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, turf-fee payments, and turf bookings — for managers on the web dashboard and staff on the web or mobile app. Staff and the club turf calendar can be subscribed to from any phone or calendar 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.

Get the mobile app

The ProClubHQ staff app is available free on iOS and Android — sign in with the email and password your club set up for you.

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).
• Forgot to clock in or out? Fix your times under Recent hours — the correction goes back to your manager to approve.

Team roster

The Roster tab shows the whole club’s published week — who’s on, in which area, and at what time (with you highlighted and any unfilled shifts marked Open). It’s read-only, so you can always see who you’re working with.

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. You only see open shifts in the areas you’re assigned to, so you’re not shown jobs that aren’t yours.

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.

Your profile & roster calendar

On Profile, keep your name, email, phone and password up to date, add a profile photo, and fill in extra details like your preferred name, date of birth, address and an emergency contact. Tap Subscribe to my roster to add your shifts to your phone’s calendar (Apple, Google or Outlook) — it stays in sync automatically as your roster changes, and only shows your own shifts.

Messages

Use Messages to chat with the rest of the club — message a teammate or manager directly, and take part in any group chats you’ve been added to. New messages show a count on the Messages tab and send a push notification on the app.

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 Settings → 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).

Save time when building

• Copy last week clones the previous week’s whole roster into this one — keep the same people or copy as open shifts.
• When adding a shift, tick Repeat weekly for a number of weeks to create the series at once.
• Open any shift and use Copy to other days to duplicate it across the week.
• Plan from games builds Ground Controller shifts straight from your turf fixtures: it splits the day’s games into shifts (3 each by default), starting 15 minutes before the first game, and writes each shift’s game run-sheet into its notes.

Who sees which open shifts

On the Staff page, give each member their Areas. They then only see and can claim open shifts (and cover swaps) in those areas — so the whole club doesn’t pile onto one job.

Open shifts & swaps

• Open shifts — several staff can register interest in the same shift; you pick one to confirm and the rest are declined automatically.
• 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). When someone’s waiting you’ll see a count on the Staff menu and a banner on your dashboard — and you can get an email for every request by setting an address in Settings → Notifications email. Disable the link anytime.

Member profiles

Click anyone’s name on the Staff page to open their profile — contact details, emergency contact, date of birth, pay rate, areas, upcoming shifts, and when they were last active. Hit Edit to change any of it, or the camera button to set their photo. Photos and initials appear across the roster, timesheets and chat.

Roles & areas

• Change a member’s role with the dropdown on their row (only admins can grant the admin role).
• Assign their Areas with the chips — this controls which open shifts and swaps they can see and claim. No areas = they see none.

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.

Messaging & notifications

Keep the whole club in touch from Messages — on the web dashboard and the mobile app. Everyone gets an unread count on the Messages menu, and the app sends a push notification for new messages.

Direct & group chats

• Anyone can start a direct message with any other member — tap New and pick a person.
• Manager Managers can create group chats: New → Group, name it, and pick the members. They can rename it and add or remove people; anyone can leave.

Auto groups Manager

Auto groups keep their members in sync for you. Tap New → Auto group and choose a source — an area (Bar, Kitchen, Ground Controller → its allocated staff plus your managers) or a role (Managers or Admins). When you change who’s allocated to an area or someone’s role, the group’s membership follows automatically. There’s one group per area/role, and its members can’t be edited by hand.

Activity & the notifications bell Manager

The 🔔 bell and the Activity page gather everything happening in your club — join requests, open-shift claims, swap offers, turf booking requests and payments — newest first, with an unread count. Approve, confirm or dismiss items right from the feed.

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 → 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”.

Turf bookings Manager

Manage who’s using your turf and when — a shared schedule that replaces a spreadsheet or an Outlook calendar. Everything is under Turf bookings. It’s opt-in per club; if you don’t see it in the menu, email us and we’ll switch it on.

1. Surfaces & bookings

• Set up your bookable surfaces (pitches) and a standard hourly rate for each.
• New booking — pick the surface, day and time and a type: Club practice, Club event, External hire, Maintenance/blocked, or Other.
• Tick Repeat weekly until a date to set up a whole season at once — weeks that clash with a fixture or another booking are skipped automatically.
• Your existing fixtures show automatically and block that time (“Turf in use”), so nothing double-books. Use Maintenance to block the turf out entirely.

2. Public schedule & requests

• Share your public booking page — anyone can see the schedule and request a slot (they can’t pick a time that’s already taken).
• You get an email and push notification for each request; Confirm it with a standard or special rate, or decline.
• The Subscribe menu gives two calendar feeds people add to Apple/Google/Outlook — Games only (just your fixtures) or Games + turf slots (fixtures and confirmed bookings). Both update automatically.

3. Payments Admin

If you’ve connected a payment provider (see Turf-fee payments), confirmed bookings can be paid online from the public page — funds go straight to your club, just like game turf fees.

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 → Billing → 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

Settings is organised into tabs:

• General — club name, timezone, club logo, a Notifications email for new join requests, and Pay rules (loadings, overtime, public holidays). Managers.
• Areas — the parts of your club you roster (Bar, Kitchen, Ground Controller). Managers.
• Payments — connect Airwallex/Stripe for turf fees and bookings. Admins.
• Billing — your subscription and card. Admins.

FAQ & troubleshooting

A calendar subscription isn’t updating

Subscribed calendars refresh on their own schedule (often every few hours), set by your calendar app rather than us. New shifts and bookings flow through automatically the next time it refreshes.

How do I turn on Turf bookings?

It’s opt-in per club. If you don’t see Turf bookings in the menu, email us and we’ll switch it on for you.

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.

Where did the Areas page go?

Areas now live under Settings → Areas — Settings is organised into tabs (General, Areas, Payments, Billing). Everything about areas works exactly as before.

Can staff use the web, or only the app?

Both. Staff get the same shifts, clock-in, open-shifts, swaps, availability and messages 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.