The club register and club administrators

Clubs in the register are reached from Club info in the administration menu.

• Federation staff get every club in the federation, with a search box and columns for the club name, district, address, contact e-mail and a Members count.
• District staff get the same list, limited to the clubs in their own district.
• Club administrators are taken straight to their own club's page instead of a list — you administer one club, so there is nothing to choose from.

Only active clubs are shown to begin with; federation and district staff can change the Active filter at the top of the list to see the ones that have been turned off.

From a club row you can open the club to see and edit its details. Federation and district staff also have two extra actions on the row menu:

• Send activation mail — offered only when the club's own e-mail address is not yet registered as an administrator on the club (see Activation e-mails and first sign-in).
• Simulate sign in as ... — switches you into that club's view so you can see exactly what the club sees. It is the fastest way to answer "why can't the club do X?".

The list can be exported to Excel, both as a whole and for a selection of rows. The export contains the columns you currently have visible in the table.

Open the club from Club info. The details are split into two blocks.

Club info — the club's name, its Abbreviation, a tick-box for whether the club is active, the District it belongs to, External id (the club's reference number on invoices), organisation number and website.

Contact info — contact person, Main email for club, address, postcode, town, mobile number and a separate invoice e-mail address.

Who may edit a club:

• Federation and district staff in the same federation as the club.
• A club administrator who has the Club Main Admin role for that club.

Two things regularly surprise people:

• Main email for club cannot be changed after the club has been created. Ask your federation or district administrator if it really has to change.
• Your edit may be overwritten. If the club comes from a national member register, the name, address and contact details are refreshed from that register and your manual edit is replaced on the next sync. The club page shows External sync with the note that the record is synced from an external system when this applies. See When club data comes from a national member register.

Clubs are not added to the register or deleted from this page; if a club is missing, ask your federation or district administrator. Clubs arrive from the federation's member register, or are created when somebody registers a team for a club that is not in the register yet. A club that should no longer be used is turned off with the active tick-box, not deleted.

A club administrator is a person registered on a club. When that person signs in, Profixio offers them the role Club for that club, and what they can then do is decided by the roles ticked on them.

Ticking Club Main Admin automatically ticks Team Admin, Match Admin and Transfer Admin as well — a main administrator always has the other roles too.

Transfer Admin and License Admin are only shown in federations that use those modules. If you cannot see them, your federation does not run transfers or club licensing in Profixio.

Give every administrator at least one role. A person who is registered on the club but has no roles ticked can sign in and see the club, but cannot register teams, edit matches or do much else.

Make sure the address in Main email for club belongs to someone who should have full control of the club.

Club administrators are managed on the club's page in Club info, in the Club admins tab. The tab is only shown if you are allowed to manage them:

• federation staff who themselves have the user-administrator right in the federation,
• district staff who have the user-administrator right in the district, or
• a Club Main Admin of that club.

To add someone:

1. Open the club, go to Club admins and click the create button.
2. Type the person's Email. If that address is already known to Profixio, the Name and Phone fields fill in by themselves and are locked — you are attaching an existing person, not creating a second account. If the address is new, fill in name and phone.
3. Under Roles in your club, tick the roles the person should have (see What a club administrator can do).
4. Save. A new address gets a Profixio account, and the person has the roles when they sign in with it.

The list shows each administrator with their e-mail, name, the roles they have, and App user created? — a tick meaning the person has actually got a Profixio account. If a club says "we have been given access but it is not working", check the address first. Ask the person to sign in with exactly that address, using a password, Google, Facebook or Idrettens ID as they prefer. Someone who has never used Profixio sets a first password with the forgot-password link on the login page.

No mail is sent when you add someone this way. Tell the person yourself which address to use.

Editing and removing. Use the edit action on a row to change someone's roles. The Club Main Admin tick cannot be removed from the person whose address is the club's main e-mail address. There is no "remove administrator" button on this screen; to take someone off the club completely, ask your federation or district administrator. Removing every role from the person leaves them with only the bare club role, which in practice lets them see the club and little else.

A club can exist in the register long before anyone from the club has ever used Profixio. The activation mail is how the club gets started: it is sent to the address in Main email for club so the club can set up its first administrator.

Team leaders meet it from the other side: if a tournament or series requires teams to be registered by a club administrator and the club has none, the registration screen shows "The Club Administrators has not created a Profixio Account yet" and a button, Email the Club Administrator to activate a Profixio account. Pressing it sends the same mail to the club, and the screen then says "An activation email has been sent to the club".

What the club receives. A mail with the subject "Activate Profixio Account for ...", headed Please Register an Account, explaining that this address is registered as club contact, with a Create Account button. The mail is written in the federation's own language. If the link has stopped working, ask for a new one.

What happens when they click it.

• If nobody has a Profixio account on that address yet, they get a short form: name, the (locked) club e-mail address, and a password to choose. Pressing Register creates the account.
• If the address already has a Profixio account, they instead see "You already have a Profixio Account, but you must click the button to become administrator for ..." and one button, Set me as administrator.

Either way they land on the club's team-registration page and can register the club's teams straight away.

If the mail does not arrive, check the address in Main email for club first — that is the only address it is ever sent to. The half-hour block means a second attempt right after the first one does nothing. If the club has changed e-mail address and your federation's clubs are synced from a member register, change the address there. Otherwise, ask your federation or district administrator to correct the address in the register before an activation mail can reach anyone new.

