Everything you need to run your club on ClubDeck

Introduction

ClubDeck is a sports club management platform built for coaches, club admins, players, and parents. With one account you can:

• Organize teams, seasons, and rosters
• Schedule training, matches, and one-off events
• Track player availability and build match-day lineups (skill-based auto-generation is a Pro feature; manual editing is free)
• Design drills on a digital whiteboard and chain them into timed practice plans
• Generate balanced training teams in one click
• Post volunteer shifts (talkoot) and let members claim them
• Send invoices, collect donations and ticket sales, and accept online payments through Stripe
• Run the game-day kiosk — ring up sausage-and-coffee sales in a couple of taps — and record expenses with receipt photos
• Keep the club's books: budgets, voucher numbers, period locking, an association income statement, and a CSV export for the accountant
• Give parents one My Family view of every child's schedule, clubs, and bills — across clubs
• Keep the team in sync with chat, notifications, and calendar feeds

The app runs in any modern browser at app.clubdeck.fi and on iOS and Android as a native mobile app.

Sign up and sign in

Open app.clubdeck.fi and sign in with your email and password, or with Google. Authentication is handled by Firebase Authentication.

1. Click Sign up on the login page.
2. Enter your name, email, and a password — or click Continue with Google.
3. Verify your email if prompted, then sign in.

If you were invited to an existing club, follow the invitation link in your email instead. You will land directly inside the club once you sign in.

Create your club

The first time you sign in, you will be asked to create a club (also called an organization). A club is the top-level container for everything in ClubDeck: teams, members, events, invoices, and settings.

1. From the dashboard, click Create Club.
2. Enter the club name and a short description.
3. Add your first team. You can create more teams later from the Teams page in the club sidebar.
4. Open Settings → Seasons and add the current season so events and invoices can be grouped by it.

Choose a plan

ClubDeck has three plans: Free, Pro, and Club. You can compare them in detail on the pricing page. A short summary:

• Free — up to 15 members, 1 team, and 10 events per month. Great for trying things out.
• Pro — up to 75 members, 3 teams, unlimited events, billing & Stripe payments, the calendar feed, the drill whiteboard and practice plans (up to 50 drills and 10 plans), event registration, donations, and newsletters.
• Club — everything in Pro with unlimited members, teams, drills, and practice plans, plus kiosk & ticket sales, expenses & bookkeeping, volunteer rosters, reports (including budget vs actual, the income statement, and the bookkeeping export), real-time chat, and guardian accounts with guardian billing.

You can upgrade or downgrade at any time from Settings → Plan.

Throughout this guide, sections marked Pro or Club require at least that plan.

A tour of Settings

Club settings live under Settings in the club sidebar. The page is organized into groups, with a side navigation on desktop and a dropdown on mobile:

• Club — General (club name, URL slug, logo, plus admin-only cards for Location, Recruitment, and Features such as the team chat toggle), Public page (admin-only, see Club directory & public pages), and Plan (subscription management).
• Team setup — Training (custom training colors, Pro), Pairings, Lineups, and Seasons.
• Members & integrations — Invitations and Integrations (calendar feed and Stripe payment processing).
• Danger Zone — pinned at the bottom; deleting the club lives here, safely away from everything else.

Every tab is deep-linkable: the URL carries a ?tab= parameter (for example settings?tab=integrations), so you can bookmark a tab or paste a link to it in chat and the recipient lands on exactly the right screen.

Roles and permissions

Every member of a club has a role. Roles control what people can see and change.

• Admin — full access to all settings, billing, members, and content.
• Coach — manages a specific team: roster, events, lineups, drills, training, and chat.
• Player — sees their own teams, marks availability, views lineups and attached drills, and pays invoices.
• Guardian — a parent or carer linked to one or more junior players; can act on the player's behalf for availability, communication, and invoices. See Guardians & juniors.

A single person can have different roles in different teams — for example, a parent who is also coaching another team.

Invitations & join requests

There are two ways to grow a roster:

Invite by email

1. Open Settings → Invitations.
2. Click Invite member, enter the email, pick a role and team, then send.
3. The recipient gets an email with a one-click join link.

Shareable join link

From the same screen you can copy a shareable join link for a team. Anyone with the link can request to join — an admin or coach must approve them, so it is safe to share in a group chat.

Join requests also arrive from the public side of ClubDeck: players can apply through your public club page or the Find a Club directory. Those requests land on the same Invitations screen for review.

Guardians & juniors Club

Guardian accounts let parents manage their child's involvement without giving the child their own login. A child is added as a managed player: they appear on the roster like any other player, but availability, notifications, and invoices route to their guardians.

Adding a child

There are two ways to get a junior into a club:

• From inside the club — on the club home page, guardians have a My Players section. Click Add child and enter the child's name and an optional position.
• By applying to a club — when applying through Find a Club or a public club page, switch Joining as from For myself to For my child and enter the child's name. When the club admin approves the request, the child is created as a managed player and you are linked as their guardian.

