your club over to ShuttleOps then Welcome! This guide will walk you through the process of setting up your club on the platform, ensuring a smooth transition for both administrators and players.

Inform Club Members About the Transition

Before setting up your club on ShuttleOps, we recommend you communicate with your members about the switch. We suggest you let them know:

• When the transition will take place.
• What changes they can expect.
• How the new system will benefit them.
• Any actions they may need to take.
• How the platform has been tested, prior to making this decision. 

Providing a clear timeline will help ensure a smooth migration. This support portal can provide template emails to help with some of these steps if you are struggling to work out how to communicate to your members. 

Explain Registration Options

When explaining the registration process its important to be clear that members do not need to register to be added to the system. However, if they do, they will have access to their personal stats, playing history, and game details.

In order to manage the court allocation, players will need to be added to the club you create. This will generate a welcome email inviting them to register but it is not compulsory. Should they wish to register, using the same email to sign up will then automatically link their account with that player. Doing this will give them access to the historical stats for that player. 

Without an account, they'll not be able to see the schedules or stats from the sessions.

Create Your Club

Once you've communicated the information, as an administrator, its time to start creating and setting up your club within ShuttleOps. To do this follow the steps below.

1. Navigate to the Club Settings page.
2. Search for your club to ensure that someone else hasn't created it first. If you can't find your club, create one and enter the relevant details.
3. When creating a club, you'll have the option of making it private if you wish. If your club is private, you'll need to note down the unique code, or download the QR code in order to let your members join your club.

Notify Members About Their Addition to the System

Before you start adding members, we suggest you let them know that they are being added to ShuttleOps. Refer to the schedule you outlined at the start of the process and reassure them that they do not need to register, but they have the option if they wish to access additional features.

Add Players to the Club

Once your club is set up, and you have informed your players you can begin adding players:

• Use the Players Management feature to add members.
• Ensure each player has a valid email address.
• Upon being added, players will receive a welcome email with information on how to access ShuttleOps.

Create Sessions

Now that your club is set up, you can start creating sessions:

1. Go to the Sessions page.
2. Set up new sessions with relevant details (date, time, location, court availability, etc.).
3. Configure session fees if applicable (pay-as-you-go, cost-sharing, or subscription-based models).

Notify Players About Sessions (Optional)

You can optionally notify players via email about new sessions:

• If players are registered, they will receive an email with a link to the session where they can indicate if they plan to attend. 
• If players are not registered, you may need to manually inform them of upcoming sessions.
• Any players who register after the session email has gone out, won't receive any notifications about that session but they can still find it from the Sessions page for the club. 

By following these steps, your club will be fully onboarded onto ShuttleOps, making session management, player tracking, and payments effortless. If you have any questions, check out our Support Portal or raise a Support Ticket.

Welcome to ShuttleOps, and happy playing!