Sending it. Federation and district staff send it from the club list in Club info, with Send activation mail on a single club or on a selection of clubs at once. The action is only offered when the club has a main e-mail address that is not yet set up as an administrator on the club, and not again within half an hour of the last activation mail. Note that this looks only at the club's own address — a club that has other administrators under other addresses can still be sent one.

Each tournament keeps its own club list, reached from the tournament's administration menu. It contains only the clubs that have teams in this tournament, and it is where an organiser fixes the details that matter for this event.

What you can do there:

• Edit a club's details for this tournament — its name and abbreviation as used in the schedule, country, district, contact person and contact e-mail, shirt colour, default language and an internal note. (The shorts colour is shown in the club list but cannot be edited here.) Several of the field labels here are still the original Norwegian ones, for example Klubb navn for the club name and Troye for the shirt colour.
• Add a club by hand, or use Copy from other year to take the club list from another edition of the same event.
• Upload logo — this is the club's real logo and applies everywhere, not only in this tournament.
• Delete a club, but only while it has no teams left in the tournament.
• Slå sammen klubber (merge clubs) — combines two clubs inside this tournament: all teams and club users move from one to the other, and the emptied club is removed. This is for cleaning up the same club typed in twice during registration. It is offered in ordinary tournaments only, not in series play, and it does not touch the club register.

The list also shows the number of teams each club has and, when the club is linked to the register, its logo.

Editing a club here changes it for this tournament only. If the club's name is wrong everywhere, it has to be corrected in the register instead.

The same club sometimes ends up in the register twice — typically because a member-system import could not match an existing record, or because someone typed the club in during registration before it had been imported. The symptom is that half the club's teams, licences or players are attached to one record and half to the other, and the club can only see one of them when they sign in.

Contact Profixio support to merge the clubs. Report both clubs, and say which one should survive.

What the merge does. Everything attached to the old club is moved over to the surviving one: club administrators and the extra page access given to them, club members, teams and squads, matches, referees, licences, playing rights, transfers, invoices and invoice lines, uploaded club documents, applications to arrange competitions and the club's registrations for them, match-move requests, ranking entries, facility links, discount rules, cooperation agreements and the club's records inside individual tournaments.

What happens to the old record is chosen at the same time: it is normally deactivated, but it can also be kept as it is or deleted outright.

Two things worth knowing:

• A merge cannot be undone. There is no reverse button; putting it back means merging again in the other direction, and details such as which record was originally which are lost.
• One legacy ranking record cannot be moved. When that applies, it is flagged before the merge is confirmed, and old ranking pages may keep showing the club under its former record.

After a merge, ask the club to sign in again. Anyone who was an administrator on the old record is an administrator on the surviving one.

Where a federation's clubs come from its national member system, the club register is not maintained in Profixio at all — it is a copy of that member system, and Profixio keeps it up to date automatically. When that is the case, the club's page shows External sync and a note that the record is synced from an external system.

What that means in practice:

• Manual edits to synced fields do not last. The club's name, address, postcode, town, e-mail address, invoice e-mail, telephone, mobile number, website and organisation number are refreshed from the member system, so a correction made in Profixio is replaced the next time the club is refreshed. Correct the club in the member system instead — the change then flows into Profixio by itself.
• This includes the club's main e-mail address. It cannot be edited in Profixio, and in a synced federation it follows whatever the member system says. If the wrong person is receiving the club's activation mail, the address has to be changed at the source.
• The abbreviation is the exception — in Sweden. Once someone has given the club a short name that differs from its full name, the live Swedish member-system sync leaves it alone. That is the intended place to control how the club's name appears in tables and match lists. The Norwegian import does not make that exception.
• Clubs appear and disappear on their own. A new club in the member system turns up in Profixio without anybody adding it; a club removed there is set inactive in Profixio rather than deleted, so its history is kept.
• Reactivated clubs come back as the same record. If a club is closed in the member system and later reopened, Profixio revives the existing record instead of creating a second one — so the club keeps its administrators, members and history.

Which federations this applies to, and how often it runs, differs — see Differences per federation. Nothing here happens on demand: if a club has just been created or corrected in the member system and has to appear in Profixio straight away, ask Profixio support to pull it in. Clubs that are not in any member register (for example foreign clubs in an international tournament) are maintained by hand as normal.

The club register works the same way everywhere, but where the clubs come from differs, and that decides whether editing a club in Profixio sticks.

• Swedish federations connected to the national sports register. Clubs are created, updated and deactivated automatically by a live feed: changes are collected every half hour and applied twice an hour. Name, address and contact details are maintained in the member system, not in Profixio. The club's abbreviation is left alone once it has been changed. A full re-import of a federation's clubs, or of a single club, is not automatic — ask Profixio support if a club has to be refreshed immediately.
• Norwegian rugby. Club data is refreshed from the Norwegian sports register once a day. Name, address, e-mail, mobile number, website, organisation number and abbreviation are all overwritten from that register, and the club is set active. The daily run does not create new clubs.
• Norwegian football. A job runs every morning and refreshes clubs' e-mail address, website and telephone number from the national register, and nothing else — names and addresses stay as they are in Profixio.
• Everyone else. The club register is maintained in Profixio: clubs appear when teams are registered for them, and are edited by federation and district staff.

Two of the club administrator roles are also federation-dependent: Transfer Admin only exists in federations that run player transfers in Profixio, and License Admin only in federations that use club licensing. In federations that use neither, club administrators have three roles rather than five.

One thing that is often assumed to be a setting is not: whether teams must be registered by a club administrator is decided by the type of competition. Series play always requires it, and so do weight-class competitions; ordinary tournaments do not. What the organiser does control is whether a club that is not in the register may be typed in during registration.