My Players

The My Players section on the club home page lists every child you are a guardian for. Each card shows the child's name, position, jersey number, and gear size; click a card to edit those details. From here you also mark availability and keep track of each child's schedule.

Co-guardians

A child can have more than one guardian — typically both parents. To add a second parent:

1. Open the child's profile and find the Guardians section.
2. Click Invite co-guardian and enter the other parent's email address.
3. If they are already a member of the club, they are linked immediately. Otherwise they receive an invitation email and are linked once they accept.

All guardians of a child see the child in their own My Players section, can edit the child's details, mark availability, and receive the child's invoices and reminders. A child always keeps at least one guardian — the last one cannot be removed.

Guardian billing

Invoices for a junior are raised against the child but delivered to the guardians: every guardian sees the invoice on their My Bills page tagged with the child's name, and any of them can approve and pay it. Payment reminders for a junior's invoice go to all guardians too.

For a cross-club view of every child's schedule, clubs, and bills in one place, see the My Family hub.

My Family hub Club

My Family is the guardian's home base: one page that gathers every child you are a guardian for — across every club they play in — so a parent with kids in two clubs never has to hop between organizations just to answer "what's on this week?". Open it from My family in the top navigation.

The plan requirement applies to the club, not the parent: managed children exist in clubs on the Club plan (see Guardians & juniors), and the hub itself is free for guardians to use.

This week

At the top, a This week timeline merges the next two weeks into one chronological strip: every child's upcoming events (color-coded per child, with time, location, and team) interleaved with your own volunteer duties, so the family's Tuesday is visible at a glance.

Children

Below the timeline, each child gets a profile card. A child who plays in several clubs appears as one card listing every club and team; tryout memberships are marked with a badge. Click a card to open the child's dashboard.

Adding a child

Two buttons at the top of the hub cover both ways a child joins:

• Add child — for clubs where you are already a guardian or admin: pick the club, enter the child's name and an optional position, and the child is created as a managed player with you linked as guardian.
• Apply to a club — takes you to Find a Club, where switching Joining as to For my child submits a join request on the child's behalf.

Children can have more than one guardian — both parents see the same child in their own My Family hub. See co-guardians for how to invite a second parent.

Child dashboards Club

Clicking a child in the My Family hub opens that child's own dashboard. A chip row at the top switches between your children without going back to the hub. Three tabs:

• Schedule — the child's upcoming events across all their clubs, grouped by week (This week, Next week, and onward), with a toggle to show past events.
• Clubs & teams — every club membership with teams, a link to the club's public page, and a shortcut to the roster where you edit the child's details (position, jersey number, gear size).
• Bills — the child's open invoices from every club. Approve and pay them right here — the same invoices also appear on your My Bills page (see guardian billing).

Teams and seasons

Teams group players and events. Seasons group events and invoices over time.

1. Create and manage teams on the Teams page in the club sidebar. Each team has a name, sport, and optional age category, plus recruiting fields if you want the team listed on Find a Club (see Open your team for new members).
2. Create seasons under Settings → Seasons. A season has a start and end date and can be marked active.
3. When creating an event or invoice, you can pick which season it belongs to. This makes year-end reporting straightforward.

Players and roster

Open a team from the Teams page to manage its roster. For each player you can record:

• Name and contact details
• Position (forward, defender, goalie, etc.)
• Jersey number
• Skill rating (used by the training randomizer)
• Linked guardians

You can also archive a player at the end of a season to hide them from active lists while preserving their history.

Events and scheduling

Events can be trainings, matches, or generic team events. Create them from the Events page in the club sidebar.

1. Click New event and pick the type.
2. Set the date, time, location, and optional notes.
3. For recurring training, set the recurrence (weekly, every two weeks, custom) and the end date.
4. Save. The whole team is automatically invited and gets a notification.

You can edit or cancel any event later. Cancellations notify the team and update everyone's calendar feed. The event page is also where you attach drills and practice plans, post volunteer slots, and manage registration and tickets.

Availability tracking

For every event, each player can mark themselves In, Out, or Maybe. Guardians can mark on a player's behalf.

Coaches see live counts and a per-player breakdown on the event page. The lineup builder respects availability when suggesting starters. Players who have not answered for tomorrow's event get an automatic reminder the evening before.

Lineup builder

Open any match event and click Build lineup. The lineup builder shows a visual hockey rink (other sports coming soon). You can:

• Drag players into positions on each line
• Add as many lines as your plan allows
• Save a default lineup from Settings → Lineups so future matches start pre-filled
• Share the finished lineup with the team via chat or the calendar entry

Training randomizer

For training sessions, the randomizer generates balanced teams in one click.

