Help & guides

Getting started

ProClubHQ is an all-in-one app for sports and community clubs: staff rostering, a phone time-clock, payroll-ready timesheets, and turf-fee payments — for managers on the web dashboard and staff on the web or mobile app.

Create your club

1. Go to app.proclubhq.com/register.
2. Enter your club name, your name, email and a password.
3. You’ll start a 14-day free trial ($99/month after, cancel anytime). The person who registers becomes the club Admin.

Signing in

Managers and admins use the web dashboard at app.proclubhq.com. Staff can use the same web address or the ProClubHQ mobile app. Forgot your password? Use “Forgot your password?” on the sign-in screen and we’ll email you a reset link.

Roles & permissions

Every club member has one of three roles:

• Admin Everything a manager can do, plus account-level control: connect payment providers, manage the ProClubHQ subscription, and add or remove other admins.
• Manager Runs the day-to-day: build & publish rosters, approve claims and swaps, timesheets & payroll, areas, turf fees, and invite/manage staff. Can’t touch billing or admin accounts.
• Staff Their own world: see their shifts, pick up open shifts, swap, set availability, and clock in/out. No club-wide settings.

Admins and managers change roles on the Staff page (the role is a dropdown on each person). Only admins can grant the admin role.

For staff

When a staff member signs in, they get their own simple view — on the web or the app.

My shifts & clocking in

• See your upcoming shifts, grouped by day.
• Tap Clock in when you start and Clock out when you finish — your hours go to your manager to approve.
• Can’t make a shift? Tap Offer swap to put it up for a teammate to cover (a manager approves the swap).

Open shifts

The Open shifts page lists unfilled shifts you can Claim, and shifts a teammate has offered that you can Cover. Either way a manager confirms it.

Availability

Tell your manager when you can or can’t work under Availability — set recurring windows (e.g. every Tuesday evening) or one-off dates, so you get rostered well.

Joining a club

You’ll either receive an invite email with a link to set your password, or a club’s join link where you request to join (a manager approves you). Once you’re active, just sign in.

Rostering Manager

Set up your areas

Under Areas, add the parts of your club you roster — Bar, Kitchen, Ground Control, and so on. Each area is paid hourly or per game (great for ground controllers — set a rate per game). Drag the ⠿ handle to reorder; the order carries through to the roster.

Build & publish the roster

• On Roster, work a week at a time across every area in a grid.
• Assign a staff member to a shift, or leave it open for staff to claim.
• Hit Publish — assigned staff are notified instantly (push + in-app).

Open shifts & swaps

• Open shifts — staff request unfilled shifts; you approve or decline from the Open shifts page.
• Swaps — a staff member offers a shift, a teammate accepts to cover, then you approve on the Swaps page and the shift is reassigned.

Time & pay Manager

Time clock

Staff clock in and out from their phone or the web. Each entry records the start, finish and any unpaid break, and lands in Timesheets for review.

Pay rules

In Settings → Pay rules, set your loadings — weekday, Saturday, Sunday and public-holiday multipliers, plus optional daily overtime. Add the public holidays that apply to your club. These are applied automatically when timesheets are costed.

Approve & export payroll

• Review hours on Timesheets — loadings and overtime are already applied to the cost.
• Approve (or reject) each entry.
• Export to CSV for your payroll system.

Managing staff Manager

Invite someone

On the Staff page, choose Invite staff and enter their name, email and role. They’ll get an invite email with a link to set their own password — no temp password needed. You can also click Copy invite on a pending invite to share the link yourself.

Open “join the club” link

Want people to sign themselves up? Turn on the Club join link on the Staff page and share it. Anyone with the link requests to join and lands as Pending approval; you review and Approve them (they can’t sign in until you do). Disable the link anytime.

Status, deactivate & delete

• Invited → hasn’t accepted yet. Pending → self-joined, awaiting your approval. Active → good to go.
• Deactivate a member who’s left but whose history you want to keep — they can’t sign in, but their records stay.
• Delete permanently removes someone (their shifts revert to open). You can’t delete yourself, and only admins can remove an admin.

Turf-fee payments Manager

Collect match turf fees with one QR code. Visiting clubs scan, pick their fixture and team, see the exact fee and pay — no invoicing, no chasing. Everything is under Turf fees in the dashboard.

1. Set up fixtures & rates

• Fixtures — add them manually, or Import CSV (columns: date, time, competition, division, home, away, venue) for a whole season at once.
• Auto-assign derives each fixture’s home/away club and competition from the team names, so you don’t fill them in by hand (everything stays editable).
• Clubs & rates — set what each payer club pays per competition (with an optional division override).

2. Connect a payment provider Admin

In Settings → Turf-fee payments, connect your club’s own Airwallex or Stripe account — money goes straight to your bank, not ours. Each provider shows the exact steps (API keys + a webhook URL), a Test connection button, and a sandbox mode so you can trial it before going live. No provider connected? Payments are still recorded as pending for you to mark paid manually.

3. Share the QR & track payments

• Print the QR from the Share QR tab and put it at the gate or canteen.
• A payer scans, picks the fixture, taps their team, and pays the right fee.
• The Fixtures list shows a green ✓ next to each team that has paid, so you can see at a glance who’s settled.
• A team that has already paid can’t pay twice — their button shows “✓ Paid”.

Subscription & billing Admin

ProClubHQ is $99/month per club with a 14-day free trial. Unlimited staff, all features. Billing is handled securely by Stripe.

• Your trial starts when you register; you won’t be charged until it ends, and you can cancel any time before then.
• Manage your card or cancel under Settings → Subscription → Manage billing.
• If a subscription lapses, the dashboard is paused until an admin re-subscribes — staff and managers will see a prompt to ask an admin.

Settings

• Club — your club’s name and timezone (managers).
• Pay rules — loadings, overtime and public holidays (managers).
• Turf-fee payments & Subscription — admins only.

FAQ & troubleshooting

A staff invite or reset email didn’t arrive

Check the spam folder first. If emails consistently land in spam, the club’s sending domain may need verifying — contact us and we’ll help. You can always use the Copy invite link on the Staff page in the meantime.

Turf payment says “merchant configuration” error

Your Airwallex or Stripe account authenticates fine but isn’t yet enabled to accept card payments. Finish your provider’s onboarding (and confirm AUD is enabled), or ask their support to switch on payment acceptance. Tip: test in sandbox mode first.

Can staff use the web, or only the app?

Both. Staff get the same shifts, clock-in, open-shifts, swaps and availability on the web at app.proclubhq.com and in the mobile app.

How do I change someone to an admin or manager?

On the Staff page, use the role dropdown on their row. Only an admin can grant the admin role.

How do I delete my club or data?

Email support@proclubhq.com and we’ll help. See our Privacy Policy for details.

Contact us

Still stuck? Email support@proclubhq.com — we usually reply within one business day.