ClubServe

In partnership with ServeSport, scottishathletics is pleased to be able to provide affiliated clubs with free access to ServeSport’s sports management system, ClubServe.

ClubServe incorporates a club governance management system that enables clubs to review their progress across a number of areas of their club’s business; develop an online club development plan; complete a series of online training modules relevant to the operation of a sports club; and access all support resources developed by scottishathletics. Clubs also have the ability to manage their membership database online; accept online entries into their own events; and manage their bookkeeping.

All of the below modules were made available to selected clubs from 21st April 2022, with access granted to all clubs soon after this initial launch.

Affiliation

  • Complete your annual club affiliation online, and keep a copy to refer to and update throughout the year.

Club Reviews

  • Self-assess your governance and operating policies/procedures
  • Produce a strengths/weaknesses analysis
  • Produce a list of actions to improve certain areas, and add this automatically to your club development plan
  • Access a range of support resources and additional guidance

Club Development Plan

  • Create a bespoke Club Development Plan for your club
  • Set up and manage an unlimited number of additional project plans
  • Create and track the progress of objectives and actions
  • Attach documents and files to a project and run reports on progress

Club Documents

  • Upload and store club documents
  • Use the Recommended Documents Checklist to ensure that key documents are held and adhered to

scottishathletics Support Resources

  • Access templates and guidance documents to support the operation and development of your club

Bookkeeping

  • Manage your club’s day to day bookkeeping
  • Record income and expenditure and in customisable categories
  • Produce account statements and summaries
  • Produce invoices and record payments
  • Produce reports

Contacts

  • Add and update an unlimited number of individual and organisation contacts
  • Record information about contacts and search for this through the contact query tool.
  • Record notes about contacts for future reference
  • Create an unlimited number of contact groups, helping you to organise athletes, coaches, officials, etc. and contact groups in bulk

Membership

  • Set up and manage your club membership scheme
  • Allow new members to join online via your customer portal
  • Allow your members to manage their membership online through your customer portal
  • Take payments by debit/credit card and by direct debit
  • Track membership numbers by category and create a range of reports

Customer Portal

  • Provide your members with an individual portal to manage their account, renew their membership or enter club competitions.
  • Market club activities and events

Events

  • Create and manage a variety of event types such as training sessions, competitions, holiday camps, club fundraisers, ticketed events and social events
  • Enable members and non-members to book places online via their customer portal, for themselves and anyone associated with them such as children and spouses.
  • Manage event entry limits and events for different age groups.
  • Set up different types of fees, including different options for members and non-members or for those in different age groups.
  • Export registration/entry lists, including participants’ details.

Licensing

  • Link to the club’s licensing portal to manage the club’s existing event licences or apply for a new one.
  • (Please note: creating an event within ClubServe does NOT generate an event licence – you still need to complete the licence application form!)

Club Portal

  • Link directly to the club’s scottishathletics Club portal to manage your members’ scottishathletics memberships and event entries.

To log into your ClubServe account please visit https://yourclubname.clubserve.net/. Your club ID and password will be available from your Club Secretary.

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