1. Open a training event and click Randomize teams.
2. Pick the number of teams.
3. The randomizer balances by position and skill rating, and respects any pairing preferences you set under Settings → Pairings (e.g. two siblings should always be on opposite teams).
4. Lock players to a team if you want to keep certain pairings, then re-roll the rest.

Custom team colors are available on Pro and Club plans under Settings → Training.

Volunteer rosters (talkoot) Club

Game days run on volunteers — kiosk, timekeeping, driving. Volunteer rosters let you post the shifts an event needs and let members claim them, so everyone can see what is covered without a single spreadsheet or group-chat poll.

Creating slots

1. Open the event and find the Volunteers section.
2. Click Add slot and fill in a title (e.g. "Kiosk"), an optional description of what the shift involves, and how many volunteers are needed (1–50).
3. Save. The slot appears on the event page for every member.

Creating and editing slots requires an admin or coach on the Club plan. Claiming a slot is open to every member on any plan.

Claiming and unclaiming

Members and parents open the event and click Sign up on a slot; their name appears under it immediately. Changed plans? Cancel spot frees it up again. Each slot shows a live filled / needed count — green when full — and the section header sums up how many spots are still open across the event.

The whole flow works in the mobile app too: open the event, sign up or cancel from the Volunteers section, and your shifts show up in the My Family this-week timeline alongside the kids' events.

Guardians sign up as themselves, not on behalf of a child — it is the parent standing in the kiosk, after all.

Reminders

The day before an event, the automatic event reminder also mentions how many volunteer spots are still open, nudging members who have not claimed one. If someone cancels their spot within 48 hours of the event start, admins and coaches get a push notification so they can find a replacement in time.

Team chat Club

Real-time chat lives in the Chat tab inside each team. Use it for announcements, last-minute changes, or general team chatter. Messages support text, links, and image attachments. Mentions notify the tagged member on web and mobile.

An admin can turn chat off for the whole club from Settings → General → Features. The Chat tab disappears for every member while the toggle is off; existing messages are preserved and reappear if you re-enable.

Calendar feed (iCal) Pro

Every member can generate a personal iCal feed for their club, so events sync automatically into Google Calendar, Apple Calendar, Outlook, or anything else that speaks iCal.

1. Open Settings → Integrations and find the Calendar card.
2. Click Subscribe in Calendar to generate your feed, then Copy Calendar URL.
3. Paste the URL into your calendar app's "Subscribe" or "Add by URL" option.

The same calendar subscription card is available in the mobile app, so you can generate and copy your feed URL right on the phone you subscribe with — no round-trip via a desktop browser.

Subscribing on your phone

• iPhone / iPad — Settings → Calendar → Accounts → Add Account → Other → Add Subscribed Calendar, then paste the URL.
• Google Calendar — on the web, open Settings → Add calendar → From URL, paste the URL, and it appears in the Google Calendar app on Android too.
• Outlook — Add calendar → Subscribe from web, then paste the URL.

Mobile app

The ClubDeck mobile app is available for iOS and Android. It mirrors the web app and adds push notifications for events, chat messages, and reminders. Sign in with the same email/Google account you use on the web.

A few things the app does especially well:

• Kiosk mode — a full-screen register for game-day sales, with a QR code for card payments. See Recording sales.
• Receipt photos — snap the paper slip with the camera when recording an expense.
• Whiteboard on a tablet — the full drill editor including the freehand pen, with pinch-zoom for precise placement, plus a landscape show mode for running a practice from the bench.
• Volunteer shifts — claim and cancel talkoot spots from the event page.
• Calendar subscription — generate and copy your iCal feed URL directly on the phone.

Practice whiteboard overview Pro

The practice whiteboard is a digital drill designer built into ClubDeck. Draw drills on a hockey rink, football pitch, or basketball court, animate them so the team sees the timing, chain them into timed practice plans, and run the whole session from a tablet at the rink. You will find it in the club sidebar under Drills and Practices.

• Admins and coaches create and edit drills; players get read-only access to everything attached to their events.
• The drawing surface follows your club's sport — rink, pitch, court, or a blank field — and every surface has Full and Half variants.
• Pro clubs can save up to 50 drills and 10 practice plans; the Club plan removes both limits. Free clubs can browse the public drill library but need Pro to create or clone.

Drill editor basics

The editor toolbar has four groups of tools: a Select tool, a freehand Pen (see Pen & quick whiteboard), six piece tools, and five arrow tools, plus undo, redo, delete, Clear all, and the Full/Half surface toggle.

Placing and moving pieces

1. Pick a piece tool: player (numbered automatically), opponent, cone, puck/ball, goal, or text.
2. Tap anywhere on the surface to place it. The tool stays active, so you can drop a whole line of cones in a few taps.
3. Switch to Select and drag any piece to reposition it. Selecting a player, opponent, goal, or text also reveals a Label field so you can rename "1" to "C" or "G".

