Club Management | Grassroots360 Docs

Managing Players (Registrations)

1

Open the Players Section

From the left-hand navigation, click Club Management, then click Players. The Registrations page shows four summary cards: Players (total registered), SoF (Statement of Findings — paid vs total), Subs Active, and Subs Inactive. Below, players are grouped by their assigned team.

The Players section shows the subscription and registration status of all members.

2

Search for a Player

Use the Search by Name box in the centre of the page to find a specific player. Type their name and click Search. The list will filter to show only matching players.

3

View Player Actions

Each player row has a three-dot menu (⋮) on the right. Click it to access available actions for that player, which may include viewing their profile, adjusting their subscription, or moving them to a different team.

4

Filter Players by Status

Click the Filter dropdown button above a team's player list to filter players by subscription status (e.g. Paid, Unpaid, Active, Inactive). Use the Go to dropdown to jump directly to a specific team in the list.

5

Review Unassigned Players

Scroll down to the Unassigned Players section to see any members who have registered but have not yet been placed into a team. Use their action menu to assign them to the appropriate team.

Unassigned players cannot be included in match day squads until they are assigned to a team.

Managing Teams

1

Open the Teams Section

From the left-hand navigation, click Club Management, then click Teams. The Teams page lists all teams in your club, showing their ID and Team Name.

Teams are the core organisational unit of your club. Players, fixtures, and subscriptions all link to a specific team.

2

Create a New Team

Click the yellow Create button at the top-left of the Teams page. Fill in the team creation form with the team name, age group, format (e.g. 7v7, 9v9, 11v11), gender, and any other required details. Click Save to create the team.

3

Edit an Existing Team

Locate the team you want to edit in the list and click the arrow icon (→) on the right side of its row. This opens the team detail and edit page where you can update the team's name, age group, managers, and settings.

4

Manage Team Coaches and Managers

On the team detail page, you can assign Coaches and Team Managers to the team. These individuals will have access to team-specific features such as submitting match day sheets and expenses.

Coaches and managers must have a registered Grassroots 360 account to be assigned to a team.

Reviewing Pending Actions

1

Open Pending Actions

From the left-hand navigation, click Club Management, then click Pending. This page lists members who have completed their registration but have not yet been validated. Each row shows the member's Name and their Validated status.

Pending Actions typically appear when a new member registers and requires admin approval before they are fully active.

2

Validate a Member

Click the arrow icon (→) next to a pending member to open their profile. Review their details to confirm they are eligible to join. Once satisfied, click the Validate button to approve their registration and mark them as active in the system.

Validating a member may trigger a welcome email and activate their subscription if one is assigned.

Fixture Sanctioning

1

Open Fixture Sanctioning

From the left-hand navigation, click Club Management, then click Fixture Sanctioning. The page shows two summary cards: Pending (fixtures waiting to be authorised) and Approved (fixtures cleared to play). The table below lists all fixtures submitted for sanctioning.

Fixture sanctioning is required when teams arrange matches outside the standard league schedule — for example, friendly games or cup ties.

2

Review a Fixture

Click a fixture in the list to open its details. Review the Team, Opponents, Date/Time, and Venue. Confirm the fixture details are correct before making a decision.

3

Approve or Reject a Fixture

After reviewing the fixture details, click Approve to sanction the fixture and move it to the Approved status, or Reject to decline it. An approved fixture will appear in the Match Day Scheduler and can be booked to a resource.

Managing Resources

1

Open Resources

From the left-hand navigation, click Club Management, then click Resources. The Resources page lists all bookable venues and facilities available at your club, showing their Name, Venue, Type (e.g. Pitch, Hall), and whether they are Bookable.

Resources represent physical spaces that teams can be assigned to for training and match days.

2

Create a New Resource

Click the yellow Create Resource button at the top-left. Fill in the resource details including its name (e.g. "7v7 Grass"), venue name, type, and whether it is bookable by teams. Click Save to add it to the list.

3

Edit a Resource

Click the arrow icon (→) next to a resource to open its edit page. Update any details as required and click Save to apply your changes.

4

View All Bookings for Resources

Click the View Bookings button (calendar icon) at the top of the Resources page to jump to the Resource Bookings page, where you can see all scheduled bookings for all resources.

Managing Resource Bookings

1

Open Resource Bookings

From the left-hand navigation, click Club Management, then click Bookings. The Resource Bookings page shows all scheduled bookings grouped by date. Each booking displays the Subject (match or event name), Resource (pitch or facility), Venue, Start and End times, Duration, and Booked By.

Bookings are created automatically by the Match Day Scheduler or can be created manually.

2

Filter Bookings by Date and Resource

At the top of the Bookings page, use the From and To date pickers to set a date range. Use the Resource dropdown to filter by a specific pitch or facility. Click Apply to update the displayed bookings.

3

Edit a Booking

Locate the booking you want to change and click the Edit button on the right side of its row. Adjust the time, resource, or other details as needed, then save your changes.

Editing a booking does not automatically notify the teams involved. Let relevant coaches and managers know of any changes.

4

Cancel a Booking

To remove a booking, click the red Cancel button on the right side of the booking row. Confirm the cancellation when prompted. The time slot will become available again for other bookings.

Cancelling a booking is permanent. If the fixture still needs to be played, create a new booking manually or re-run the Match Day Scheduler.

Using the Match Day Scheduler

1

Open the Match Day Scheduler

From the left-hand navigation, click Club Management, then click Match Day. The Match Day Scheduler automatically generates a proposed schedule for all teams' upcoming fixtures, assigning them to available resources (pitches/facilities) based on age group, format, and FA guidelines.

The scheduler looks at each team's next upcoming fixture from their league and proposes resource assignments based on duration and availability.

2

Review the Proposed Schedule

The scheduler displays upcoming match days as date blocks. Each block shows the Team, Opponents, League, Age Group, Format, Gender, Half Length, Total Duration, Pitch, Kick-Off, Full Time, and Status.

Ready (green) — the game has been scheduled to a resource.
Cannot Schedule (red) — no suitable resource is available; manual intervention needed.

Games shown in red cannot be automatically scheduled. You will need to create a manual booking or free up a resource.

3

Confirm and Book All Games

Once you are satisfied with the proposed schedule, click the yellow Confirm & Book All Games button at the bottom of the page. This creates resource bookings for all schedulable games. Games shown in red will be skipped.

Only run this once per match day cycle. Running it again may create duplicate bookings.

4

Manage Resources from the Scheduler

If a resource is unavailable or needs to be adjusted, click the Manage Resources button next to the Confirm button. This takes you directly to the Resources page where you can add, edit, or remove resources before running the scheduler again.