Ask your clubs for regular reports
Require a short report from each affiliated club every quarter, half, or year, with its events and membership filled in for it, and read what comes back.
Where it lives Where it lives: Sidebar → Clubs → Reports
Turn reports on
Reports are off until you ask for them. Open Clubs → Settings, expand Club reports, and check "Require reports from affiliated clubs". Every affiliated club then owes a short report each period. Its events, attendance, and membership are filled in for it, and its organizers answer your questions and submit. Reports start with the period that's underway when you turn this on, so no club is asked to catch up on earlier ones.
A missing report never changes a club's standing on its own. It shows as overdue and the reminders keep coming; what to do about it is your call.
Pick the schedule
Under Schedule, the New-club period (months) is how long a newly affiliated club reports more often, counted from the day it joins (0 skips it). "During the new-club period" and "After that" each pick Every quarter, Twice a year, or Once a year. "Days clubs have to report" is how long after each period ends a report is due. Periods follow the calendar (quarters start in January, April, July, and October), and a club's first one is shortened to start the day it affiliated.
Quarterly for the first year, then yearly, is a good default: you hear often while a club finds its feet, and you don't burden the established ones.
Set the reminders and late notices
"Remind clubs (days before due)" takes up to four numbers separated by commas, for example 7, 1 (0 means the due date itself; blank sends none). "Late notice (days after due)" sends one notice once a report is late, and "Then remind the club every (days)" keeps nudging until it's submitted (blank stops after the late notice). These go to each club's own notification address, copied to anyone the club adds for Reports in its settings. Nothing is sent before 8 AM.
Choose who hears about reports
"Submitted reports go to" is the address that receives each filed report, with the whole report in the email. "Late or missing reports go to" hears when a club misses its due date. Each has a CC field for more addresses, separated by commas. A committee inbox works better here than one person's email, since it survives a change of volunteers.
Write the questions clubs answer
The Club report template section is what every club fills in. Write a short Introduction, then choose what the platform fills in under "Filled in by the platform": Events and attendance, Members, Money collected, and Reimbursements. Clubs see those figures for their own period and can't edit them. Under Your questions, click "Add a question" for what only the club can tell you. "What clubs see (as last saved)" previews the form. Every saved change bumps the template version.
Changes apply to reports clubs haven't submitted yet. A submitted report keeps the questions it answered, so editing the template never rewrites what a club already told you.
Read what came in
Clubs → Reports shows the schedule in the header, then a Clubs table with each club's latest report and when its next one is due. Below it, the tabs split reports into With the club (open, or sent back for changes), Submitted, and All. Each report carries a status: Open, Overdue, Submitted, Submitted late, or Changes requested. A red banner counts any that are past due and says where the late notices went.
The event figures in a report count registrations, people, and check-ins separately (check-ins only where the club used check-in), so read them as they're labeled.
Open a report, and send it back if it needs more
A submitted report shows who filed it, when, whether it was late, and which template version it answered, followed by the frozen answers and figures. If something's missing, write a note under "Ask for changes" and click "Send back to the club". Their answers stay filled in, so they only fix what you asked about and submit again. The side panel lists every notice sent about this report and links to the club's manage area.
Until the club resubmits, you keep seeing what they filed before, under a note saying when it was sent back and why.
Related guides
Still stuck, or have a different question?
Send us a message and a real person will reply to your email.