Undo and redo are always available — the toolbar buttons or Ctrl/Cmd+Z and Ctrl/Cmd+Shift+Z — and Delete removes the selected piece or arrow. Clear all wipes the whole canvas (pieces, arrows, ink, and steps) in one stroke while keeping the surface and sport; there is no confirm dialog because a single undo brings everything back.

Saving a drill

Give the drill a title (required) and optionally a description, a category (Warm-up, Skating, Passing, Possession, Shooting, Defense, Offense, Goalie, Small-area game, or Conditioning), and tags. Visibility is either Private (only you) or Club (all members).

Editing on a tablet

The editor is built for touch: it works with a finger or stylus, touch targets are sized for tablets, and pinch-zoom on mobile gives you precision placement. There is no separate "mobile mode" to learn — sketching the next drill rink-side on an iPad works exactly like at your desk.

Pen & quick whiteboard Pro

Sometimes you don't want pieces and arrows — you want a marker. The Pen tool draws freehand ink on the surface, on web and mobile alike.

• Three colors (black, blue, red) and two widths (normal, thick), picked from the pen's popover.
• Strokes render smoothed and always sit above the surface but below players and arrows, so annotations never hide the play.
• Ink is deliberately simple: a stroke can be selected and deleted (or undone), but not dragged — delete and redraw. Ink never moves during animation playback.
• Strokes round-trip faithfully between web and mobile — draw on the tablet, review at your desk.

Quick whiteboard (Taktiikkataulu)

For a locker-room talk you don't need a saved, categorized drill — you need a blank board now. The Whiteboard quick action on the Drills page (a button next to New drill on web, a floating button in the mobile app) opens a fresh canvas with the pen already armed and a title prefilled with today's date. Sketch the play, show the team, and either save it like any other drill or walk away.

Arrows and chained movement

Arrows describe what happens in the drill. There are five types, each with the classic coaching notation:

• Movement arrow — solid line: a player skating or running.
• Pass arrow — dashed line: a pass.
• Shot arrow — double line: a shot.
• Backward arrow — zigzag line: backward skating.
• Carry arrow — wavy line: carrying the puck or ball.

Pick an arrow tool and drag from the start point to the target. Endpoints snap to pieces under your finger, so an arrow drawn from a player to a cone stays attached to both. To curve an arrow, select it and drag the white handle at its midpoint.

Movement, backward, and carry arrows should start on a player — if one is floating in space, the editor marks it with a small warning badge so you know nothing will move along it. Pass and shot arrows can start anywhere, since the puck flies on its own.

Chaining multi-leg movements

Real drills are sequences: skate, receive, skate again, shoot. To chain legs, keep an arrow tool armed and look for the small dashed rings on existing arrowheads. Start your next stroke on one of those rings and the new arrow continues that player's path from where the last leg ended. Chains can be as long as you like, and each leg can be a different arrow type — move, pass, move again, shoot.

Animating a drill

Click Play drill in the editor to watch the drill run. Every piece moves along its arrows, so the team sees the timing, not just the lines.

Steps

Each arrow is a numbered step, and steps play one after another in the order you drew them. To make two arrows run simultaneously — a pass while the shooter drives to the net — select the second arrow and switch on Same time as previous arrow. The editor blocks the merge only if it would make the same player do two things at once.

Playback controls

The player has play/pause, restart, a scrubbable progress bar, a loop toggle, and a speed toggle (full or half speed) — half speed is handy when walking a junior team through a new pattern. Playback never touches your edit history: switch back to Edit drill and undo still works.

Drill library & cloning

The public drill library ships with 35+ ready-made, coach-reviewed drills across ice hockey, football, and basketball. Open the Library tab on the Drills page — on web and in the mobile app — next to your club's own drills. Not signed in? The library is also on the open web at app.clubdeck.fi/drills.

• Filter by sport, pick a category, or search by name.
• Open any drill to see its animated diagram, description, category, and tags.

Cloning Pro

Click Clone to my club to copy a library drill into your own club. The clone is fully yours — rename it, redraw it, change the category — and it counts toward your plan's drill limit. If you belong to several clubs, you pick which one receives the copy.

Video links Pro

Drills and practice plans can carry a video link — a YouTube or Vimeo URL showing the drill performed for real. Paste the link into the video field in the drill editor or practice builder; only secure YouTube and Vimeo links are accepted, and anything else is rejected inline before you save.

• On web, the video appears as a 16:9 click-to-load player below the diagram — nothing loads from YouTube or Vimeo until you press play, so the page stays fast and tracker-free.
• On mobile, tap Watch demonstration and the video opens in the YouTube/Vimeo app or browser.
• On an event's practice section, the video shows as a compact link; print sheets show the URL as plain text, and TV mode deliberately shows no video — it is a drill stage, not a cinema.

AI drill drafting Pro

Where enabled, the drill editor has a Draft with AI button: describe a drill in plain words — "2-on-1 rush starting from a breakout pass, finish with a shot" — and get a first draft on the whiteboard, ready to fine-tune.

• The draft arrives as an unsaved document: title, description, category, tags, and the diagram itself, with pieces placed and arrows drawn. A title you had already typed is preserved.
• Generation takes a minute or two — the editor tells you so while it works.
• The draft is a starting point, not gospel: review the diagram, run the animation, and adjust before saving, exactly as you would edit any other drill.

AI drafting is enabled per environment, so the button may not be visible on your deployment. Generations are rate-limited per club per day.

Drills on events Pro

Every event page has a Drills section. Admins and coaches attach drills to the session; every member — players included — can open the event and study tonight's plan in advance.

1. Open the event and expand Drills.
2. Click Add drill and pick from your club's drills.
3. Drag to reorder; the numbering updates automatically.

You can also attach a whole practice plan to an event in one step. Once at least one drill is attached, Print and Present buttons appear — see Present, TV mode, and print.

Practice plans Pro

A practice plan is an ordered, timed list of drills — a full session on one page. Manage them under Practices in the club sidebar.

Building a plan

1. Click New practice and name the session.
2. Add drills; give each a duration in minutes and optional coaching notes. The running total updates as you go.
3. Drag rows to reorder, then save. Plans can be private or visible to the whole club.

The auto-generator

Short on prep time? Click Generate practice and ClubDeck assembles a session for you:

1. Pick a session length (60, 75, or 90 minutes, or anything in between).
2. Choose one to three focus areas — the categories the session should center on.
3. Optionally include the public drill library alongside your own drills.

The generator lays out a structured session — Warm-up, Focus, Game, and Finisher blocks with per-drill durations. Hit Shuffle for a different mix, then Use this plan to load it into the builder for final tweaks before saving.

Pro clubs can keep 10 practice plans; the Club plan is unlimited.

Present, TV mode, and print

Once drills are attached to an event (or selected from the Drills page with Select mode), two run-day tools appear:

Present / TV mode

Present opens a fullscreen, high-contrast stage showing one drill at a time with its animation — built for the locker-room TV or a tablet at the rink. Move between drills with the arrow keys, the on-screen chevrons, or by tapping the screen edges. The controls fade out after a few seconds of inactivity; press Escape or the close button to exit.

Print sheets

Print produces a clean, light-themed practice sheet: club and event header, total duration, and every drill as a numbered diagram with its steps, duration, and description. Use your browser's print dialog to put it on paper for the bench — or save it as a PDF to share.

Club directory & public pages

Every club can have a public page on the open web — no login required — at app.clubdeck.fi/club/your-club. It can show your logo, description, teams, upcoming events, contact details and social links, a newsletter signup, and a Join this club button that feeds straight into your join-request queue.

1. Open Settings → Public page (admins only).
2. Pick your page address (slug) and choose what to show — teams, events, contact info.
3. Save and share the link anywhere.

Appearing in the directory

Public clubs are listed in the Clubs directory on the Find a Club page, where players search by name and filter by country. To make sure your club shows up in the right searches, set your location under Settings → General → Location: country, state/region, and home city. The same General tab has a club-level Open for recruitment toggle and a club pitch shown to prospective members.

Find a Club

Find a Club (top of the dashboard or the avatar menu) has three tabs:

• Clubs — the public club directory. Search by name, filter by country, and open any club's public page. Cards show the sport, location, member count, and a "Recruiting" chip where it applies.
• Standins — one-off sub gigs from the standin board.
• Recruitment — clubs and teams currently looking for new full-time members.

The Recruitment tab lets you narrow by sport, city, country, state/region, and level (recreational / competitive / junior), with a "currently has open standin" checkbox if you would rather only see clubs actively short of players right now.

Each recruiting card has an Apply to Join button. It opens the same profile-preview and message dialog the standin flow uses; parents can switch Joining as to For my child to apply on a junior's behalf. Submitting creates a join request that the club admin reviews on their Invitations screen. Once they approve, you (or your child) are a member — same as if you had been invited by email.

Standin board

The standin board is a cross-club marketplace for one-off sub gigs. A coach who's short for Tuesday's training posts the request, players from any club browse what's open, apply with their profile, and the coach picks one. Everything is opt-in — no club is on the board unless an admin actively posts.

Open it from the avatar menu → Standin board, or from the preview that appears on the dashboard whenever there are open requests. A search box plus a sport filter narrows the list.

Past events drop off automatically the moment they start. Once a request fills, it disappears from the public board even if there are still pending applications — the auto-decline below explains what happens to those.

Post a standin request

Admins and coaches can post against any event in their club.

1. Open the event you need cover for.
2. Click the … menu in the top right → Post to standin board.
3. Set the position needed (Forward, Goalie, Any — free text), how many slots you need (1–50), and an optional note.
4. Click Post to board.

The request appears on the board immediately. You can cancel any open request from the same event page; cancellation removes it from the board but doesn't notify applicants.

Apply as a standin

From the board, click I'm interested on any open card. A dialog shows your own profile back to you (so you know exactly what the club will see) and a free-form message field for anything extra — availability, references, what jersey size you wear, whatever you'd like the coach to know.

After you submit, the card shows Applied instead of the button. If the club accepts you, you'll get a push notification on the mobile app and an email; if they decline (or the request gets filled by someone else and the auto-decline kicks in), the card silently disappears from your My standins page.

You can apply to the same request only once. If you change your mind before the club decides, withdraw it from the avatar menu → My standins.

Your accepted standins

Every standin you've been accepted to lives at My standins (avatar menu). Each card shows:

• The club name and sport
• The event title, time, and location
• The team you're playing for, with the team's jersey colour as a swatch so you bring the right shirt

The dashboard also surfaces the next one or two upcoming standins in a small amber strip the moment you sign in, so a recently-accepted player can't miss it.

Player profile

Your player profile is what clubs see when you apply to a standin or to join a team. Open it from the avatar menu → My profile. Fields:

• Display name — how you appear to clubs
• About you — a short paragraph (up to 1,000 characters)
• Highest level played — e.g. Junior A, Liiga, Recreational
• Years of experience
• Preferred position

The profile travels with you across the clubs you're a member of — it isn't tied to any single club. You don't have to fill any of it; an empty profile just means clubs see your name and the message you wrote with the application.

Open your team for new members

Recruiting is per-team, not per-club. A club with a senior team that's full and a junior team that needs players can have just the junior team appear on the board.

1. Open the Teams page in the club sidebar and click the team you want to recruit for.
2. Toggle Open for new members in the edit dialog.
3. Fill in:
   • Home city — what comes up when players filter by location
   • League — e.g. "Local league" or "Mestis"
   • Level — Recreational, Competitive, or Junior
   • Recruitment blurb — a short pitch: practice times, what you're looking for, vibe of the team
4. Save. The team appears on the Find a Club → Recruitment tab immediately.

Toggle Open for new members off when you're full and the team drops back off the board. Existing join requests aren't deleted — you can still review them on the Invitations screen.

Invoicing overview Pro

Billing is available on Pro and Club plans, managed from the Billing page in the club sidebar. You can:

• Create billing plans for membership dues — seasonal, monthly, annual, or one-time, with optional installments
• Generate invoices for individual members or a whole team
• Track who has paid, who is overdue, and who has cancelled
• Let members pay online with a card via Stripe, or mark cash/transfer payments manually

Monthly plans bill themselves: on the first of each month ClubDeck generates the month's invoices automatically, due in 14 days. Members see their invoices on the My Bills page, where they approve and pay — guardians see and pay their children's invoices there too (see guardian billing).

To accept online payments you need to connect a Stripe account first — see Connect your Stripe account.

Automatic payment reminders Pro

Nobody enjoys chasing payments, so ClubDeck does it for you. There is nothing to configure:

• The first reminder goes out once an invoice is 3 days overdue.
• If it stays unpaid, the reminder repeats weekly.
• After 3 reminders, ClubDeck stops — no member gets nagged forever.

Reminders arrive by email (with a direct link to My Bills) and as a push notification. For a junior's invoice, every guardian of the child is reminded. Paying or cancelling the invoice stops the sequence immediately.

Donations Pro

Let supporters chip in without creating an account. Donations flow through your own Stripe account, straight to the club.

1. Connect Stripe first (donations require a fully onboarded account).
2. Open the Billing page → Donations and switch on Accept donations.
3. Optionally set preset amounts and a short message shown to donors.
4. Share your public donation page: app.clubdeck.fi/club/your-club/donate — it is also linked from your public club page.

Donors enter a name, amount, and optional message, and pay by card via Stripe Checkout. Admins see every donation and running totals on the Billing page.

Event registration & tickets Pro

Any event can have a public page where guests sign up — useful for tournaments, club parties, and fundraisers.

Free registration

1. Open the event and enable Registration.
2. Optionally set a capacity, a closing time, and custom questions for registrants. Without a close time, registration stays open until the event starts.
3. Share the public event link. Guests register with just a name and email — no account needed — and can cancel via the link in their confirmation email.

When the event is full, new registrations go on a waitlist. At the door, admins and coaches check guests in from the Registrations & check-in section.

Paid tickets Club

Add one or more ticket types to the event — each with a name, price, and optional quantity limit. Buyers pay by card on the public event page (your Stripe account must be connected) and receive a ticket with a unique code and QR.

Check-in at the door

On game day, open the event's ticket list and tap Scan tickets at the door. Point the camera at a ticket's QR code to check it in — the screen shows a running checked in / sold count and flags tickets that are already used or unpaid. No camera? Type the ticket code instead.

Connect your Stripe account Pro

ClubDeck uses Stripe Connect (Standard). That means money flows directly into your Stripe account, you keep your own Stripe dashboard, and ClubDeck never holds your funds.

Before you start

• Pick someone who can legally represent the club — usually the treasurer or chair. Stripe will ask for their personal details to comply with KYC rules.
• Have the club's bank account details (IBAN, account name) ready — payouts will go there.
• Have a photo ID for the representative. Stripe may ask to verify it.

Step-by-step

1. Sign in to ClubDeck and open the club you want to connect.
2. Go to Settings → Integrations and find the Payment Processing card.
3. Click Connect with Stripe. ClubDeck creates a Stripe Connect account for your club and redirects you to Stripe's hosted onboarding flow.
4. On Stripe's site, sign in with an existing Stripe account or create a new one with the same email you use for ClubDeck.
5. Fill in the requested information:
   • Business type (most clubs choose "Non-profit" or "Company")
   • Business address and the club's tax ID if applicable
   • Representative's name, date of birth, and address
   • Bank account for payouts
   • Identity verification (photo of ID)
6. Submit the form. Stripe returns you to ClubDeck.
7. When the page reloads, the Payment Processing card should show a green Connected badge. You are ready to accept payments.

What members see

Once Stripe is connected, every invoice you create gets a Pay now button. Members open the invoice (web or mobile), pay with a card, and the invoice moves to Paid automatically when Stripe confirms the payment. Connecting Stripe also unlocks donations and paid tickets.

Payouts and fees

• Payouts — Stripe pays out collected funds to your bank account on a rolling schedule (default: every 2 business days). You can change the schedule from your Stripe dashboard.
• Stripe fees — Stripe charges the standard rate for your country (e.g. ~1.5% + 0.25€ for EEA cards).
• ClubDeck fees — membership dues carry no added fee. Donations and ticket sales add 1.5% on top of card processing. No per-member fees, ever.
• Refunds — issue refunds from the invoice page in ClubDeck or directly from your Stripe dashboard.
• Tax — ClubDeck does not calculate VAT. If your club is VAT-registered, set tax rates on individual invoices.

Stripe troubleshooting

"Connect with Stripe" still shows after onboarding

Stripe has not finished verifying your account. Click the button again to resume the flow — you usually just need to upload an additional document. Your progress is preserved.

A member's payment failed

The most common reasons are an incorrect card number, insufficient funds, or the card being blocked for online payments by the bank. The member can retry from the same invoice link. The invoice stays open until paid or cancelled.

Donations or tickets can't be enabled

Both require a fully onboarded Stripe Connect account — not just a started one. Finish the onboarding flow from Settings → Integrations and try again.

I want to disconnect Stripe

You can disconnect ClubDeck from your Stripe account at any time from your Stripe dashboard's Connected Apps page. Existing invoices remain in ClubDeck, but new online payments will be disabled until you reconnect.

Products & categories Club

Everything money-related outside invoicing lives on the Finances page in the club sidebar: the kiosk register, sales history, products, expenses, categories, and (for admins) budgets and bookkeeping settings. Recording is for admins and coaches.

Categories

Income and expense categories are the backbone of the club's bookkeeping — every sale and expense lands in one. Open Finances → Categories: a sensible Finnish-association default set is created for you on first visit, and you can add, rename, or delete categories at any time. Income and expense categories are managed separately.

Products

Products are the tiles on the kiosk register — "Makkara 2,50 €", "Kahvi 1,50 €". For each product set a name, price, and an income category; drag to reorder (the kiosk grid follows), and toggle a product inactive to hide it without deleting its history. Prices accept both comma and dot decimals.

Recording sales Club

Game-day sales are a three-tap job: tap the product tiles, pick the payment method, confirm.

The mobile kiosk

The mobile app has a dedicated kiosk mode — open it from an event or the Finances area and the phone becomes the register. Tiles are thumb-sized, a green full-screen flash confirms each sale and resets the register for the next customer, and the screen stays awake for the whole shift. One-off items ("Arpa 1,00 €") are added on the fly, and quantities are edited from the cart bar.

The web sell panel

Finances → Sell is the same register in the browser: a tap-to-add product grid, custom items, and the payment toggle. Every event page also has a Record sale shortcut that opens the sell panel with the event pre-linked, so kiosk revenue lands on the right game automatically.

Payment methods

• Cash and MobilePay — recorded as paid immediately. ClubDeck is the ledger; the money changes hands as usual.
• Card — requires Stripe. On mobile, the kiosk shows a large QR code; the customer scans it with their own phone and pays in Stripe Checkout while the register waits, then closes itself with a paid flash the moment the payment lands. You can also leave the sale pending and take the next customer. On web, the checkout link opens in a new tab and can be copied to the buyer.

Sales history & summaries Club

History and voiding

Finances → Sales lists every sale with its items, payment method, status, and voucher number, filterable by date range. Rang up the wrong thing? Void the sale (with a confirm) — voided rows stay visible, struck through, so the trail is complete. Cash, MobilePay, and still-pending card sales can be voided; a card sale that has already been paid cannot (refunds are not built yet).

Event sales summaries

Every event that had kiosk sales shows admins and coaches a summary card on the event page: total taken, number of sales, and a by-category breakdown — the answer to "how did the kiosk do on Saturday?" without opening a spreadsheet.

Expenses & receipts Club

The other half of the ledger. Record club expenses — referee fees, kiosk restock, ice time — under Finances → Expenses, on web or mobile.

• Each expense has a description, amount, date, an expense category, and optionally a linked event and team.
• Receipt photos — on mobile, snap the paper slip with the camera as you record; on web, attach an image file. The receipt shows as a thumbnail on the expense, ready for the treasurer.
• The expense table shows a running total and filters by date and category.

Teams, vouchers & period locking Club

ClubDeck's bookkeeping is built around how Finnish associations actually run their books — cost centers, vouchers, and locked periods — without asking a volunteer treasurer to learn accounting software.

Team tagging (kustannuspaikat)

Sales and expenses can be tagged to a team, turning teams into cost centers. The default is Whole club; a team selling at their own kiosk stand picks their team once and the kiosk remembers it for the session. Team chips appear in sales history and the expense table, and each team's page shows a finance card with income, expenses, net, and top categories for the fiscal year.

Voucher numbers

Every sale and expense automatically receives a sequential voucher number (Tosite #N), displayed read-only wherever the entry appears. When the accountant asks for voucher 47, everyone means the same row.

Fiscal year

Under Finances → Bookkeeping (admins only), set the first month of your fiscal year. Most Finnish associations use the calendar year; the setting drives budgets and report date presets.

Period locking

Once a period is reconciled, lock it: pick a Lock through date and every sale and expense dated on or before it becomes read-only — no edits, no deletions, no voiding, on web or mobile. The lock is deliberately forward-only: it can be advanced but never moved back or cleared, which is exactly the guarantee your annual audit wants. New entries dated after the lock are unaffected.

Budgets & budget vs actual

The budgets grid Club

Under Finances → Budget (web, admins only), plan the fiscal year in a single grid: rows are your income and expense categories, columns are the whole club plus each team. Type amounts, mix of comma and dot decimals welcome, and save the whole grid in one click. Clearing a cell removes that budget line, and an unsaved-changes guard keeps you from navigating away mid-edit. Clubs with many teams get a team filter instead of an ever-wider table.

Budget vs actual Club

The Budget vs actual report (on the Reports page) shows each category as a pair of bars — budget muted, actual colored — with the variance colored by favorability: income over budget is green, spending over budget is red. Filter by team to see how one cost center is tracking.

Income statement & export Club

Association income statement (tuloslaskelma)

The Reports page renders a proper Finnish-association income statement for any date range: categories grouped into Varsinainen toiminta, Varainhankinta, Sijoitus- ja rahoitustoiminta, and Avustukset, with expenses negative, a net per group, and the period's result (Tilikauden tulos) at the bottom. Download it as CSV for the annual meeting.

Bookkeeping export for the accountant

Reports → Bookkeeping export downloads every sale and expense in the range as CSV — date, category, amount, payment method, event, team, and voucher number per row. Two dialects:

• Finnish (default) — semicolon-delimited with comma decimals ("12,50"), so the file opens correctly in Finnish-locale Excel with amounts as numbers, not text.
• Standard — comma-delimited with dot decimals, for everything else.

FAQ

Do players pay anything to use ClubDeck?

No. Only the club pays for the plan. Players, guardians, and coaches use the app for free.

Can a member belong to more than one club?

Yes. The same email account can be part of multiple clubs and switch between them from the club picker in the top bar.

What happens to my data if I cancel?

You can export your data at any time from Settings. If you cancel, your club is set read-only for 30 days, then deleted. See the Privacy Policy for details.

Is ClubDeck GDPR compliant?

Yes. We are based in the EU and process data under GDPR. Full details are in the Privacy Policy.

Can I use ClubDeck for a sport other than hockey?

Most features (events, roster, billing, chat, calendar, volunteers) are sport-agnostic, and the practice whiteboard draws on a hockey rink, football pitch, or basketball court to match your club's sport. The visual lineup builder is currently designed for ice hockey; other sports are on the roadmap.

Contact support

Need help that isn't covered here? Email support@clubdeck.fi and we will get back to you. Including a screenshot and the URL you were on speeds things up.